The Submit to HR activity is the last task in the New Hires' onboarding process. If there is any activity pending by the candidate, the system will not allow New Hire to access Submit to HR unless the pending activity is marked as optional in the process. Once submit to HR is completed, the onboarding process will be complete.
Can a New Hire complete Submit to HR without completing the previous activities?
The New Hire cannot access Submit to HR unless the required onboarding activities are completed. In the below example, Submit to HR activity is locked since I-9 Section 1 is not completed.
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After completing the pending activity (in this case, Section 1), Submit to HR opens up for the New Hire.
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Given below is another example where the New Hire is able to complete Submit to HR even when the onboarding activity is pending. This is allowed only when the pending activity is optional.
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The Process Viewer for the transaction is shown below. You will notice that the New Hire can complete Submit to HR even though one of the Smart Forms is still pending.
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What details are included in the Submit to HR activity?
The "Submit to HR" activity includes all the details of previous activities that are filled in by the candidate.
Employee Details
Includes the New Hire's personal information, phone numbers (Home & Cell), home and mailing addresses, emergency contacts & self identification details.
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Payroll and Tax
Includes the Federal withholding, work state withholding, residence state withholding and miscellaneous details.
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How can you download the signed forms before Submitting to HR?
To download and print or save the forms that you have completed, click "Download Signed Forms" button located at the bottom of the page.
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The file will be downloaded to your local computer. Click on the downloaded file to open it.
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The zip folder contains all the forms that the New Hire has completed.
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How do you complete the Submit to HR activity?
Once all activities are completed, submit the information to the HR admin for review by clicking the "Submit to HR for Review" button at the bottom of the page. This finalizes the onboarding process. After submission, no further edits can be made to the forms or activities, so ensure all necessary changes are completed beforehand.
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Once completed, the home page shows no pending or outstanding tasks and onboarding progress as 100% complete.
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You will receive an email in the following format confirming that your onboarding process is complete.
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The HR Specialist will also receive an email regarding the onboarding information submitted by you.
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How do you download signed forms from the home page?
One way to download signed forms is through the Submit to HR process activity before submitting the onboarding information for review, as explained in the section above. Another option is from the Home page, using the "Download" option in the Signed Forms section or the "View" link in the Process Snapshot section.
Download from the Signed Form section:
Click the "Download" link under the Signed Forms section. This will download all signed forms in PDF format.
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Download from the Process Snapshot section:
Clicking the "View" link in the Process Snapshot section opens the process page, displaying all activities sequentially along with their statuses. From this page, signed forms and attachments can be downloaded in two ways:
- Download at the activity level: Click the download icon next to each activity to download its associated documents.
- Download all documents together: Retrieve all signed forms and attachments for the entire process in a single download.
Activity downloads:
Click the download icon next to the activity. This option is available only if the activity is saved or completed. The "Download Signed Forms" option appears only if the activity is signed, while the "Download Attachments" option appears only if attachments exist in the activity and the activity is saved.
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Download Signed Forms
Opens the signed form for the corresponding activity.
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Download Attachments
If multiple attachments exist, they will be grouped into a ZIP file and downloaded to the system. If there is only one attachment, it will open directly.
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If multiple document attachments have the same name and format, the downloaded file names will include a numeric suffix in ascending order.
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Process downloads:
Click on the "Download" button below the profile details.
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The options for downloading signed forms, attachments, and packet will be available in a dropdown menu. Download Signed Forms becomes available as soon as the first form is completed with a signature, unlike the "Download Signed Forms" option that appears only in the final Submit to HR activity, as discussed earlier. Select the appropriate option to proceed. The conditions for these options to appear are as follows:
- Download Signed Forms – Available as soon as any activity is completed.
- Download Attachments – Available if at least one document has been uploaded as an attachment in any process activity.
- Download Packet – Available only at the process level and only if at least one attachment exists in the process.
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Download Signed Forms
Will download the signed forms as PDF documents.
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Download Attachments:
If there are multiple attachments, they will be grouped in a folder. If a single attachment exists, it will be opened directly.
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If multiple document attachments have the same name and format, the downloaded file names will include a numeric suffix in ascending order.
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Download Packet:
Downloads each of the signed forms as individual folders.
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Clicking the folder opens the attachments (if available) and the PDF of the signed form.
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If there are multiple attachments, they will be grouped in a folder. By clicking on the folder, you will be able to view all the attached documents.
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