The Collaboration option in Smart Onboarding allows users to post comments and share information. The option is provided at two levels, one is at process level and another at activity level. The process level collaboration is available only for the process users such as HR Specialist/I-9 Specialists where as the activity level collaboration is available to both process users and candidates.

Who can collaborate at process level?

The users who can view candidate's process have access to process level collaboration.

How do you collaborate through process viewer?

Process viewer can be accessed through different ways.

Access via Elasticsearch 

In Elasticsearch, the HR Specialist/I-9 Specialist can view candidate's process through their category actions. A HR Specialist can view the process through "My Tasks" or "Invitation" actions whereas an I-9 Specialist can view it through "I-9 Status", "I-9 Compliance" or "I-9 Life Cycle" actions.. 

Consider an example of a HR specialist accessing Process Viewer through Invitation actions.

Click on the Elasticsearch icon. Select "Invitations" as Category and enter invitation ID or name as search keyword and click on "Search" button. When the result show up, click on "..." to access invitation actions and select "View Process".

Note: The user who created or launched the invitation is automatically added to the watch list. Since the HR Specialist has created the invitation here, he/she is automatically added to the watch list and the option "Remove from the watch list" is shown in the related actions. To watch or unwatch, use actions "Add to the watch list" / "Remove from watch list" on the invitation.

The process viewer page displays as below.

To enter a comment, click on the collaboration gadget at the top of the view process page, underneath the candidate's name, job and start date.

Enter a comment and click "Submit".

The collaboration gadget indicates there is a message.

This can also be viewed by the candidate in their View Process page after the completion of Electronic Disclosure activity. On the candidate's Home page, click on "View" link under "Process Snapshot" to navigate to process viewer.

Click on the Collaboration gadget.

The comments posted by the HR Specialist is shown here.

The candidate can post and submit comments from here as well.

The message can be seen by the HR Specialist in their process viewer page as given below.

Access via Consoles

Another way the HR Specialist/I-9 Specialist can access process viewer is via regular consoles - My Tasks and Invitation console. An example of accessing process viewer through "My Tasks" is shown below.

How do users collaborate at the activity level?

Users can collaborate at the activity level with the help of a gadget. The gadget is available for the candidates in their process from Electronic Disclosure and the process users will have the gadget available in their process activities.

Candidate:

When the gadget is clicked, a small window opens with all the previous comments (if any) and allows to enter and submit comment if required.

and  sers with diferent role types can athe category used to access process viewer vary.s can view candidate's process viewer through different Elasticsearch Categories. All process users can access process viewer through Based on the role type, the process can If you . I you are a HR Specialist, it can be viewed through My Tasks or Invitation actions through Elasticsearch. I-9 specialists can view process,  to process viewer, use Elasticsearch option given at the top right menu. 

process users who have access to view the users with roletypes who s There are two ways how a user can 

Who can access activity level collaboration?

How do candidates enter comments  

Process users should be able to collaborate at both process level and activity level
User who launches the process/recruiter should be added to watch list by default
Watch list users should be notified when a comment is entered. Users who entered prior comments in respective process/activity also should be notified. This is similar to any collaboration app like JIRA/Teams

• We support process level collaboration and anyone one that can get to the view process for the candidate can see process level collaboration
• Any action level collaboration is strictly based of access profiles. If you are readonly/edit, you will be able to collaborate
  *Any time collab activity is added, people under "WATCH" list will get auto-alert pushed to them that they can see in the alert inbox
• Invitation creator/invitation launcher are auto-added to WATCH list

To watch, unwatch, you need to go to invitation console and use the watch/unwatch actions

HR entered a comment in any activity, candidate does not receive alert but the Collaboration gadget for that activity indicates there is a message, after candidate refreshed the page.
Candidate does not receive a alert at all if he/she does not participate in collaboration, even HR entered a comment in each candidate's pending activity.
HR or I-9 Specialist (added to watch list) would receive alert in real-time (without refreshing the page).
HR entered a comment to the collaboration gadget at the top of the view process page, underneath the Candidate name, job and start date. Candidate will not see that gadget until he/she completed the Electronic Disclosure activity and access the View Process page.

Unless Candidate initiates the conversation, they will not become participants of the thread. Once HR comments are reviewed and further collaboration happens from candidate side, they will start receiving alerts.