Employment agreements (or offer letters) are a common addition to the onboarding process.  This section includes an example of creating an Employment Agreement and incorporating it into the invitation and business process of the New Hire.

The same process can be used to include any kind of data at the time of invitation, and later reference/utilize that data in the onboarding process.

Why do you need an Employment Agreement?

Employment Agreements are created to record the terms of employment for the New Hire, and for the New Hire to acknowledge these terms.

Who can create Employment Agreements?

How do you create an Employment Agreement?

Creating an Employment Agreement consists of the following steps:

• Create an Attribute Revision and add a Smart Form for entering the employment information on the invitation.
• Create a Content Revision and add a Smart Form for the New Hire's acknowledgement of the employment information.
• Create a Process Revision to associate the two Smart Forms as part of an activity in the New Hire's business process.

Step 1: Create an Attribute Revision and add a Smart Form for entering the employment information on the invitation

To create the first Smart Form as part of the Employment Agreement, click the Menu icon. Select Create Revision under Revisions.

From this page, an Administrative User can either search for an existing revision to modify, or they can select Add a New Value if they wish to create a brand new revision.

Enter the descriptive information, then click Reserve.

Click Configure.

Click Employment Agreement and click the child icon.

Enter the descriptive information, then click Save.

Click the Smart Form icon of the newly created Employment Agreement.

NOTE: This step has to be completed only if any employment agreement related data specific to an employee has to be captured or displayed on an invitation. The form fields configured in this step will appear for the data capture/display when creating an onboarding invitation.

Refer Step 2 and Step 3 in the following sections to complete the configuration of an Employment Agreement in the onboarding process.

For details on how the Employment Agreement data is captured on an invitation, please click here.

Enter the Smart Form information (Override is optional) as shown below.  Click on the link "Create/View Form Fields" to add form fields.

Click Add a New Value.

Enter the Description, Type, and Length for the first field to be shown on the form, then click Save.  Repeat this process for each field to be shown on the form.

Click Insert Form Field.

Select the Input Type, then click Look Up.

The Look Up list shows all the Form Fields that were added earlier.  Select the one that you would like to show first on the form.

Check the Mandatory and Display Label Colon boxes, if desired, then click OK.

Repeat this process for all fields that you would like to show on the form, then click Save.

Click Return to Manage Revision.

Click Apply, then click OK to confirm.

If the revision has not been applied, the Smart Form is not available to be used in a later step. 

Step 2: Create a Content Revision and add a Smart Form for the New Hire's acknowledgement of the employment information

To create the first Smart Form that will show in the New Hire's onboarding process, click the Menu icon. Select Create Revision under Revisions.

From this page, an Administrative User can either search for an existing revision to modify or select Add a New Value to create a brand new revision.

Enter the descriptive information, then click Reserve.

Click Configure.

Click Add in the Smart Forms section..

Enter the Smart Form information. Position the cursor to where you want the first bind value to show.  Click Insert Binds.

Click Look Up to select the bind variable.

Select the binds that you would like to insert. Navigate to Common and select Attributes and select the binds under Employment Agreement.

After selecting the bind, click OK.

Follow the same procedure for inserting other binds. Once all bind variables are inserted, click Save.

On the Manage Content Revision Page, click Return to Manage Revision.

Step 3: Create a Process Revision to associate the new Smart Form as part of an activity in the New Hire's business process

To associate the Smart Form as part of the Employment Agreement,  click the Menu icon. Select Create Revision under Revisions.

From this page, an Administrative User can either search for an existing revision to modify or can select Add a New Value to create a brand new revision.

Enter the descriptive information, then click Reserve.

Click Configure.

Navigate to the new Employment Agreement, then click the Employment Agreement icon.

Select the Employment Agreement that was just created, then click Save.

Click Return to Manage Revision.

Click Apply.

The employment agreement has been created and will now begin to appear in the invitation and onboarding process.

How does an Employment Agreement show in the invitation and onboarding process?

After an Employment Agreement has been created and the revisions have been applied, it will show in both the invitation and the New Hire's onboarding process.  

How is the information entered on the invitation?

Please refer to New Hire Onboarding Invitation for the steps needed to navigate to and create an invitation.  Here we show only the entries related to the new employment agreement.

Notice that the Employment Agreement field is now available for entry on the invitation.  Click the Lookup icon.

Select the Employment Agreement.

Click Employment Agreement Attributes.

Enter the information for this New Hire, then click Accept.

After entering the details, save and launch the invitation.

Where is the information shown and acknowledged in the onboarding process?

The Employment Agreement activity shown in the New Hire's onboarding process.  Click Acknowledge to complete the activity.

How do you change the label of Employment Agreement attribute?

The label of Employment Agreement attribute can be changed by using the override label option in Attribute Preferences.

Click on the Menu Icon and select Attribute Preferences under Preferences.

Under Override label option, enter the new name for "Employment Agreement" and save the changes.

In the New Hire invitation the Employment Agreement shows the updated label as shown below.

How to edit the information entered in the Employment Agreement supplemental fields?

The HR Specialist will have an opportunity to correct the information entered in Employment Agreement supplemental fields until the invitation is launched.

Also, entering value in the fields is mandatory if Employment Agreement is chosen in the invitation.  In the given example, let's click on the lookup icon and select an Employment Agreement.

If supplemental values for Employment Agreement are not entered, the following error message shows up when the invitation is saved.

After entering the supplemental values and saving the invitation, you can click on the view/edit link available and edit the details until the invitation is launched.