What are Smart Checklists?

The Smart Checklist is an optional activity in the onboarding process designed to track external tasks, set reminders, and manage document collection. It helps ensure that users complete specific actions, such as uploading or downloading documents. Smart Checklists are user-specific and can be placed at designated steps in the onboarding process. They can also be configured specific to a department, location, or other relevant attributes.

To make the Smart Checklist available as an activity, it must first be added through a Content Revision and then included in the business process via a Process Revision.

How do you create a Smart Checklist?

To create a Smart Checklist, start by creating a new Content Revision or using an existing one that is in progress. Click here for more details on creating a Content Revision. 

On the revision page, go to the Content Metrics section and click the "Add" link in the Smart Checklists row.

Enter the Smart Checklist information in the fields given fields. Choose who is supposed to complete the Checklist, by selecting the "Participant Pool" (any user or New Hire). 

The fields on the Smart Checklist page are explained below:

Select "Enable Admin Checklist" to enable the same checklist to administrative users. When enabled, additional fields will be added to the page to enter the admin checklist details. 

When ‘Enable Admin Checklist’ checkbox is selected, a corresponding review activity for the defined participant pool will be created after the revision is applied and the activity will be available in the process revision to configure in the process.

Enter tasks that the participant pool has to complete.

Define the task specifics by selecting either "Enable Uploads" or "Enable Downloads," depending on the user's intended action. To add more specifics, click on the "Edit Details" link.

Add additional task lines by clicking on the "Add Task" button.

Add all the tasks you wish the user to complete and click the "Save" button.

The content added or modified in the revision displays in the Content Revision Summary section.

Return to the revision page by clicking the "Return to Manage Revision" button and apply the revision. After creating the Smart Checklist, add it to the process configuration through a Process Revision for the activity to be available to specific users in the process.

How to include a Smart Checklist in the onboarding process?

To include a smart Checklist in the onboarding process, create a new Process Revision. Reserve and configure the revision.

On the Process Revision page, click the "Configure Business Process" link.

On this page, find a place where you want the Smart Checklist to be included. This can be any place that has an "Add" option. Note: It must be a process that the selected Participant Pool can access ("participant pool" is specified on the Smart Checklist Page while defining or modifying a Smart Checklist).

Click "Add" under the specific step.

A page opens with the list of all actions available to add. Select the Smart Checklist(s) that you want to add in the process.

Click "OK" to return to the Process Revision page.

You will notice the Smart Checklist is added to the process. Click on the Checklist link to configure the route criteria.

You have to complete this step in order to properly configure the Smart Checklist. There are two options: Always Route and Route if criteria is met. Route if criteria is met allows you to limit who can see the Smart Checklists in their onboarding process. Always Route means that it will show for all users in the Participant Pool.

In the below example, "Route if criteria is met" is checked. Click on the Process Variable lookup icon to select the criteria for routing.  The criteria can be as simple or complex as you would like. 

Here, Business Unit is selected as a specific attribute.

Selecting one of the Business Units will restrict the Smart Checklists only to those New Hires in the Onboarding process.

Here, we have selected the "Business Unit Attribute ID" as Process Variable, "Equal to" as Operator and "00001" as the Process Variable Value.

Save after specifying all of the criteria.

When you want the Smart Checklist to always show up for the respective Participant Pool in that step of the process, regardless of other criteria, click "Always Route" and save.

Similarly, if checklist is configured for admins while defining the checklist, then add it to the process in the appropriate step under HR Tasks, define its route criteria and save.

On the Process Revision page, click "Return to Manage Revision" button to return to the revision page and apply the changes.

Based on the checklist criteria, the activity will appear in the process for the participant pool i.e New Hire,

If documents are marked as required while configuring the Smart Checklist, they must be attached by the New Hire before checking the document.

The following error message displays if the required documents are not attached.

To upload the documents, click the "View/Attach" button.

The Task Details page opens where the document can be attached. Click the "Attach" link.

Click "Choose File" and select the file you want to upload as an attachment. Accepted file types are CSV, JPEG, JPG, PDF, XLS, XLSX, and PNG. Click on "Upload" after the file is attached. 

