Using this option in Keyword Search, HR Specialists can view New Hires' invitation data and administer their onboarding process including invitation actions, onboarding process actions, and process insights.  

How to use keyword search for invitations?

Click on Keyword Search icon and select "Invitations" in the Category drop down.

If you know the invitation ID, then enter the number in "Keywords" field and click Search.

The search results page is displayed as below. The facets are displayed on the left and the search results display on the right.

Each record includes the details of the invitation such as the Invitation ID, employee's name, Start Date, job details, Invitation Status and the last status updated date and time. As the New Hire's onboarding process advances, the process status and updated date and time keeps changing.

In this case, the invitation is in "In Progress" state and shows the Employee Biographic Information is completed. 

Similarly, search can be performed using different keyword options. For more information on the Keywords, click on the Keyword Search 'Help' icon.

The Help page opens as given below with keywords for various search categories. Click on 'Invitations' link.

This will show the keywords and the keyword descriptions for Invitations category. Any of these keywords can be used for searching the invitations.

If "All/all" is entered as the Keyword option, then the search result will display all invitations present in that organization.

The total number of invitations fetched for that keyword is displayed on the top of the search results as shown below.

If you want to drill down the results, click on the links/checkboxes grouped under the facets to apply filters. 

You can also use the detailed search options to narrow down the search results. Click on 'More Options' link provided in the search box.

This will display the search fields as shown below. You can use any of these fields for searching the invitations.

As an example, let us consider 'Last Updated' field for searching. Enter any specific date and click on 'Search'.

 This will fetch all the transactions which are last updated on that specific date.

Enable operators if required by clicking on the 'Show Operators' link provided at the bottom of the search box.

You can use these operators with the search fields to filter the search results.

How to refine and narrow down the invitation search results?

Filters/facets in the keyword search allow you to refine and narrow down the search data. Positioned on the left side of the search results, the facets for the Invitations category can be viewed by scrolling down on the left navigation. For drill down of data in the invitation search, the following facets can be used: Product/Process, Start Date, Process Status, Process State, Notices, Location, Department, Company, Business Unit and Job Code. 

Few examples for searching the invitations using facets are given below: 

To filter invitations specifically associated with a particular process status, use the checkboxes next to different statuses under Process Status. Example: Searching for force completed status is given below.

Similarly, there is a dedicated facet for filtering invitations based on process states. 

To search based on start date of the invitations: 

Notices allow you to sort special scenarios related to process such as process/activity restarts, I-9 assignments to remote users, and I-9s pending for review with I-9 Specialists etc.

How to download invitation search results?

If the logged-in user's role is configured for data export, an "Export to Excel" button will appear on the top right of the search results page. By clicking this button, the user can download the data displayed on the search results page as an Excel file to their local computer. 

Below is a sample of the downloaded Excel file. The information displayed on the search result page will appear as columns in the downloaded file. The keyword used for searching can be noticed on the top row.

Please note that only the top 50 results will be displayed on the search results page, and therefore the downloaded Excel file is limited to a maximum of 50 rows. 

When no results are found for the search, clicking on the "Export to Excel" button will display the following error message.

How do you access the Invitation Summary details?

For any invitation, the summary details can be accessed by clicking on the Invitation ID hyper link.

This displays the summary of the New Hire's invitation. 

When you click on the Invitation ID link, the process again navigates to the invitation details (Review Invitation).

The invitation summary includes the user account details, Start Date, process life cycle, onboarding progress of candidate & HR process, links to supporting documents uploaded in Section 1 and Section 2, clickable image link of view process to navigate to the process viewer and clickable image link to download signed forms.

If revised start date exists for the transaction, then the "Revised Start Date" field displays on the Invitation Summary page.

The attachments that are shown under uploaded documents can be cross-checked in Section 1 runtime page as shown below. Click on "View Process" and open the process viewer page.

The process viewer page displays as shown below.

Scroll down the page and click on "I-9 Section 1" link.

This opens the runtime Section 1 page. Click on "Attachments" gadget.

The Section 1 attachments shows as below.

What actions can the users perform on invitations?

The actions the users can perform related to invitations may vary based on their role types. 

How to access invitation related actions?

When you hover on the invitation ID, you will notice the image showing like "...". Click on the image.

This displays the actions related to that invitation. Depending on the invitation status the actions differ for invitations. Select one of the options to navigate to its related page.

How do actions differ with the invitation process states?

The actions that the user can perform on invitations may also vary based on their process states. Process states are nothing but the series of activities in the New Hire's onboarding process. As the New Hire's onboarding process advances from one activity to another, the actions that can be performed by the HR Admin on these invitations differ.

For example, the action "Launch" is available only until the invitation is launched, that means when the invitation process state is "Not Launched". After the invitation launch, the process state changes to "Process Initiated" and the "Launch" action is no more available for the invitation. Similar way, the action "Revise Start Date" is available until the invitation process state is "Submitted to HR". Once the New Hire submits the onboarding information to HR, the start date cannot be revised on the invitation. 

