Using this option in Elasticsearch, HR Specialists can view New Hires' invitation data and administer their onboarding process including invitation actions, onboarding process actions, and process insights.  

How do you search for invitations?

Click on Elasticsearch icon and select "Invitations" in the Category drop down.

If you know the invitation ID, then enter the number in "Keywords" field and click Search.

The search results page is displayed as below. The facets are displayed on the left and the search results display on the right.

Each record includes the details of the invitation such as the Invitation ID, employee's name, Start Date, job details, Invitation Status and the last status updated date and time. As the New Hire's onboarding process advances, the process status and updated date and time keeps changing.

In this case, the invitation is in "In Progress" state and shows the Employee Biographic Information is completed. 

Similarly, the search can be performed using different keyword options. 

If you enter "All/all" in the Keyword option, then the search result will display all invitations present in that organization.

The total number of invitations fetched for that keyword is displayed on the top of the search results as shown below. If you want to drill down the results, click on the links grouped under the facets to apply filters. 

How do you access the Invitation Summary details?

For any invitation, the summary details can be accessed by clicking on the Invitation ID hyper link 

This displays the summary of the New Hire's invitation. 

When you click on the Invitation ID link, the process again navigates to the invitation details (Review Invitation).

The invitation summary includes the user account details, process life cycle, onboarding progress of candidate & HR process, links to supporting documents uploaded in Section 1 and Section 2, clickable image link of view process to navigate to the process viewer and clickable image link to download signed forms.

The attachments that are shown under uploaded documents can be cross-checked in Section 1 runtime page as shown below. Click on "View Process" and open the process viewer page.

The process viewer page displays as shown below.

Scroll down the page and click on "I-9 Section 1" link.

This opens the runtime Section 1 page. Click on "Attachments" gadget.

The Section 1 attachments shows as below.

What actions can the users perform on invitations?

The actions the users can perform related to invitations may vary based on their role types. 

How do you perform actions on invitations?

When you hover on the invitation ID, you will notice the image showing like "...". Click on the image.

This displays the actions related to that invitation. Depending on the invitation status the actions differ for invitations. Select one of the options to navigate to its related page.

How do actions differ with the invitation process states?

The actions that the user can perform on invitations may also vary based on their process states. Process states are nothing but the series of activities in the New Hire's onboarding process. As the New Hire's onboarding process advances from one activity to another, the actions that can be performed by the HR Admin on these invitations differ.

For example, the action "Launch" is available only until the invitation is launched, that means when the invitation process state is "Not Launched". After the invitation launch, the process state changes to "Process Initiated" and the "Launch" action is no more available for the invitation. Similar way, the action "Revise Start Date" is available until the invitation process state is "Submitted to HR". Once the New Hire submits the onboarding information to HR, the start date cannot be revised on the invitation. 

Let us discuss few such scenarios and the actions that can be performed on them.

Here's how you can see all the process states for the invitations across different products in your organization using Elasticsearch.

Select "Invitation" as Category and enter "All" in the Keyword field. This displays all the invitations as shown below:

Scroll down the left facet navigation to reach to the Process State.

Now select any hyper link to filter the records displaying in the search results. Here we have chosen invitations that are in "Not Launched" status.

Click on the image showing "..." next to the invitation ID hyper link for the available actions.

Now follow the same procedure to see the available actions for different invitation process states.

What actions can you perform on invitations?

Actions that can be performed differ depending on the user's Role Type and where the New Hire is in their process.

Some of the actions users can perform are : 

Launch

Launching an onboarding process is the next step after creating an invitation for a New Hire.  This sends them an email that will allow them to create a User ID and Password and begin their onboarding process.

Resend Welcome

Resend Welcome will again send self registration email to the New Hire to create their User ID and Password in case if they did not complete self registration before the allotted time ran out. 

There is a limitation on the availability of this option in the Elasticsearch actions. Once the option is used or Self Registration is completed, it will not be available in the Elasticsearch Invitation actions.

Note: If the user once again wants to send the welcome email, then they have to do it from the Invitation Console actions.

Choose "Invitations" as the Category and search using "All" as the keyword. Filter search results using facets to select the invitation. Click on invitation actions and select "Resend Welcome Email".

The New Hire will receive either a Re-launched Welcome Email or a Resend Welcome Email that will allow them to create a user ID and password and start the onboarding process. 

View Process

This option allows you to check which tasks have been completed for the New Hire. Click on "View Process" in invitation actions.

This opens the process viewer page for the invitation.

I-9 Summary

The I-9 Summary page can be accessed any time after the I-9 ID is created for a New Hire process. Click on "I-9 Summary" option under invitation actions.

The I-9 Summary page displays as below. Click on the I-9 ID to access I-9 details.

The I-9 page displays in read only mode and no actions can be performed from here. 

For viewing the audit details, click on the "Audit Details" link provided on top of the I-9 Summary Page.

This I-9 audit details page opens up as shown below.

For more details on the I-9 Summary page, please click here.

View Attributes

Allows you to view the invitation attributes values. Click on "View Attributes" option under invitation actions.

