• Launch
• Process Simulator
• Process Insights
• Watch/Unwatch
• Resend Welcome
• Restart Process
• Terminate Process
• Restart Activity
• Consider Process Complete
• Set/View Important Dates

How do you perform Invitation Console actions?

For the selected Invitation ID, click the "Info and Actions" link. 

A popup window will appear with the Information tab displayed by default. Select the 'Actions' tab to view the available invitation options.

An alternative method to perform these actions is through Keyword Search using the "Invitations" category. For more details, please click here.

Launch

Launching the onboarding process is the next step after creating the invitation. This is an alternative way to launch an invitation for a New Hire when it wasn't sent during the initial invitation creation. This action sends an email to the New Hire, allowing them to self-register for the onboarding process using the link provided in the email message.

To launch the onboarding process, the invitation must be in the "Invitation Created" state. For the selected Invitation ID, click "Info and Actions", navigate to the Actions tab, and select the "Launch" option.

Click "OK" on the message to confirm the action.

After launching the invitation, a confirmation message appears, which also includes the Invitation ID associated with the process.

Examples of invitation emails for the Smart Onboarding and Smart I-9 products are shown below. The New Hire can begin self-registration by clicking the START ONBOARDING or START I-9 link in the email.

An alternative method to perform this action is through Keyword Search using the "Invitations" category. To get For more details, please click here.

Resend Welcome

This option becomes available under the invitation's actions once the New Hire invitation has been launched. Selecting 'Resend Welcome' resends the self-registration email to the New Hire, which is useful if they did not create their Smart Onboarding account before the self-registration period expired.

To resend the self-registration email, click the "Info and Actions" link for the corresponding invitation, then select "Resend Welcome" under the Actions tab.

Click "Yes" on the message to continue.

The below confirmation message displays after the email has been sent.

Sample emails for the Smart Onboarding and Smart I-9 products are given below. By clicking on the self registration link (Smart Onboarding for the Smart Onboarding product or Smart I-9 for the Smart I-9 product), New Hires can start their account creation process.

An alternative method to perform this action is through Keyword Search using the "Invitations" category. For more details, click here.

Note: If the user has already completed self-registration and receives another invitation email through this action, they can disregard it. Since they are already registered, clicking the self-registration link will display a message indicating that registration is already complete.

Process Insight is a utility designed to analyze a New Hire's onboarding process.

Points to note when accessing this utility:

• Users with exclusive roles such as "Recruiter" and "Help Desk Analyst" cannot access this utility.
• Administrative Users (System Administrators, Process Administrators, Content Administrators) can access this utility only through the Keyword Search invitation category. However, admin actions are not accessible by these users. For more details, please click here.

An example of its use is shown below. To use Process Insight, select an invitation and click the "Info and Actions" option. Then, choose "Process Insight" under the Actions tab.

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 process actions. Clicking this link allows users to restart the New Hire's process or any specific activity, terminate the process, or force the process to completion. However, these actions cannot be performed on a completed invitation. While Business Users with HR Specialist, I-9 Specialist, and E-Verify Specialist roles can access this link from Process Insight, only HR Specialists can execute all the admin actions.

Click on the "Admin Actions" link to see the list of available actions. By clicking these links, you can perform various actions on the process. Detailed procedures for performing these actions are discussed in the following sections.

When any of these actions are performed the updated status will reflect in both the Invitation Console and Keyword Search "Invitations" category. For more details on each of these actions, please click on the corresponding links: Restart Process, Restart Activities, Terminate Process, Force Complete Process.

Activities:

Click on each step to expand the activity details of the process.

An alternative method to perform this action is through Keyword Search using the "Invitations" category. For more details, please click here.

Process Simulator

This feature can be used to simulate the process. You can view which activities will be routed to which user without actually launching the process.

(Note: This feature can be accessed only through the invitation console and is not available in Keyword Search)

For the selected invitation, click "Info and Actions" link and select "Process Simulator" under the Actions tab.

The Process Simulator page displays as follows. Here, you can view the process variable values as well as the User and State details.

Click on "Process Variable Values" to expand the details.

Under "User and State Details", click on the User ID type and select a value.

For the selected User ID Type, enter User ID, State and click "Simulate".

The process details for the corresponding process will be displayed. It presents a complete overview, outlining the activities within each step along with their details. You can expand or collapse the grid for each step by using the arrow located on the right side corner within the grid.

To see the information about users who can access the activity, click the "View Participants" link.

