• 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. 

Select the "Actions" tab. This displays the list of actions that you can perform for the selected invitation. 

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 an invitation for a New Hire. This action sends an email to the New Hire, enabling them to self-register in Smart Onboarding and begin their process.

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 "Launch".

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

After launching the invitation, the following message appears, confirming the action. The message also includes the Invitation ID associated with the process.

Examples of invitation emails for the Smart Onboarding and Smart I-9 products are provided below. By clicking the START ONBOARDING or START I-9 link, the New Hire can begin self-registration.

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" will send the self-registration email to the New Hire again, which is helpful if they haven't created their Smart Onboarding account before the allotted time expired.

To resend the welcome 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 welcome email has been sent.

Sample self registration invitation emails for the Smart Onboarding and Smart I-9 products are given below. By clicking on the START ONBOARDING/SMART I-9 link, New Hires can start their account creation process.

A sample resend invitation email for the Smart I-9 product is shown below:

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

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. Using this action restarts the onboarding process from the New Hire’s first activity and deletes all attachments from the previous process activities.

In this case, the process viewer shows the process is routed to the Biographic Information activity for the New Hire.

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.

You will notice that the process has been restarted 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 restart of their onboarding process.

Note: In case, if New Hire is simultaneously working on any activity and completes the activity after the process has been restarted, then the following message displays on the page.

By clicking the "Click here" link on the message, the New Hire can open 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

This action can be performed on a transaction when there is a requirement for an in=progress process to be terminated. To perform this action, the invitation status of the transaction must be either "Invitation Launched" or "Invitation in Progress". Once a process is terminated, no actions will be available for the invitation. 

For example, consider an invitation currently in the "Invitation In Progress" status.

For the selected invitation, click the "Info and Actions" link.

The action opens the "Information" tab for the process. Here, you can verify the current Business Process Status and Onboarding Status of the invitation. 

Navigate to the "Actions" tab to open the actions menu and choose the "Terminate Process" link from the list.

On the Terminate Process page, choose an appropriate reason for the termination 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.

After process termination, the Business Process Status and Onboarding Status of the invitation under the "Information" tab will also be updated.

Since no further actions can be performed on terminated transactions,no options will be available in the invitation actions.

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

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