What is a New Hire invitation?

Onboarding begins with an invitation to complete their onboarding. The invitation contains the New Hire's name, address, phone number, email ID and job details and is prepared by a Recruiter or HR Specialist. After this data is entered an email is sent to the New Hire with instructions on how to proceed.

Where is the New Hire invitation in the onboarding process?

The onboarding process begins with the invitation and email that is generated. The New Hire receives the email and uses self registration to create a User Name and Password for the system. This step is usually completed prior to the New Hire becoming an employee, so it is sent to the New Hire's personal email.

The New Hire then completes a series of activities that include biographical information entry and acknowledgement of organization policies and procedures. This also includes tax form completion based on their home and work locations. After the New Hire completes those steps the I-9/E-Verify Specialists verify the New Hire's employment eligibility. Last the HR Specialist reviews the information to ensure it's correct before completing the process by entering or interfacing the data into the organization's HR system.

On Boarding Business Process Flow

Why is the New Hire invitation needed in the onboarding process?

The invitation is the foundation of the onboarding process. It defines the New Hire and provides the proper elements to drive which activities need to be accomplished by the New Hire.


Allows information collected during the recruiting process or Applicant Tracking System to be inserted into the onboarding system.
Values entered drive the onboarding process. For example, New Hires from California will see California State tax forms.
Invitee (aka New Hire) is similar to an Applicant in the recruiting system.
The invitation is what starts the process and sends an email to the end user to self register and begin the onboarding process.
Invitation ID is what drives and identifies the New Hire throughout the onboarding process.
Allows the Organization to control when a New Hire receives their invitation.

Who has access to New Hire invitations?

Recruiters and HR Specialists are responsible for New Hire invitation creation.

Other roles have access to the invitation with the Review access as per this table:

Role	Add	Update Before Launch	Update After Launch	Review
System Administrator	No	No	No	No
HR Specialist			No
Recruiter			No
I-9 Specialist	No	No	No
E-Verify Specialist	No	No	No
Help Desk Analyst	No	No	No
Process Administrator	No	No	No	No
Content Administrator	No	No	No	No

How is the New Hire invitation accessed?

There are 2 ways to access the New Hire invitation:


Menu Icon All authorized users can use the Menu icon to access the Create Invitation Link.
Quick Links* If you are an HR Specialist or Recruiter you can use the Create Invitation link provided on the home page. *Note: your organization can remove this link but it is provided as part of our delivered home page.

Screenshot examples:

1) Click the Menu icon and then select Create Invitation under Invitations.

Menu Icon with links: Always available for Recruiter and HR Specialist

2) Click on the link provided on the Home Page. This is optional for the Organization but is delivered as a standard feature.

Quick Links: Appear on the Homepage

What is the content of a New Hire invitation?

The New Hire invitation has 3 pages with multiple parts per page. These sections are explained in more detail in the following section(s). Once you complete these 3 sections you save the invitation and can 'launch' the onboarding process, which sends an email to the New Hire.

Page	Sections
Candidate Search	Choose a Source to start your invitation New Copy from invitation PS Applicant Smart ID
Personal Information	Personal Information - Names Address - Home Address Phone Information Email Information
Job Information	Employment Details - Start Date, Full/Part Time etc., Department, etc. Work Location - Work location address Onboarding Details - Background Check, Drug and Medical screening, Pre-Screen Audits etc.

What are the fields that can alter New Hire invitation behavior?

Candidate Search Page

The invitation starts at the Candidate Search page. There are 4 choices: New, Copy from Invitation, PS Applicant and Smart ID.

Candidate Search Page

The following describes the behavior for each of the 4 choices.