For expanding and collapsing the grids, you'll find "Expand All" and "Collapse All" buttons available in the bottom of the page.

Unwatch/Watch

The user who created or launched the invitation will be automatically added to the watch list. Other users can choose to watch/unwatch any specific invitation.

For any selected invitation, click on "Info and Actions", then select "Unwatch/Watch" under the Actions tab. 

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

An alternative method to perform this action is through Keyword Search using the "Invitations" category. For more details, please click here.

Restart Process

The 'Restart Process' option is useful if something in the process went wrong, but it isn't a specific activity that you can trace. This option is available for processes that are still in progress - specifically, those with a status of Invitation Launched or Invitation in Progress. The process can be restarted as long as it is still in progress and the system update is not complete, that is, the 'Send Candidate Data to HR' activity has not been completed. Once the process is restarted, it cannot be undone, and the New Hire must begin completing the activities again, starting from the first activity.

Key points to note when restarting a process:

• Restarting the process resets the onboarding process to the New Hire’s first activity while preserving all prior process activity data, including attachments. However, attachments uploaded via the Smart Checklist will not be retained. In the restarted process, activities will open with the previously entered field data and applicable attachments. Users can modify the necessary data within activities as needed, then save and proceed.

• If a New Hire used preparers to complete Section 1 in the process, the preparer’s information, including their signature, will be retained in I-9 Section 1 in the restarted process. While the New Hire can invite new preparers, they cannot edit the preparer details carried over to the restarted process.

• Any verifications, or actions previously completed by HR Specialists may need to be revisited.

• If an I-9 Specialist used a remote authorized representative to complete Section 2 or Supplement B for a rehire and the process is restarted, the representative’s information and signature will not be retained when the corresponding activity is opened. If needed, the same remote authorized representative can be reassigned, or a new one can be added to complete the I-9 process.

To restart the process, locate the relevant transaction in the Invitation Console.

Note: To check the current progress of the onboarding process before restarting, click the "View Process" link for the invitation and review the process page.

In this case, the view process indicates that the process has been routed to HR Tasks but has not yet completed the 'Send Candidate Data to HR' activity.

To perform "Restart Process" action for this invitation, click the "Info and Actions" link and select the Actions tab. 

Select a reason and enter comments, then click "Submit".

Click "OK" to continue with the action.

When process is viewed for this transaction, you will notice that it has been restarted for the New Hire from the Electronic Disclosure activity. A sample process page for a restarted process is shown below.

Additionally, the New Hire will receive an email confirmation regarding the restarted process. By clicking the "Click here" link in the email, they can restart their onboarding.

Note: If the New Hire is actively working on an activity and completes it after the process has been restarted, a message will appear on the page. By clicking the "Click here" link in the message, the New Hire can access the activities for the restarted process.

An alternative method to perform this action is through Keyword Search using the "Invitations" category. For more details, please click here.

Terminate Process

Use this action when there is a need to terminate a New Hire's invitation process. This option is available only when the invitation status is either "Invitation Launched" or "Invitation In Progress."

Once the process is terminated:

• No further actions will be available for that invitation in the Invitation Console.

• Any pending New Hire activities or HR tasks assigned to administrators will also be terminated.

Example:
Consider a process that is currently routed to the I-9 Specialist for completing the Section 2 activity. The activity to which the process is currently routed can be viewed on its process page.

You can view the process status and the related actions available by clicking the "Info and Actions" link for the invitation. For the example above, select "Info and Actions" to see the current status and action related details for the process.

The related actions can be viewed in the Actions tab.

To terminate the process, select the "Terminate Process" link from the actions list.

On the Terminate Process page, select an appropriate reason from the dropdown, add a comment, and click "Submit".

On the confirmation message, click "OK" to continue.

The following message confirms the New Hire's process has been terminated.

The terminated status will be updated for the transaction in the Invitation Console.

The activity to which the process was routed will also be terminated.

The terminated status will be updated in its Info and Actions and can be viewed via the Info and Actions link.

Since no further actions can be performed on terminated invitation processes, action-related options will no longer be available for them.

The user whose process has been terminated will receive an email in the format shown below.

An alternative method to perform this action is through Keyword Search using the "Invitations" category. For more details on how you can perform this action through Keyword Search, click here.

Consider Process Complete

This option allows you to complete an invitation process that is in launched or in-progress status. A common use case for this action is when a New Hire completes their onboarding process offline or in person instead of using the online onboarding system.

To complete the process for a selected invitation, click the "Info and Actions" link.

This will open the "Information" tab, as shown below. Under this tab, the employee's job details and the onboarding status of the invitation are displayed. After completing the transaction through this console action, these statuses will be updated.

To complete the process, select the "Actions" tab and click the "Consider Process Complete" option.

On the confirmation message, click "OK" to continue.

After confirming this action, the invitation will be process completed and the status will be updated to the "Invitation Completed" status.

Invitation Console

An alternative method to perform this action is through Keyword Search using the "Invitations" category. For more details, please click here.

Restart Activity

The Restart Activity feature allows a specific onboarding activity to be redone in case of a mistake or the need to add new information. This action is available for invitations that are currently in progress. The activities listed in the Restart Group will vary based on the user’s role and the progress of the New Hire’s onboarding process, particularly the number of completed activities.

Below is a detailed example of a restarted activity for the HR Specialist role:

Consider a scenario where a New Hire’s onboarding process is In Progress, and the Verify Information activity has been completed. Note: You can check the pending activities for the invitation in the My Tasks Console.

For the above invitation, click the "Info and Actions" link in the Invitation Console, 

The onboarding status of the invitation before restarting an activity can be viewed under the Information tab. Once the activity is restarted, the status will be updated accordingly.

Navigate to the Actions tab, then select the "Restart Activity" option.

Select an option from the Restart Group dropdown based on the activity you want to restart. Each option in the Restart Group represents a set of activities that were previously completed in the process.

The options available in the Restart Group dropdown for a user with the HR Specialist role are:

After selecting an option from the Restart Group, add a comment and click "Submit".

On the confirmation message, click "OK" to continue.

The following message confirms the activities have been restarted.

The New Hire will receive an email about the restarted activity. By clicking the link provided in the email, the New Hire can log in to their onboarding process and complete the tasks.

An alternative method to perform this action is through Keyword Search by using the "Invitations" category. For more details, please click here.

Set/View Important Dates

This action allows admin users to set important dates for a specific New Hire. The dates entered here will automatically appear on the candidate's homepage.

For the selected invitation, click on the "Info and Actions" link, then select "Set/View Important Dates" under the Actions tab.

The page for setting up important dates looks like below:

Enter the values in the fields as shown and click "Save." The saved values can be edited later. 

The dates, times, and descriptions entered here will be displayed on the candidate's homepage in the Important Dates section.

An alternative method to perform this action is through Keyword Search using the "Invitations" category. For more details, please click here.

What actions should be used to edit benefits information after New Hire submits the process to HR?

Once the process is submitted to HR, the New Hire cannot modify their onboarding information unless the respective activity or process is restarted by the HR Specialist.

The following actions can be performed to restart the benefits activities:

1. Restart Activity
2. Restart Process

Restart Activity:

Consider a New Hire's process with Submit to HR completed.

Restart activity through Invitation Console:

Select the Invitation ID for which you want to restart the benefits activities. Click "Info and Actions" and select "Restart Activity" under the Actions tab. 

Restart activity through Keyword Search:

Click on the Keyword Search icon and select "Invitations" in the Category drop down. Search with a suitable keyword.

Here, Invitation ID is used as the keyword. This action displays the invitation in the search results. Click on actions and select "Restart Activities" from the menu.

Select from the Restart Group dropdown which activity you want to restart. Each option in the Restart Group is a collection of different activities that was previously completed.  

To restart benefits activities, select "Correction to Benefit Forms" option from the Restart Group dropdown.

Enter a comment explaining the reason and click "Submit".

Click "Ok" to continue.

The confirmation message shows as below:

The New Hire is notified by an email once the process has been restarted.

After the restart, the benefit activities will appear under the pending tasks for the New Hire. The New Hire can access and complete these activities by clicking the corresponding link.

Restart Process:

This option will restart the entire New Hire's process. 

Restart process through Invitation Console:

Select the Invitation ID for which you want to restart the process. Click "Info and Actions" and select "Restart Process" under the Actions tab.

Restart process through Keyword Search:

Click the Keyword Search icon and select "Invitations" in the Category drop down. Enter the search keyword in the "Keywords" field and click "Search". Here, the Invitation ID is used for searching.

The search will display the invitation in the results. Click on actions and select "Restart Process" from the menu.

Select reason, enter a comment explaining the reason and then click "Submit".

Click "OK" to continue with the action.

The New Hire is notified by an email once the process has been restarted.