What are attributes?

Attributes are basic data elements in the Smart Onboarding system. The values of attributes are used to control access within the system, and can be shown on pages and in emails generated in the system.  You can also define your own attributes that can be used for these purposes.

How many attributes are provided?

The following four attributes are required in the system, as their use affects system processing.

Below shown secondary attributes are optional for an organization. You can use the Attribute Preferences page to change the label of any field, as well as if it is included on the New Hire invitation or Complete Job Data activities.

How can attributes be used?

Who can add or modify attributes?

System Administrators are the only users who can modify attributes.

How do you add or modify attributes?

Step 1 - Create or Modify an Attribute Revision

Step 2.1 - Add Attribute

From a Attribute Revision, Administrative Users are able to add new attributes to your Onboarding system.

Given below is the attribute revision page with list of attributes to configure. Select the Attribute Type you wish to configure, and you will see all attributes of that type displayed in the drop down.  These attributes are able to be structured as a tree if your organization chooses to do so.  In order to add an attribute, it is important to note where you would like the attribute to be located on the tree structure. 

When the Administrative User selects the attribute, they are presented with a row of icons that provide them functionality specific to that attribute. The attribute can be created as a child to the root node or as child/sibling to an already existing attribute.

Adding the attribute to an already existing child attribute is shown below. The first two icons highlighted below allow you to add a new attribute as either a child, or a sibling of the currently selected attribute.  If your organization chooses not to have a tree hierarchy, you will select a sibling.

Selecting either 'Create Child' or 'Create Sibling' will bring you to the Manage Attribute page where an Administrative User will be able to enter all relevant attribute information. Enter all required information and select Save at the bottom of the page.

Note: The attributes that are added here will be available in the variable lookup when setting up the route criteria in Process Revision. For details, please click here.

Step 2.2 - Modify Attribute

Through an Attribute Revision, the values specific to the attributes can be modified. In this example, the active status of the attribute is changed to "Inactive".

Note: When changing the active status of the attribute to inactive, the system validates if that attribute value is being used

• in any of the route criteria in the Process Revision (For more details on the process route criteria, please click here) OR
• in an active invitation with start date equal to or greater than current revision date OR
• in any completed CJD (Complete Job Details) activity 

In case if the attribute is being used in any one of the above mentioned scenarios, the following error message displays on the page when the attribute status is changed to "Inactive": 

For details on inactivating an attribute in the Attribute Revision, please refer to the steps given below: 

First select the attribute in the Attribute Revision page. On the right hand side of the attribute, you will be able to see a list of icons that show the options available to that attribute. Select "Manage Attributes" icon. 

The Manage Attributes page allows an Administrative User to modify all existing fields for a specific attribute.  

In order to inactivate an attribute, select 'Inactive' for the "Effective Status" and save the changes.  It is important to note that if a parent node is inactivated, all of the children nodes will also become inactive.

Step 3 - Apply Revision

How do you change the tree?

Changing the tree is a matter of changing the Native Parent Attribute of the Attribute you want to change.

This is how it looks on the child attribute page. To change the tree simply change the Native Parent Attribute.

How to attach Category Driven Content to Homepage?

From an Attribute Revision, Administrative Users are able to attach content to Homepage Configuration.  To see an in-depth guide on how to add both category driven and non category driven content, click here.  The following attributes allow you to add or edit Homepage Content.

Note: The above attributes allow configuring Homepage Content for users, only if the attribute is chosen as Theme Driver in Organization Management. For more details, please click here.

In Attribute Revision page, select the attribute for which the Homepage Content needs to be added.  In this example, we are changing Welcome page content for candidates of "Manufacturing" Company.

Create a new attribute revision or modify an in progress attribute revision. Select "Manufacturing" under Company attribute and click on "Manage Homepage Content" represented as icon.

The Homepage Content Revision page displays as below.

Scroll down until you reach "Candidate" role. Click on "Welcome" content category link.

Click on the lookup icon and select text catalog that is to be displayed on the candidate's welcome page.

In the lookup page, select the text that you want to display on candidate's Welcome Page.

This is the text catalog that we have selected above to display on the candidate's Welcome page when the Company is "Manufacturing". You can select any content that is already existing or create a new content using Content Revision as per your requirement. The content that you have selected here appears on the Welcome page when candidate belonging to "Manufacturing" Company login for the first time.

Click OK on the Content Category page.

Click Save on the Homepage Content Revision page to apply the changes.

Navigate to Mange Revision page by clicking "Return to Manage Revision".

Make sure to apply the revision once you are all done with the current revision changes so that your newly added content category will appear on the Welcome page. Apply Attribute Revision.

Now make changes in the Organization Homepage Configuration to point to the category driven content. Navigate to Organization Homepage Configuration.

Click Search. This will display all Home Page config links. Click on the link to select New Hire's first time login page.

Click "Edit Content" at the place where you want to modify the content.

Change "Driven by Category" as "Yes", Category ID as "Welcome" and Renderer as "Default". Make changes to Width %, Background Color and other fields as you like and click "OK".

Save Home page Configuration Changes. To check whether the content is displaying correctly or not, let us create a New Hire invitation selecting "Manufacturing" as Company.

After Self Registration when the candidate login for the first time, the Welcome page displays the content as we have specified in the revision.

In case, if you want to display another Welcome page for the candidates, follow the same procedure as above, creating a new Attribute Revision and changing the Text Catalog in Category Content page. If you want to have a setup done to display a new content for the candidates whose Start Date is greater than the current date, then create the attribute revision with effective date equal to the Start Date of the candidates. This will display the new content effective from the Attribute Revision effective date.

How do you configure different invitation email notifications for attributes?

The Smart Onboarding application supports configuring different invitation email notifications for Department, Location, Business Unit, Company and Job Code attributes. For more details, please click here.