Who is a Business User?

Business Users administer and perform HR-related activities within the New Hire's onboarding process.

There are 5 Business User Roles:

Note: Since the Smart I-9 product does not have an HR Specialist role, the I-9 Specialist is responsible for creating and managing New Hire invitations.

Who can assign/change a Business User's roles?

Users with the System Administrator role have the ability to add a new role or change the existing role of a Business User.

What pages can Business Users access?

Each business user role has access to distinct pages and can execute different actions within the Smart Onboarding/Smart I-9 process. A detailed breakdown of access to these pages is provided below.

Menu	Pages/Actions	Recruiter	HR Specialist	I-9 Specialist	E-Verify Specialist	Help Desk Analyst
Create Invitation	Add Invitation			Can do only for I-9 product
Consoles	Invitation Console
	I-9 Console
	E-Verify Console
	Reverify Console
	Help Desk Console
My Tasks Console	Prescreen Activities
	Verify Information
	Complete Job Data
	Send Candidate Data to HR
	Complete I-9
	E-Verify
Reports/Dashboards	Invitation Insight
	I-9 Insight
	Work Assignment Insight
	Generic Reports
My Profile	My Profile

Create Invitation: This feature facilitates the creation of invitations for new hires. 

Consoles: Customized tools designed for managing and viewing new hire invitation and I-9 data, as well as performing specific actions within the new hire process. The consoles available to users depend on their roles, each tailored to serve a distinct function. For example, the Invitation Console oversees the onboarding process, handling invitation actions, onboarding tasks, and process insights, while the I-9 Console is dedicated to viewing I-9 details and performing related actions.

Furthermore, the data displayed in each console is governed by the user’s security permissions set by the System Administrator. As a result, users will only have access to the data they are authorized to view. For instance, if a user’s access is limited to data from the "Research" Company, they will only see information related to that company within the console.

My Tasks Console: Displays tasks pertinent to a user's role or specifically assigned to them within the onboarding process. These tasks vary depending on the user's role and the new hire's stage in the onboarding journey. 

Reports/Dashboards (Invitation Insight, I-9 Insight, Work Assignment Insight): Allows users to visualize invitation or I-9 data through graphs and charts, providing insights into metrics. Users can drill down into these graphs and charts to access detailed information.

My Profile: Allows users to access their profile information and modify them as necessary.

How business users are facilitated with data export functionality?

The system administrators within the organization are responsible for configuring Business User roles that possess the capability to export data. Following this setup, if the logged-in user's role is configured for data export, they will find the "Export to Excel" button enabled within the consoles and dashboards, allowing them to download the search result data in Excel format. 

In cases where a user holds multiple roles, they will retain access to data export features through common consoles like the Invitation Console and My Tasks Console, as well as common dashboards like I-9 Insight, provided that at least one of their roles is configured with such capabilities. 

Below is an example illustrating the Invitation Console with "Export to Excel" button enabled for the HR Specialist role. Note: If the HR Specialist role doesn't have data export capabilities, but the user is assigned either the I-9 Specialist or E-Verify Specialist roles, and if at least one of these roles has export functionality enabled, the "Export to Excel" button will remain visible for the HR Specialist in the Invitation Console.

By clicking on this button, the user can download the search results displayed in the console as an Excel file to their local computer. 

Note: The "Export to Excel" button is specifically designed to download search results obtained from using the search fields. Note that filtering by the Quick Filter feature will not limit results in the export.

A sample downloaded excel file is given below. When downloading data from the Invitation Console, the file will include not only the result columns displayed on the page but also standard attribute information such as Company, Business Unit, Department, Location, and Job Code, as well as any additional invitation attributes.

For further details on the data export functionality in the Invitation Console, I-9 Console, Reverify Console, E-Verify Console, Help Desk Console and My Tasks Console, please refer to their respective pages.

In addition to consoles, users with roles that have export functionality enabled can also download data into Excel format from their dashboards.

Below is an example of I-9 Insight with export functionality enabled for the I-9 Specialist role. The export functionality will be visible on the secondary drill-down pages on the I-9 Insight when clicked on any graph or chart to view data related to that specific section. 

Clicking "Export to Excel" will download the I-9 data as an Excel file to their local computer.

For additional information, please refer to online documentation specific to each dashboard under Dashboards/Reports section.

How can you download the signed forms?

Business Users (HR Specialists, I-9 Specialists & E-Verify Specialists) can download both employee and employer signed forms via the View Process link in the My Tasks Console or Invitation Console. 

Clicking the "View Process" link opens the process page, displaying all activities sequentially along with their statuses.

My Tasks Console:

Invitation Console:

From this page, signed forms and attachments can be downloaded in two ways:

• Download per activity: Click the download icon next to an activity to download its associated documents.
• Download all at once: Download all signed forms and attachments for the entire process in a single file.

Download per activity

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.

Download Signed Forms

Opens the signed form for the corresponding activity.

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.

If multiple document attachments have the same name and format, the downloaded file names will include a numeric suffix in ascending order.

Download all forms together
Click on the "Download" button below the profile details.

The options for downloading signed forms, attachments, and packet will be available in a dropdown menu. 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 by the New Hire.
• 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.

Download Signed Forms

Will download the signed forms as PDF documents.

Download Attachments

If there are multiple attachments, they will be grouped in a folder. If a single attachment exists, it will be opened directly.

If multiple document attachments have the same name and format, the downloaded file names will include a numeric suffix in ascending order.

Download Packet

Downloads each of the signed forms as individual folders.

Clicking the folder opens the attachments (if available) and the PDF of the signed form.

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.

Note: In addition to the steps mentioned above, HR Specialists and I-9 Specialists have specific ways to access signed forms:

• HR Specialists can download signed forms through the Send Candidate Data to HR activity. Click here for details.
• I-9 Specialists can download I-9 specific signed forms using the Download Packet option from the I-9 Summary in the I-9 Console. For details, click here.