The invitation attribute values shows up as below:

Review Invitation

Allows you to review invitation details. Click on "Review Invitation" option under invitation actions.

The New Hire's invitation opens as shown below:

Manage Important Dates

Allows you to set important dates for a New Hire's process. The dates entered here are automatically shown on the candidate's homepage. 

Click on "Manage Important Dates" under invitation actions.

Enter the values as shown below and click Save. The saved values is available for editing later.

Click "yes" to confirm.

The values are updated successfully. 

Add to Watch List

The user who created or launched the invitation will be automatically added to the watch list.  Otherwise, click on "Add to watch list" under invitation actions.

The message displays as below when the invitation is added to the watch list.

Click on "Remove from the watch list" to remove the invitation from the watch list.

The following message displays when the invitation is removed from the watch list.

Download Signed Forms

Allows you to download the New Hire's signed forms.

The zip folder downloads as shown below:

The zip folder contains the signed pdf forms of the New Hire process.

Revise Start Date

Use this option to revise the invitation start date. You can revise the invitation start date until "Submit to HR" activity is completed for a New Hire's process.

Modify the start date as shown below and click "OK".

To see the revised start date, you need to refresh the search page.

The invitation link shows the start date has been revised.

Force Complete Process

Force Complete Process allows you to have the invitation status be marked complete. This is useful when the New Hire completes their process in person instead of using the online Onboarding system. To force complete a process, the invitation status must be in launched or in progress status.

Enter the values and click "Submit".

Click "OK" to confirm.

The status of the invitation shows "Force Completed" status.

Restart Process

Restart Process will help if something in the process went wrong, but it isn't a specific activity that you can trace.

This is available for invitations which have been launched or in progress status.

Enter the values and click on "Submit".

Click "OK" to confirm.

The invitation status show as restarted. The New Hire will need to start the onboarding process over, starting with the electronic disclosure.

Restart Activities

Restart Activity allows for a specific Onboarding activity to be redone in case there is a mistake or new information. This is available for invitations which have been launched or in progress status. 

The activities available in the restart group will vary depending on the admin role type and how far the New Hire is in the process, which is how many activities have been completed. Given below are the examples of restart activities for HR Specialist and I-9 Specialist role types.

HR Specialist 

Let us consider a New Hire process in progress with verify information completed. Select "Restart Activities" under actions.

The page displays as below:

Select from the "Restart Group" drop-down which activity you want to restart. Each option in the Restart Group is a collection of different activities that was previously configured.  

Enter your comments and click "Submit".

Click "OK" to confirm.

This confirms the activity/activities have been restarted. Click "Close" on the message.

 You will notice the restarted activity for the invitation when you refresh search results.

An email will be sent to the New Hire informing the restart of activities. The New Hire must login to their onboarding process and complete the restarted activities again.

I-9 Specialist 

For an I-9 Specialist, the activities available under restart group are different from a HR Specialist. These activities are "Restart EBI" and "Restart I-9 Section 1".

Let us consider a New Hire process with the onboarding status same as the above example i.e verify information completed. This makes it easy to compare the activities between the two role types. Select "Restart Activities" under actions.

The activity restart page displays as below.

Select from the "Restart Group" drop-down which activity you want to restart. Note that the activities available here are different from that of the above example.

Enter the reason for restarting the activity in the "Comments" section and click "Submit".

Click "OK" to confirm.

This confirms the activity/activities have been restarted. Click "Close".

You will notice the change in the New Hire's process status when you refresh the search results.

An email will be sent to the New Hire informing the restart of activities. The New Hire must login to their onboarding process and complete the restarted activities again.

Process Insight

Process Insight is a utility which can be helpful in resolving questions about a New Hire's onboarding process.  Effective use of this utility requires an understanding of technical details of the Smart Onboarding product.  

The utility can be best utilized when working with a Smart ERP support analyst to resolve questions about a New Hire's onboarding process.  That person can guide you through the process to use this utility.  

All Administrative Users (System Administrators/Process Administrators/Content Administrators) and the Tenant Users with HR Specialist, I-9 Specialist/E-Verify Specialist roletypes can access this utility.

However, the link to perform admin actions is available only for the above mentioned Tenant Users.

The Process Insight page displays as below. 

Process Instance History:

This link can be used to view the process instance details.

Admin Actions:

Use the "Admin Actions" link to view or perform the process actions. By clicking on this link, users can perform actions like restart the New Hire's process or any particular activity, terminate the process or force the New Hire's process to completion. Only the tenant users with HR Specialist, I-9 Specialist and E-Verify Specialist roletypes can access this link and perform these admin actions. These actions are not accessible by the Administrative Users (System Administrators/Process Administrators/Content Administrators).

Click on the "Admin Action" link to see the list of actions. By clicking these links, the users can perform respective actions on the New Hire's invitation process.

Activities:

Click on each step to expand the activity details.

Onboarding Summary

This option is onboarding product specific and is available for New Hire invitations that have completed Employee Information (EBI) activity.

(Note: This option is not available for Smart I-9 product)

This displays the details of New Hire's onboarding summary as below: