Employment agreements (or offer letters) are a common addition to the onboarding process.  This section provides an example of creating an Employment Agreement and incorporating it into the invitation and business process for a 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 Smart Form for the Employment Agreement, click the menu icon at the top left corner of the page and select "Create Revision" from the Revisions section in the navigation menu.

On this page, click "Add a New Value" for creating a new revision.

Enter the Attribute Revision information, then click "Reserve". The Revision Date will be the date when you want the revision changes to be effective.

Click "Configure" to add the revision details.

Enter the new Employment Agreement attribute details, 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" field is optional) as shown below.  Click on the link "Create/View Form Fields" to add form fields.

Click "Add a New Value" for creating new form fields. If you are using existing form fields, you can skip this step and proceed to inserting the form fields.

Enter the Description, Type, and Length for each form field to be displayed on the form, then click Save. Repeat this process for each field you want to include on the form.

The next step after creating the form fields is to insert them into the form. Select the "Insert Form Field" from the text editor options.

On the pop-up page, select the form field Input Type, then click "Look Up" to select the form field you created earlier that you want to insert into the form.

The look up shows all the form fields that were added earlier.  Select the one that you would like to show on the form.

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

Repeat this process for all the fields you want to show on the form, then click "Save".

On the Attribute Revision page, click "Return to Manage Revision" to return to the main revision page.

Apply the revision. If the revision is not applied, the Smart Form will not be available for use in the 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 Smart Form that will show in the New Hire's onboarding process, click the menu icon on the top left corner of the page and select "Create Revision" from the Revisions section in the navigation menu.

Click "Add a New Value" to create a new revision.

Enter the content revision information, then click "Reserve".

Click "Configure" to add the Smart Form details.

Under Content metrics, click "Add" in the row for Smart Forms.

Enter the content details of the Smart Form. Position the cursor where you want the bind value to appear, then click "Insert Binds".

Click "Look Up" to select the bind variable.

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

After selecting the bind, click "OK" on the pop-up page.

Repeat the above process to insert other binds. Once all bind variables have been inserted, click "Save" on the Smart Form.

On the Content Revision Page, click "Return to Manage Revision" to return to the main revision page. 

Apply the 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 New Hire's process,  click the menu icon on the top left corner of the page, select "Create Revision" from the Revisions section in the navigation menu.

On the revision page, click "Add a New Value" to create a new revision.

Enter the Process Revision details, then click "Reserve".

Click "Configure" to proceed with the Process Revision configuration.

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

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

Click "Return to Manage Revision" to return to the main revision page.

Apply the revision.

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 created earlier.

Click "View/Edit employment agreement details".

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 created above will be 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 the Attribute Preferences.

Click on the Menu icon and select "Attribute Preferences" from the Preferences section in the navigation menu.

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

In the New Hire invitation the Employment Agreement will display 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 New Hire invitation is launched.

Also, entering value in the fields is mandatory if Employment Agreement is chosen in the invitation.  

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 the view/edit link to edit the details until the invitation is launched.