The Collaboration option in Smart Onboarding allows users to post comments and share information. Users can collaborate through process viewer page or from their process activities. By accessing the collaboration runtime page, the users can view the comments posted by other users in various activities of the process.

How do you collaborate through process viewer?

The Collaboration icon is available for the open/completed activities in the Process Viewer. There are several ways to access the Process Viewer page.

Access via Keyword Search 

In the Keyword Search, the HR Specialist/I-9 Specialist/E-Verify Specialists can view candidate's process through their category actions. A HR Specialist can view the process through "My Tasks" or "Invitation" actions whereas an I-9/E-Verify Specialist can view it through "I-9 Status", "I-9 Compliance" or "I-9 Life Cycle" actions.

Consider an example of a HR specialist accessing Process Viewer through Invitation actions.

Click on the Keyword Search icon. Select "Invitations" as Category and enter Invitation ID or name as search keyword and click on "Search" button. When the result show up, click on "..." to access invitation actions and select "View Process". 

The process viewer page displays as below.

To enter a comment, click on the collaboration icon at the top of the view process page, underneath the candidate's name, job and start date.

Comments can also be entered in the open/completed activities by clicking on the Collaboration icon next to them.

A popup window opens as given below. Enter your comments in the text box under "Comments" and click "Submit" button.

The comment submitted in the previous step displays in the Collaboration page as shown below:

Once the comment is posted, the collaboration gadget indicates there is a message.

This can also be viewed by the candidate in their View Process page after the completion of Electronic Disclosure activity. On the candidate's Home page, click on "View" link under "Process Snapshot" to navigate to Process Viewer.

In the Process Viewer, click on the Collaboration gadget.

The comments posted by the HR Specialist from their Process Viewer page can be seen here.

The candidate can post and submit comments from their Process Viewer as well.

These messages can be seen by the HR Specialist in their Process Viewer page as given below.

Access via Consoles

Another way to access Process Viewer is via regular consoles - Invitation Console and My Tasks. 

How do users collaborate from their process activities?

Users can collaborate on their process or runtime activities using the Collaboration gadget. This gadget is available to both candidates and process users throughout their process, starting from the Electronic Disclosure, which is the first activity for the candidate, and continuing until the end of the process for process users (HR Specialist, I-9 Specialist, E-Verify Specialist) in all their activities.

Candidate:

Each activity of the candidate's process has collaboration gadget available at the bottom right corner of the page. Candidate can post comments beginning from Electronic Disclosure.

When the gadget is clicked, a pop up window opens with the previous comments in the activity (if any) and allows candidate to enter and submit comments as required. 

To view all activities/process comments, click on "Show All Comments" link. 

This will display all comments posted by other users as well. When "Show Activity Comments" is clicked, the page displays the comments only specific to that activity.

If the process users want to see the comments submitted by the candidate, they can access the Process Viewer and check the collaboration gadget for each candidate's activity. 

HR Specialist/I-9 Specialist/E-Verify Specialist

For process users the Collaboration gadget is available in their process activities. Click on the gadget to post comments.

These comments can be seen by other process users via activities/process viewer page.

How are the users notified of Collaboration activity?

Any time a collaboration activity is added, users under watch list will be notified by an alert. Generally, the user who has created or launched the invitation will be automatically added to the watch list.

In this case, since the HR Specialist has created the invitation, he/she is automatically added to the watch list. 

When the user is added to the watch list, they will see "Remove from the watch list" option in their Keyword Search Invitations actions or "Unwatch" option in their Invitation Console actions.

To watch or unwatch the invitation, they can use "Add to the watch list" / "Remove from watch list" options from the Keyword Search actions or "Watch/Unwatch" options from the Invitation Console actions. 

However, when a process user enters a comment in any activity, candidate does not receive alert but the Collaboration gadget for that activity indicates there is a message, after candidate refreshes the page. 

The candidate will receive alerts only when they initiate the conversation and further collaboration happens from the process users.