Who is a Business User?

Business Users administer and perform HR-related activities within the New Hire's onboarding process.

There are 5 Business User Roles:

Note: Since the Smart I-9 product does not have an HR Specialist role, the I-9 Specialist is responsible for creating and managing New Hire invitations.

Who can assign/change a Business User's roles?

Users with the System Administrator role have the ability to add a new role or change the existing role of a Business User.

What pages can Business Users access?

Each business user role has access to distinct pages and can execute different actions within the Smart Onboarding/Smart I-9 process. A detailed breakdown of access to these pages is provided below.

Menu	Pages/Actions	Recruiter	HR Specialist	I-9 Specialist	E-Verify Specialist	Help Desk Analyst
Create Invitation	Add Invitation			Can do only for I-9 product
Consoles	Invitation Console
	I-9 Console
	E-Verify Console
	Reverify Console
	Help Desk Console
My Tasks Console	Prescreen Activities
	Verify Information
	Complete Job Data
	Send Candidate Data to HR
	Complete I-9
	E-Verify
Reports/Dashboards	Invitation Insight
	I-9 Insight
	Work Assignment Insight
	Generic Reports
My Profile	My Profile

Create Invitation: This feature facilitates the creation of invitations for new hires. 

Consoles: Customized tools designed for managing and viewing new hire invitation and I-9 data, as well as performing specific actions within the new hire process. The consoles available to users depend on their roles, each tailored to serve a distinct function. For example, the Invitation Console oversees the onboarding process, handling invitation actions, onboarding tasks, and process insights, while the I-9 Console is dedicated to viewing I-9 details and performing related actions.

Furthermore, the data displayed in each console is governed by the user’s security permissions set by the System Administrator. As a result, users will only have access to the data they are authorized to view. For instance, if a user’s access is limited to data from the "Research" Company, they will only see information related to that company within the console.

My Tasks Console: Displays tasks pertinent to a user's role or specifically assigned to them within the onboarding process. These tasks vary depending on the user's role and the new hire's stage in the onboarding journey. 

Reports/Dashboards (Invitation Insight, I-9 Insight, Work Assignment Insight): Allows users to visualize invitation or I-9 data through graphs and charts, providing insights into metrics. Users can drill down into these graphs and charts to access detailed information.

My Profile: Allows users to access their profile information and modify them as necessary.

How is the data export feature made available to business users?

System administrators within the organization are responsible for configuring user roles with data export permissions. Once a user is assigned a role that includes this capability, the "Download Results" button becomes available in the consoles and Keyword Search, allowing the user to export search results in CSV format. In dashboards, this functionality is provided through the "Export to Excel" button, which allows users to export data in Excel format instead.

If a user is assigned multiple roles, they will retain access to the data export feature in shared consoles such as the Invitation Console, My Tasks Console, and in Keyword Search categories like Invitations and My Tasks, as well as shared dashboards like I-9 Insight, as long as at least one of their roles includes export permissions.
Examples of how users can download search data in these scenarios are provided below.

Download consoles search results:

The example below shows the Invitation Console with the "Download Results" button enabled for a user with the HR Specialist role.

If the HR Specialist role does not have data export capabilities, but the user is also assigned the I-9 Specialist or E-Verify Specialist role, and at least one of those roles includes export permissions, the Download Results button will still be visible when the user is logged in with the HR Specialist role and accessing the Invitation Console.

Clicking this button allows the user to download the displayed search results as a CSV file to their local device.

Note: The "Download Results" button is specifically designed to download search results obtained from using the search fields. Note that filtering by the Quick Filter feature will not limit results in the export.

A sample downloaded CSV file is given below. When downloading data from the Invitation Console, the file will include not only the result columns displayed on the page but also standard attribute information such as Company, Business Unit, Department, Location, and Job Code, as well as any additional invitation attributes. 

The downloaded CSV file can be opened using any supported application that allows viewing CSV data, such as spreadsheet applications, text editors etc.

When opened in Notepad, the CSV file will display the data in the below format, with headers and values separated by commas. If a search filter was applied, it will appear at the top of the file.

When imported to Excel, the file will look like below. 

For further details on the data export functionality in the Invitation Console, I-9 Console, Reverify Console, E-Verify Console, Help Desk Console and My Tasks Console, please refer to their respective pages.