Let us discuss few such scenarios and the actions that can be performed on them.

Here's how you can see all the process states for the invitations across different products in your organization using Keyword Search.

Select "Invitation" as Category and enter "All" in the Keyword field. This displays all the invitations as shown below:

Scroll down the left facet navigation to reach to the Process State.

Now select any hyper link to filter the records displaying in the search results. Here we have chosen invitations that are in "Not Launched" status.

Click on the image showing "..." next to the invitation ID hyper link for the available actions.

Now follow the same procedure to see the available actions for different invitation process states.

How do you perform invitation related actions?

Actions that can be performed differ depending on the user's Role Type and where the New Hire is in their process.

Some of the actions users can perform are : 

Launch

Launching an onboarding process is the next step after creating an invitation for a New Hire.  This sends them an email that will allow them to create a User ID and Password and begin their onboarding process.

Click "Yes" on the confirmation message.

The following message confirms the process has been launched and an invitation has been sent to the New Hire.

The invitation email sent to the New Hire looks like below. By clicking on the "START I-9/START ONBOARDING" link the New Hire can create their account.

Resend Welcome Email

Resend Welcome will resend self registration email to the New Hire to create their User ID and Password. Once this option is used or Self Registration is completed, it will not be available in the Keyword Search Invitation actions.

Note: If the user once again wants to send the welcome email, then they have to do it from the Invitation Console actions.

Choose "Invitations" as the Category and search using "All" as the keyword. Filter search results using facets to select the invitation. Click on invitation actions and select "Resend Welcome Email".

Click on "Yes" to continue.

The confirmation message displays after the welcome email has been sent.

The New Hire will receive a Re-launched/Resend Welcome Email that will allow them to create a user ID and password and start the onboarding process. 

View Process

The process viewer page via "View Process" link provides an overview of what is needed to be completed and at what time all of these activities were initiated and completed. It also indicates which activities are locked and which can be accessed simultaneously. Additionally, it allows you to download the signed forms and attachments for each activity and for the complete process.

Click the "View Process" link for the selected invitation actions.

The process viewer page shows the New Hire's Name, Job Code, Start Date and "Download" dropdown button on the top (next to New Hire's image) and the list of onboarding process activities with status represented as icons next to each activity. It includes New Hire as well as HR/I-9/E-Verify Specialist activities. Note: If revised start date exists for the transaction, then the Start Date is updated with the revised date in process viewer.

The symbol represents the activity is locked and not routed, the icon represents the activity is routed/in progress but not completed and symbolizes a completed activity.

The signed forms and attachments for the process can be downloaded by clicking on the "Download" dropdown button present on the top of the process viewer page.

If downloading of forms is needed for an individual activity, click on the download icon present on the row next to the activity.

I-9 Summary

The I-9 Summary page can be accessed any time after the I-9 ID is created for a New Hire process. Click on "I-9 Summary" option under invitation actions.

The I-9 Summary page displays as below. Click on the I-9 ID to access I-9 details.

The I-9 page displays in read only mode and no actions can be performed from here. 

For viewing the audit details, click on the "Audit Details" link provided on top of the I-9 Summary Page.

This I-9 audit details page opens up as shown below.

For more details on the I-9 Summary page, please click here.

View Attributes

Allows you to view the invitation attributes and their values. Click on "View Attributes" option under invitation actions.

The invitation attribute values shows up as below:

Review Invitation

Allows you to review invitation details. Click on "Review Invitation" option under invitation actions.

The New Hire's invitation opens as shown below:

Manage Important Dates

Allows you to set important dates for a New Hire's process. The dates entered here are automatically shown on the candidate's homepage. 

Click on "Manage Important Dates" under invitation actions.

Enter the values as shown below and click Save. The saved values is available for editing later.

Click "Yes" to confirm.

The values are updated successfully. 

Add to Watch List

The user who created or launched the invitation will be automatically added to the watch list.  Otherwise, click on "Add to watch list" under invitation actions.

The message displays as below when the invitation is added to the watch list.

Click on "Remove from the watch list" to remove the invitation from the watch list.

The following message displays when the invitation is removed from the watch list.

Download Signed Forms

Allows you to download the New Hire's signed forms.

The zip folder downloads as shown below:

The zip folder contains the signed pdf forms of the New Hire process.

Revise Start Date

Use this option to revise the invitation's Start Date. The HR Admins can perform this action on New Hire transactions until the process routes to "Complete Job Details" activity. 

While in Complete Job Details activity, the Start Date populated on the form can be revised to another date until the "Send Candidate Data to HR" activity is completed. For more details on changing the Start Date in Complete Job Details activity, please click here.