Source	Behavior
New	All fields are blank Templates can be created to auto populate Job Details
Copy from Invitation	Choose a previously entered invitation as a model All Personal Information fields are blank: Name, Address, Phone, Email and Start Date Job Data fields are populated as per the source invitation You may modify them on the invitation if you wish
PS Applicant	Choose an existing PS applicant to complete their job details Copies the New Hire's Personal Information - Name, Address, Phone and Email to the invitation Job Details are blank, but as with the new invitations, you can create templates to auto populate them
Smart ID	Choose an existing Smart ID to complete their job details Smart IDs are created in 2 ways: When you interface to a Recruiting System When you have previously onboarded the New Hire for a different job Copies the New Hire's Personal Information - Name, Address, Phone and Email to the invitation Job Details are blank, but as with the new invitations, you can create templates to auto populate them

Note: Use 'Previous' button to go back a page and 'Next' to go forward. There may be times when you cannot go forward without completing information on the current page.

Personal Information Page

All data entered on this page is pre-populated into the New Hire profile. The New Hire can add or correct any missing or incorrect information during the onboarding process.

Personal Information Page

You cannot go forward unless the required fields are entered on this page.

When any of the required fields are not entered before clicking on "Next"

Personal Information Section

It is best practice to have the New Hire's complete legal name.

Field	Behavior
Name Prefix	Dr., Miss, Mr., Mrs., Ms. Information only
First Name (Required)	Enter Full Legal First Name Used by I-9 / E-Verify processing
Middle Name	Not required for onboarding but is required for I-9 Enter Full Legal Middle Name Used by I-9 / E-Verify processing
Last Name (Required)	Enter Full Legal First Name Used by I-9 / E-Verify processing
Name Suffix	Junior, Senior, III Information only

Address Section

Address information is optional and can be entered by the New Hire during their onboarding process. If you enter it here, the New Hire will simply need to confirm it is correct. If you do not enter it here, the New Hire will need to enter it during onboarding.

We will discuss the United States in this document. The fields will vary for other countries.

Field	Behavior
Address Type	Home or Mailing - Defaults to Home The New Hire will be required to enter both types of addresses during onboarding. If they are the same, the New Hire will be able to auto populate the Mailing address from Home Address
Country	Choose your country from the drop down provided You can select the field and start typing to find your country Countries are in alphabetical order
Address 1	Main address 123 Main Street 1600 Pennsylvania Ave.
Address 2	Additional Address Information Apartment 456 Suite 380
Address 3	Anything that won't fit into Address 1 or 2
City	City Name
State	Entering State is mandatory Use the dropdown arrow to choose your state Also includes the US territory states (Guam, American Samoa, Puerto Rico, Virgin Islands) in the dropdown list Drives the state tax form the New Hire must complete
Postal	Enter the 5 or 9 digit USPS Zip Code
County	Enter the County
Look Up County	Use this link to access a tool to look up a county or Zip code based on the address
Delete Address	If you no longer want this address you can delete it
Add Address	If you would like to add a second address you can click add address

When State is not entered under Address information

Phone Number Section

During self registration the New Hire will choose Text or Voice to receive a special code they will then enter in the system to verify this number belongs to them. It is very important to capture the correct phone number for the New Hire so they can complete self registration and sign on to the system.

Field	Behavior
Country Code	International calling code
Telephone	The preferred phone number will be the number they need to verify during self registration. (2 factor Authentication) Cell Phone is recommended to allow for Texting
Phone Extension	Needed if an additional number is required to reach the New Hire
Phone Type	For reference only Cell Phone is recommended to allow for Texting
Preferred	One phone number must be marked as Preferred The Preferred phone number will need to be verified during self registration Only one number can be marked as preferred
Delete	Delete a phone number if you want, but you must have at least one phone number entered
Add Phone	Add an additional phone if needed New row will be presented Only one can be marked as Preferred

When phone type is not entered

When Phone Number is not marked as preferred

Email Information Section

The email address entered needs to be accurate because the preferred email you enter is where the onboarding invitation will be sent. This can be any email address available to the New Hire. Since they are not an employee yet, this is typically their personal email.

The New Hire will be required to verify this email address one more time during self registration and can use it for 2 factor authentication during sign on.