Download Keyword Search category results: 

In addition to the consoles, users with roles that include export functionality can also download search results from any category accessible to them within Keyword Search. The "Download Results" button, located in the top right corner of the page, allows users to export these category specific search results as a CSV file. However, Keyword Search displays only the top 50 results in the category search, so the downloaded file will contain a maximum of 50 rows.

The downloaded CSV file can be opened using any supported application that allows viewing or editing CSV data, such as spreadsheet applications, text editors etc.

A sample of the downloaded CSV file opened in Notepad is shown below.

Note that the results obtained using the "All" category in Keyword Search will not be available for download. Though the "Download Results" button appear in the search results (only if the current logged in user's role is configured for data export), clicking on it will display the following message.

To learn more about how the data export feature is facilitated in keyword Search and the available categories, refer to the Keyword Search section.

Download dashboards search results:

Unlike consoles and Keyword Search, which export search results in CSV format, dashboards allow users to download data directly in Excel format. Users with roles that include export permissions can export search results from any dashboard accessible to them by using the "Export to Excel" button.

This button becomes available on secondary drill-down pages, displayed when a user clicks on a graph or chart to view detailed data for a specific section.

Below is an example of the I-9 Insight dashboard with export functionality enabled for the I-9 Specialist role.

Clicking "Export to Excel" will download the data as an Excel file to their local computer.

For additional information, please refer to online documentation specific to each dashboard under the Dashboards/Reports section.

How do business users download signed forms and attachments?

Business Users with HR Specialist, I-9 Specialist, and E-Verify Specialist roles can download signed forms and attachments via their My Tasks Console or Invitation Console.

Clicking the "View Process" link in either console opens the process viewer page, where signed forms and attachments can be downloaded.

My Tasks Console:

Invitation Console:

From the below process viewer page, signed documents and attachments, including those from Smart Checklist activities, can be downloaded in two ways:

• Per Activity: Click the download icon next to an activity to download its associated documents.

• All at Once: Click the "Download" button below the profile details to download all signed forms and attachments for the entire process in a single file.

Download per activity

Click the download icon next to the activity. This icon is available only if the activity is saved or completed. The "Download Signed Forms" option appears only if the activity is signed, while the "Download Attachments" option appears only if the activity contains attachments and has been saved/signed. 

Download Signed Forms

Opens the signed form for the corresponding activity.

Download Attachments

If multiple attachments exist, they will be grouped into a ZIP file and downloaded to the system. If there is only one attachment, it will be opened directly.

Note: If multiple document attachments have the same name and format, the downloaded file names will include a numeric suffix in ascending order.

Download process documents all at once

Click on the "Download" button below the profile details.

The options for downloading signed forms, attachments, and packet will be available in a dropdown menu. Select the appropriate option to proceed. The conditions for these options to appear are as follows:

• Download Signed Forms – Available when at least one activity in the process has been completed. This option will not appear if none of the activities have been signed.
• Download Attachments – Available if at least one document has been uploaded as an attachment in any activity, and that activity has been saved or signed. This option will not appear if no attachments have been uploaded, or if all uploaded attachments were later deleted.
• Download Packet – Available only at the process level. This option is specifically for downloading activity packets that include attachments. It becomes visible when at least one activity in the process is completed and contains an uploaded attachment. This option will not appear if no attachments exist, even if activities have been completed.

Download Signed Forms

Will download the signed forms as PDF documents.

Download Attachments

If there are multiple attachments, they will be grouped in a zip folder. If a single attachment exists, it will be opened directly.

If multiple document attachments have the same name and format, the downloaded file names will include a numeric suffix in ascending order.

Download Packet

Downloads each of the signed forms as individual folders.

Clicking the folder opens the attachments (if available) and the PDF of the signed form.

If there are multiple attachments, they will be grouped in a folder. By clicking on the folder, you will be able to view all the attached documents.

Note: In addition to the steps mentioned above, HR Specialists and I-9 Specialists have specific ways to access signed forms:

• HR Specialists can download signed forms through the Send Candidate Data to HR activity. (Click here for details)

• I-9 Specialists can download I-9-specific signed forms using the Download Packet option from the I-9 Summary via the I-9 Console. (For details, click here.)