The My Tasks from Elasticsearch presents different data to the Business Users depending on their role type and where the New Hire is in their onboarding process. The tasks' timing to appear in the search results is dependent on the timeliness of the person doing the tasks before them. The invitation first appears in HR Specialist's My Tasks, after a New Hire has finished their pre-screening activities.
There can be multiple tasks from one New Hire at the same time, but only if they are independent of each other in the step. When the activities are sequentially dependent, only the first activity will appear in the My Tasks' list. In the onboarding process page, the dependent activities have locks next to them. Although there may be multiple tasks from one New Hire at the same time, they can be completed all in the onboarding process page.
Who has access to My Tasks through Elasticsearch?
Business Users with HR Specialist, I-9 Specialist and E-Verify Specialist role types can access My Tasks through Elasticsearch.
How do you access My Tasks through Elasticsearch?
Click on Elasticsearch icon and select "My Tasks" in the Category drop down.
If you know the invitation ID, then enter the number in "Keywords" field and click Search. If you want to see the pending tasks of all invitations, enter "All/all" in the "Keywords" field and search.
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How does the My Tasks show for a HR Specialist?
For a HR Specialist, the HR pending tasks are shown under My Tasks result page.
The below example shows all the three HR tasks - Verify Information, Complete Job Details and Send Candidate Data to HR. After a New Hire submits the onboarding information to HR, the invitation appears first under HR Specialist's My Tasks for verify information. When this activity is completed by the HR Specialist, the process then moves to Complete Job Details and then to Send Candidate Data to HR. After HR tasks are completed, the invitation appears under My Tasks for the I-9 Specialist showing "Complete I-9" as the pending activity.
Here, click on the "HR Tasks" link to navigate to the activity and complete the rest of the process.
The HR Specialist can continue with the New Hire's process to complete the other HR tasks.
What actions can you perform in My Tasks for HR Specialist?
The actions allow HR Specialist view the invitation and process details of the New Hire's invitation.
View Process
This option allows you to check which tasks have been completed for the New Hire. When you click on the "View Process" link, the page displays as below.
This is a simple way of seeing an overview of where the New Hire is in their process, including the HR, I-9, and E-Verify Specialist's activities. The activities can have the following states:
| Completed: Activity can be can be accessed and the information in the activity may or may not be available for editing | |
| Available: Activity can be accessed and has not yet been completed | |
| Locked: Activity cannot be accessed |
The below example shows all the three activity states:
Review Invitation
Displays the New Hire's invitation details:
What does the My Tasks search results page display for the I-9/E-Verify Specialist?
The pending activities related to the New Hire's onboarding process differ for I-9/E-Verify Specialists.
My Tasks for I-9 Specialist:
For I-9 Specialists, the My Tasks search results show the activities of pending Complete I-9 for Section 2 and Section 3.
Click on "HR Tasks - Complete I-9" link for accessing Section 2 activity and "I-9 Section 3 - Complete I-9" for Section 3 activity.
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This navigates to the activity and allows I-9 Specialist to complete the I-9 process.
| Section 2 |
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| Section 3 |
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The I-9 Specialist can view the invitation and process details of the New Hire's invitation through My Tasks actions. Please refer the above section for more details on these actions.
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My Tasks for E-Verify Specialist:
The My Tasks for E-Verify Specialist displays the pending E-Verify activity of all the processes such as primary onboarding, Section 1 and Section 2 corrections, receipt updates, SSN updates etc.
By clicking on the "HR Tasks - E-Verify" link, the E-Verify Specialist can access the activity and proceed with DHS verification of the candidate's process.
The actions the E-Verify Specialist can perform from here is view the process details and review invitation. Please refer the above section for more details on these actions.