The Collaboration option in Smart Onboarding allows users to post comments and share information. Collaboration can be of process level and activity level. It can be accessed through process viewer or from the process activities.

How do you collaborate through process viewer?

Process viewer can be accessed through different ways.

Access via Elasticsearch 

In Elasticsearch, the HR Specialist/I-9 Specialist 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 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 Elasticsearch 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". You can also see "Remove from the watch list" option in the actions since the user is automatically added to the watch list. Users who are under watch list will receive an alert when any Collaboration activity is added.

(Note: The user who created or launched the invitation will be automatically added to the watch list. Since the HR Specialist has created the invitation here, he/she is automatically added to the watch list and the option "Remove from the watch list" is shown in the related actions. To watch or unwatch the invitation, use actions "Add to the watch list" / "Remove from watch list" on the invitation.)

The process viewer page displays as below.

To enter a comment, click on the collaboration gadget at the top of the view process page, underneath the candidate's name, job and start date. Comments can also be entered in the candidate's pending activities by clicking on the Collaboration icon next to them.

Enter a comment and click "Submit".

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

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 is shown 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 from their process activities with the help of a gadget. The gadget is available for the candidates in their process from Electronic Disclosure and the process users will have it in their process activities. 

Candidate:

Every 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 if required. 

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

This will display all comments by HR Admin and candidate as shown below. Clicking on "Show Activity Comments" will take you back to the activity comments.

As a HR Admin/Specialist, you can use the collaboration gadget in the Process Viewer to view the comments submitted by the candidate in each activity.

HR Specialist/I-9 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 the process users in the process viewer.

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. 

However, when HR 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 become part of the conversation thread i.e when HR comments are reviewed and further collaboration happens from candidate side.