This feature enables real-time collaboration, allowing process users and New Hires to exchange messages instantly. Users can collaborate through the process viewer page or directly within the process activities using the collaboration gadget. It allows users to view and respond to comments posted by others across various process activities.

How do you view and collaborate in the process viewer page?

The Collaboration icon is accessible for both open and completed activities within the process viewer page. There are several ways to access this page.

Access via Keyword Search 

Using Keyword Search, HR Specialists, I-9 Specialists, and E-Verify Specialists can view a candidate's process based on their role-specific actions. An HR Specialist can access the process through My Tasks or Invitation actions, while I-9 and E-Verify Specialists can view it via I-9 Status, I-9 Compliance, or Employee I-9 Life Cycle actions.

Example: Accessing Process Viewer through Invitations

Click the Keyword Search icon and choose Invitations as the category. Enter the Invitation ID or candidate's name as the search keyword, and click "Search". When the results appear, click the "..." icon on the corresponding invitation to open related actions, then select "View Process" from the menu.

The process viewer page for the selected invitation opens.

To collaborate and share comments with the New Hire, click the Collaboration icon at the top of the process viewer page, below the New Hire's profile details. You can also add comments in open or completed activities by clicking the Collaboration icon next to each activity.

A popup window opens, allowing you to enter your comments. Type your comments in the text box under 'Comments' and then click the 'Submit' button.

The comment submitted in the previous step displays in the Collaboration page as shown below:

Once the comment is posted, the collaboration gadget in process viewer indicates there is a message.

This can also be viewed by the candidate in their process viewer page after the completion of Electronic Disclosure activity. The New Hire can access this by clicking the "View" link in the "Process Snapshot" section on their homepage.

Clicking the View link directs the New Hire to the process viewer page. Here, they can click the Collaboration icon beneath their profile details to see comments made by the process user. 

In this example, the comments posted by the HR Specialist can be seen here.

The New Hire can reply to these comments by entering their response in the comment field and submitting it.

The process user (in this case the HR Specialist) can view messages submitted by the New Hire on the Collaboration page using the Collaboration gadget on their process viewer page.

Access via Consoles

Another way to access the process viewer page is via Invitation Console and My Tasks console. 

How do users collaborate from their process activities?

Users can collaborate on their process or runtime activities using the Collaboration gadget. This gadget is available to both candidates and process users throughout their process, starting from the Electronic Disclosure, which is the first activity for the candidate, and continuing until the end of the process for process users (HR Specialist, I-9 Specialist, E-Verify Specialist) in all their activities.

Candidate:

Each activity of the candidate's process has collaboration gadget available at the bottom right corner of the page. Candidate can post comments beginning from Electronic Disclosure.

When the gadget is clicked, a pop up window opens with the previous comments in the activity (if any) and allows candidate to enter and submit comments as required. 

To view all activities/process comments, click on "Show All Comments" link. 

This will display all comments posted by other users as well. When "Show Activity Comments" is clicked, the page displays the comments only specific to that activity.

If the process users want to see the comments submitted by the candidate, they can access the Process Viewer and check the collaboration gadget for each candidate's activity. 

HR Specialist/I-9 Specialist/E-Verify Specialist

For process users the Collaboration gadget is available in their process activities. Click on the gadget to post comments.

These comments can be seen by other process users via activities/process viewer page.

How are the users notified of Collaboration activity?

Any time a collaboration activity is added, users under watch list will be notified by an alert. Generally, the user who has created or launched the invitation will be automatically added to the watch list.

In this case, since the HR Specialist has created the invitation, he/she is automatically added to the watch list. 

When the user is added to the watch list, they will see "Remove from the watch list" option in their Keyword Search Invitations actions or "Unwatch" option in their Invitation Console actions.

To watch or unwatch the invitation, they can use "Add to the watch list" / "Remove from watch list" options from the Keyword Search actions or "Watch/Unwatch" options from the Invitation Console actions. 

However, when a process user enters a comment in any activity, candidate does not receive alert but the Collaboration gadget for that activity indicates there is a message, after candidate refreshes the page. 

The candidate will receive alerts only when they initiate the conversation and further collaboration happens from the process users.