Field	Behavior
Email Address	Any email Address that you have for the New Hire Preferred email address will be the address where the invitation to onboarding is sent
Email Type	Business, Other, Personal Information Only
Preferred	One email address must be marked as Preferred The New Hire onboarding invitation will be sent to the preferred email address The Preferred email will need to be verified during self registration Only one email can be marked as preferred
Delete	Delete an address if needed Must have at least one preferred email to continue
Add Email	Add an additional email address New row will be presented Only one can be marked as Preferred

Personal Information Reminders

The New Hire will have an opportunity to correct any incorrect information during their onboarding process.
During the self registration process the user will be required to confirm and verity their phone number and email id through 2 factor authentication.
Entering State under Address information is mandatory and rest of the fields are optional and can be entered by the New Hire during their onboarding process. If you enter it here, the New Hire will need to confirm it is correct. If you do not enter it here, the New Hire will need to enter it during onboarding.
When multiple rows exists for Phone Number, at least one Phone Number must be entered and is marked as preferred under Phone Number section.
When multiple rows exists for Email Address, at least one Email Address must be entered and is marked as preferred under Email Information section.

The email address should be of proper format and the domain name should be valid. Some of the validations that trigger error messages on field change/save are:

special characters, digits or period are not allowed in the domain name like demo@gmail$.com, demo@gm3ail.com, demo@gm.ail.com
the domain should not start or end with hyphen and shouldn't have consecutive hyphens. Ex: demo@-smarterp.com, demo@smarterp-.com, demo@smart--erp.com
there should not be less than two characters after period. Ex: demo@smarterp.c
hyphen/digit is not allowed after period. Ex: demo@smarterp.c3, demo@smarterp.c-
the domain should not have hyphen and dot. Ex: demo@smart.hr-admin.support.com

Given below are the validation messages:

Triggers on field change when the email format is wrong

Triggers on invitation save when the domain name is invalid

When email type is not entered

When email is not marked as preferred

Validations for the additional rows added to the Phone and Email Information:

The above validations apply when additional rows are added to the Phone Number and the Email ID fields.

When second row is added under Phone Information and Phone type is not selected

When the second row is added under Email Information and the entered email format is not correct
e

When the second row is added under Email Information and the email type is not selected

When multiple rows exist for Phone Number/Email ID and at least one value is not marked as preferred

After Personal data is entered, click Next on the bottom right of the page to access the Job Information Page

Invitation

Job Information Page

Job information is used to capture the Start Date and various other data elements that will drive the onboarding process. For example, New Hires in different locations will be presented with different tax forms based on the country or state.

All fields can be exported to your organization's HR system with optional integration.

Note: If you have not entered required * information you will be prompted to enter the information. You will not be able to continue if you have not entered required information

Job Information

Employment Details Section

Business Process Fields are also called as Attributes in Smart Onboarding.

The following fields are used by the system to present the proper activities to the New Hire at the correct time.

Fields (Required *)	Behavior
Start Date	Date used to control the onboarding content. If you have new content that is effective after the start date the new content will not be shown. Can drive time sensitive activities. For example, you can have an activity that automatically begins 5 days after hire date. Note: Start Date will not be copied with any option and must be entered manually.
Business Process ID	This is your New Hire onboarding process as defined by your organization. You will only have one to start with, but in the future you will be allowed to create multiple.

Data Security Fields

As part of the implementation your organization will define the values for Company, Business Unit, Department and Location.

These 4 fields can be used to drive onboarding activities but they can also be used to segregate data For example, you can set up a recruiter that can only select specific Departments or an HR administrator that can only verify data from certain Business Units. The data entered here will determine which business users can see this New Hire's data.

These 4 fields can also be used to define the content shown on the New Hire's home page.

Fields (Required *)	Behavior
Company	Organization specific values
Business Unit	Organization specific values
Department	Organization specific values
Location	Organization specific values The country and state will determine the tax forms the New Hire will be required to fill out during onboarding.

Onboarding Processing Details

The rest of the fields in Employment Details will be different for all organizations and may be used to drive any activities and Home Pages.