If you attempt to attach files with extensions which are not acceptable, an error will be displayed.

If images greater than 1.5 MB and "jpg", "jpeg", "gif" formats are uploaded, they are automatically downsized when added as attachments. However, if image file size is greater than 10 MB, the following error will be displayed.

The attached file shows on the Task Details page as shown below. Click "OK" to return to the checklist activity. The documents attached by the New Hire can be viewed or updated by the HR Specialist via HR admin checklist.

Note: These uploaded attachments can be viewed or downloaded when the signed forms or attachments are downloaded by the New Hire or HR/I-9 Specialists through their process viewer page. For more details on downloading the attachments, refer to the last section on this page.

The uploaded document will be checked in the Smart Checklist as shown below. Uploading other documents that are not marked as required is optional.

For documents with downloads enabled, attachments can be viewed by clicking the "Download" button.

On the Tasks Details page, click the "Download" link. This will download the attachment to your local computer.

After completing all the tasks, click "Save / Submit".

The following is the Admin's Smart Checklist, which has been added to the process for the HR Specialist role.

By clicking on the "Attachments" button, the documents uploaded by the New Hire can be viewed.

When the Task Details page opens, select the download icon to view the attachment. Attachments uploaded by the New Hire cannot be deleted, but a revised version can be added if necessary.

Check the reviewed documents and click "Save / Submit" to complete the process.

How do you modify a Smart Checklist?

This requires creating a new Content Revision or modifying a Content Revision that is in progress.

On the Content Revision page, click "Review/Update" in the row for Smart Checklists. 

Select the Smart Checklist that you wish to modify.

The selected Smart Checklist details will be available for editing.

Make changes to the checklist as necessary and save. Here, a new task has been added to the checklist. 

Click "Return" to go back to the Content Revision page.

The modified checklist shows in the summary section as below. Click "Return to Manage Revision" button to return to the main revision page.

Apply the revision to see the changes take effect for the Smart Checklist.

The modified Smart Checklist displayed in the process for the New Hire looks like below:

Can admin users attach documents through their process checklist?

When the checklist is enabled for admin users with a specific role, the checklist activity will appear in their process. During this activity, they can download and view any attachments the New Hire has added to checklist tasks; however, they cannot delete these files. If necessary, they can upload a revised document for any checklist task that allows uploading attachments.

Note: Attachments that have been deleted from the checklist will not appear in the signed forms or in attachments downloaded through the process viewer. Only newly added or updated attachments are included in these documents. For details on downloading checklist attachments, see the final section of this page.

To add a new attachment, select the right arrow next to the desired checklist task, then click the "Attachments" button. This button appears only if the task allows attachment uploads.

If the task already has a document attached by the new hire, it will be shown on the Task Details page in the Attachment field. The attached document can be viewed by clicking on the download icon next to the attachment. If there is no attachment from the new hire, this field will appear empty. 

To add a new document, click the "Attach" icon for the Revised Attachment.

Choose and upload a file from your local computer. Accepted file types are CSV, JPEG, JPG, PDF, XLS, XLSX, and PNG. 

Once successfully attached, the new document shows in the "Revised Attachment" field as shown below. Click the "OK" button to return to the checklist page.

After completing the tasks, save the checklist.

Who can view attachments uploaded through a smart checklist?

Business Users with HR Specialist, I-9 Specialist, or E-Verify Specialist roles can download and view attachments uploaded in the Smart Checklist through their Invitation Console or My Tasks Console.

Key points to note while downloading checklist attachments:

• Files deleted from a checklist activity tasks will not be included in the downloaded attachments.

• Users with admin checklist enabled cannot delete attachments uploaded by the New Hire through their checklist. However, while verifying the New Hire’s uploaded documents, they can add new attachments if the checklist task allows it.

• If multiple attachments with the same file name were uploaded during the process, the system will append a number in ascending order to each file name upon download to differentiate them.

• If the invitation process is restarted and new attachments are added in checklist activities, the attachments from the previous process will be deleted. Only attachments from the restarted process will be included in the download.

[Click here for details on how to download these documents.]