Below are delivered options:

Fields (Optional)
Action
Reason
Operating Unit
Job Code
Employee Class
Appointment Type
Client ID
Paygroup
Salary Plan
Salary Grade
Employee Type
Comp Frequency
Comp Rate Code
Earnings Code
Tax Location Code
Employment Agreement
Hire Template
Worker Category
Hire Type
User Defined Attribute 1
User Defined Attribute 2
User Defined Attribute 3
User Defined Attribute 4 ... User Defined Attribute 15
Benefit Program

Work Location Fields

Fields	Behavior
Country	Use the dropdown to lookup for the Country
Address	Enter the work location address
City	Enter City name
State	Based on the Country selected above, the States show up in the dropdown When US is selected as Country, all States including the US territories (Guam, American Samoa, Puerto Rico, Virgin Islands) show in the dropdown
Postal	Enter the 5 or 9 digit USPS Zip Code

Onboarding Details Section

Onboarding Details are used if your organization uses Background, Education or Employment verification services. We provide the setup to use a number of Verification service vendors, or your organization can enter your own. Values for all of the fields are required, but you can bypass this functionality by saying 'no' to some items.

The values in some fields will determine what activities are presented to the New Hire and subsequently to the HR administrator.

Field (All Required *)	Dependent Option	Behavior
Language	Field is only shown if this value is Yes	The Smart Onboarding system can support multiple languages but we only deliver English at this time
Background Check Required?	None	Yes or No If Yes, Vendor Group ID, Profile Form ID and Credit Check required? will be required If the Credit Check required? is Yes, the Credit Check activities will be the part of onboarding process The Group and Form ID determine which types of Background checks need to be performed This functionality is documented in a separate space
Background Check Vendor	Background Check Required?	Required if Background Check Required? is Yes Choose the proper Vendor Group from the valid values
Profile Form ID	Background Check Required?	Required if Background Check Required? is Yes Choose the proper Profile Form ID from the valid values Form IDs are dependent on the Vendor Group ID chosen. You also must have Start Date populated to choose the Profile Form ID
Credit Check Required?	Background Check Required?	Yes or No If Yes, Credit Check Activities will be part of the onboarding process
Verification Required?	None	Yes or No If Yes, Verification Vendor ID, Education Verification Required?, Employment Verification Required? License Verification Required? will be required The Verification Vendor ID determine which type of verification check need to be performed This functionality is documented in a separate space
Verification Vendor ID	Verification Required?	Required if Verification Required? is Yes Choose the proper Verification Vendor ID from the valid values
Education Verification Required?	Verification Required?	Yes or No Required if Verification Required? is Yes If Yes, Education Level to Verify will be required
Education Level to Verify	Education Verification Required?	Choose the type of education to verify All Post Secondary, Attained and Attempted, Highest Degree Attained
Employment Verification Required?	Verification Required?	Yes or No If Yes, Past is required
Past	Employment Verification Required?	Required if Employment Verification Required? is Yes Length (number) and time unit will be displayed Example: 7 in the first field and Years in the second
License Verification Required?	Verification Required?	Yes or No If Yes, license verification will be the part of onboarding process
Drug Test Required?	None	Yes or No If Yes, Test Panel and Drug Vendor ID will be required
Test Panel	Drug Test Required?	Required if Drug Test Required? is Yes Choose valid value from the drop down 10 Panel, 9 Panel, 5 Panel
Drug Vendor ID	Drug Test Required?	Required if Drug Test Required? is Yes Choose the proper Drug Vendor ID from the valid values
Medical Screening Required?	None	Always required Activity or Activities added to onboarding process Yes or No
Hepatitis B Immunization Required?	None	Always required Activity or Activities added to onboarding process Yes or No
Medical Vendor ID	Medical Screening Required?	Required if Medical Screening Required? is Yes Choose the proper Medical Vendor ID from the valid values
Hold for PreScreen Processing?	None	Yes or No If Yes, the HR Specialist must complete the Background/Education/Employment check prior to the New Hire finishing their activities If No, the HR Specialist can complete these activities independent of the New Hire. The New Hire can continue and complete their onboarding activities before HR has completed the background check.

If the work location is in California and Credit Check is "Yes", click Next to navigate to the California Credit Check page. See the next section for details.

After the invitation data is entered, click Save.

Save Invitation

A confirmation page will be displayed. Click View Invitation if you want.

Save Confirmation

This will take you back to review or launch the current invitation.

Click on the menu item to navigate anywhere you want.

(or)

Click the Home icon to return to the home page.

California Credit Check Page

This page shows only if the New Hire's work location is in California, and the Credit Check required? question was answered "Yes" in the Job Information section.

Click Next to go to the California Credit Check page.

Check all choices that apply, then click Save.

California Credit Check Page

A confirmation page will be displayed.

Save Confirmation

How to choose a previous invitation as a model?

You can choose the previous invitation as a model, if you wish to copy the job data fields of the invitation. This can be done only from the same product invitations.

To choose a model, select "Copy from Invitation" option when creating a New Hire invitation.

Create Invitation - Search

On this page, use any of the highlighted fields to search for the previous invitation.

Example 1: Search with Invitation ID

If you know the Invitation ID, enter the number in the field and click "Search". Otherwise, search the invitations by clicking on the lookup icon.

This opens a lookup page displaying the Invitation IDs belonging to the same product (Smart Onboarding/Smart I-9). Click on any Invitation ID or name.

This will populate the Invitation ID on the Create Invitation page. Click on the "Search" button.

The selected invitation details displays as below. Click on the checkbox to select the invitation and click "Next" to navigate to the invitation page..

Example 2: Search with First Name/Last Name

Enter First Name or Last Name of the candidate and click "Search".

The search will fetch the invitation/invitations from the same product matching to that First/Last Name entered in the search field. Select the invitation and click "Next".

Note: If there are more than one row in the search result, only one option can be selected.

This will navigate to the create invitation page.

Example 3: Search with Location Code

If you know the Location Code, enter the number in the field and click "Search". Otherwise, search invitations by clicking on the lookup icon.

This will open a lookup page with the list of Location Codes from the same product. To select any location, click on the Location Code or Description.

This will populate the Location Code value on the Create Invitation search page. Click on the "Search" button.

The search result will display all invitations with that location. However, the system allows to select only one one invitation from the list.

Click on the checkbox to select an invitation. Then click "Next" to navigate to the invitation creation page.

This opens the personal information page of the invitation. All Personal Information fields are blank: Name, Address, Phone, Email and Start Date and requires you to enter the details.

Create Invitation - Personal Information

When you navigate to job information / attributes page, you will notice the fields are auto populated from the model invitation. You can also modify the information if you wish before creating invitation.

Create Invitation - Attributes

How do you control which attributes to show on a New Hire invitation?

If you don't want certain attributes to be part of the New Hire invitation, you can customize them using Process Revision. Check Configure Attribute Preferences under Process Revision.

What else can you do on a New Hire invitation?

Create and Use Template

(Optional part of the invitation process)

Creating a template is an optional step that will allow you to automatically create another invitation similar to the current invitation without having to enter all of the details again. After you have entered details for a New Hire, you can save those details as a Template to be used at a later time. You can either save an invitation as a Template or copy an existing Template into a new invitation.

To Create a Template:

Open any invitation.

Click on the Upload Template Icon in the bottom right of the page.

Create Template

.

Enter the template fields and click OK.

Save as Template Page

Field (All are required *)	Behavior
Template Type	Shared Template: Others can copy this template to their invitations Private Template: Only the current user can use this template
Template Name	Give a name that makes sense to you and your organization
Description	Give any description that helps you understand what this template does
OK	This will save the Template and take you back to the invitation
Cancel	Takes you back to the invitation without saving the template

To Copy a Template

While in an invitation select the "Load a Transaction from an existing Template" icon in the bottom right corner of the page. Once the invitation is launched, the gadget to load the template is not available on the invitation page.

Copy from Template Icon

Choose the Template you want to copy and click OK.

Copy From Template Search Page

Field	Behavior
Created By	Search by the user that created the Template Used to filter the search
Template Name	Search by Template Name Used to filter the search
Template Type	Search by Template Type Used to filter the search Shared or Private
Search Criteria	Click to find matching Templates Click in the radio button next to the Template you want to use
OK	Click OK to copy the Details
Cancel	Click Cancel to leave without copying

Note: If you entered any data already, it will not be overridden by the template values.

How the Work Location fields are validated?

By default, the Work Location details populate in the invitation when you choose the Location attribute from the prompt.

Click on the lookup icon to choose the Location.

In the Look Up page, select a Location from the list.

The default Work Location details for that Location populates on the page.

On invitation save, these fields are validated through "ValidateInvitationWorkLocation" property setup in the Product Preferences.

If the property "ValidateInvitationWorkLocation" is set to "ON", the Work Location fields and the Location attribute values are validated on invitation save or launch.

If any of these field values are not entered or removed after it was defaulted, then the corresponding error messages trigger when you save or launch the invitation.

When "Location" is not entered

When "City" is not entered in Work Location details

When "State" is not entered in Work Location details

When "Postal Code" is not entered in Work Location details

If the property "ValidateInvitationWorkLocation" is set to "OFF", the Work Location details are not validated when creating the invitation.

The system validates the Location field but allows to save/launch the invitation even without Work Location details.

How do you Launch the invitation after saving?

The last step to complete is to 'Launch' the invitation. Launching the invitation will start the New Hire's onboarding process and send an email to the New Hire with instructions on how to Self Register.

There are 3 ways to launch invitation: Launch from the invitation, launch from the Invitation Console, or launch from Elasticsearch invitation category related actions.

Click Launch on the invitation itself

Navigate to the invitation or click on the View Invitation link after save.
Click Launch and confirm.
The New Hire's onboarding process will be started and an email will be sent.

Launch Button on Personal Information Page: will only be available for Invitations that are saved and have not been launched.

Click on 'OK' to launch the invitation.

The following message confirms the invitation is successfully launched.

Launch the invitation from the Invitation Console

Navigate to the Invitation Console.
Search for your candidate.
Click on Info and Actions link for the invitation.
Choose Launch from the actions.
The New Hire's onboarding process will be started and an email will be sent.
The Invitation Console will show Invitation Launched.

Note: Click this link for additional information on Invitation Console.

Invitation Console - Info and Actions

Invitation Console actions before launch

Launch the invitation from Elasticsearch Invitations category related actions

Click on the Elasticsearch icon.
Select "Invitations" Category and enter the search keyword (Invitation ID/Last Name/First Name etc)
Choose Launch from the actions.
The New Hire's onboarding process will be started and an email will be sent.
The Elasticsearch results gets updated and show the invitation is launched.

Note: For more information on Elasticsearch Invitations action, please click here.

When the 'Launch' action is initiated from the Invitation Console/Elasticsearch Invitations actions, the following message displays on the page. Click on 'OK' to confirm the action.

When the invitation is successfully launched, the following confirmation message shows on the page.

Now, the New Hire's onboarding process is started and a self registration email is sent to the New Hire.

How to add free-form attributes to the invitation?

Free-form attributes are the external attributes that can be added to the invitation by the service provider upon request by the customer. These attributes are product specific and can added for any organization by defining them in PeopleSoft Organization Specific Setup. Once the attribute is defined it appears on the invitation job page for all the current and previous transactions. This field can be made as required in the setup page as per the customer requirement. if the attribute is made as required a value must be entered in the field. Otherwise, an error message will be displayed on invitation save. When the attribute is deleted from the setup, the value on the invitation page will be removed.

Given below is an example of external attribute added to an invitation.

Since the attribute is defined as required in the setup, the following error message displays when the value is not entered in the field.

Enter the value in the field and save.

The value entered in the attribute field is saved and can be viewed on the Review Invitation page.

You can also view this value by navigating to Elasticsearch actions for invitations.

View Attributes page:

When you delete the attribute in the setup, the field is no more visible on the invitation page. However, this can still be seen in Elasticsearch View Attributes page.

Smart Onboarding Documentation

.New Hire Onboarding Invitation v1.9

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