When this action is performed, the revised date will be updated wherever the Start Date is displayed such as in Keyword Search pages, Consoles, Invitation Summary, process activity page etc. Before performing this action, let us see some scenarios where you can check the invitation's Start Date:

Invitation Start Date in Keyword Search

Clicking on the Invitation ID link in Invitation search results, opens the Invitation Summary page. The Start Date in the Summary Page is highlighted below. 

Note: The "Revised Start Date" shows under Start Date field only if it exists for the invitation. 

Invitation Start Date in Process Viewer and in process activity page

Click on "View Process"  in Invitation actions.

This opens the process viewer page. The Start Date displays on the top, besides New Hire's image as shown below.

Open any completed activity in the Process Viewer page.

The Start Date displays on the left navigation under the New Hire's image.

Invitation Start Date in Consoles

Invitation Console

Invitation Start Date in the Invitation Console:

The Start Date also shows under "Information" tab in invitation's "Info and Actions". Click on "Info and Actions" link for the invitation.

The Start Date shows in the Information tab as given below. Note: The "Revised Start Date" shows under Start Date field only if it exists for the invitation.

Help Desk Console

Invitation Start Date in the Help Desk Console:

Perform "Revised Start Date" action:

Under invitation actions click on "Revised Start Date".

Note: The Revised Start Date is different from the employee's first day of employment date mentioned on I-9 Section 2 for Form I-9. For Form I-9, the first day of employment date has to be updated only in I-9 Section 2.

Enter the new Start Date and click "OK".

To see the revised start date, you need to refresh the search page. Close the message and refresh the page.

After Start Date is successfully updated, an email will be sent to the HR Admin who has performed this action.

The scenarios where you can check the invitation's Revised Start Date are given below:

Invitation Revised Start Date in Keyword Search

Clicking on the Invitation ID link in invitation search results, opens the invitation summary page. The Revised Start Date in invitation summary is highlighted below. 

The "Revised Start Date" shows under Start Date field only if it exists for the invitation. 

Invitation Revised Start Date in Process Viewer and in process activity page

Click on "View Process"  in Invitations category related actions.

This opens the process viewer page. The Start Date gets updated with the revised date which displays on the top of the page as shown below.

Open any completed activity in Process Viewer.

The Start Date is updated with the revised date which shows on the left side under New Hire's image.

Invitation Revised Start Date in Consoles

Invitation Console

The Start Date gets updated with the revised date in the Invitation Console:

The Revised Start Date also shows under "Information" tab in invitation's "Info and Actions". Click on "Info and Actions" link for the invitation.

Under "Information" tab the Revised Start Date displays as given below. Note: The "Revised Start Date" field shows under Start Date only if the revised Start Date exists.

The Start Date is updated with the revised date in Help Desk Console

Force Complete Process

Force Complete Process allows you to have the invitation status to be marked as complete. To force complete a process, the status of the New Hire's invitation should be in launched or in progress status. If there are any pending activities in My Tasks related to the transaction, they will no longer be present once the process is force completed. The steps for force completing the process are explained below:

In this example, a New Hire's invitation with Verify Information completed is considered. In the Keyword Search categories, the "In Progress" status of the invitation shows as given below:

The Keyword Search "My Tasks" category shows the rows for pending activity/activities as given below:

Now complete the process for this invitation by clicking on the three dots "..." on the "Invitations" category row and selecting "Force Complete Process" action.

Note: This action can also be performed through Invitation Console actions. To navigate to the Invitation Console page, please click here.

Select a reason and enter comments on this page. Click "Submit".

Click "OK" to confirm.

Once the process is force completed, the updated status will reflect in Keyword Search "Invitations" and "Manage Accounts" categories as shown below. Since the pending activities for this transaction are no longer available, the "My Tasks" category will not be displayed in the Category list.

The updated status will be "Force Completed" in Keyword Search "Invitations" category and "Invitation Completed" in Keyword Search Manage Accounts category:

The Force Completed status will also be updated in the I-9 Life Cycle as shown below:

Restart Process

Restart Process will help if something in the process went wrong, but it isn't a specific activity that you can trace. When "Restart Process" is used, the onboarding process will again start from the New Hire's first activity. This option can be used by the HR Specialist only for invitations which have a status of Invitation Launched or Invitation in Progress.

Identify the transaction in Keyword Search Invitations Category. If you want to check how far the onboarding process is completed, click on "View Process" action and open the process viewer page.

In this case, the process viewer shows the process is routed to Biographic Information activity for the New Hire.

The runtime page with Biographic Information activity open for the New Hire is shown below:

To restart the process, click on actions and select "Restart Process" option.

Enter the values and click on "Submit".

Click "OK" to confirm process restart.

After restart, the New Hire's onboarding process restarts from Electronic Disclosure activity and the process status of the invitation shows as "Process Initiated"..

If New Hire is simultaneously working on any activity and completes the activity after process restart, then the following message displays on the page.

By clicking on the "Click here" link on the message, the New Hire can open the activities of the restarted process.

Process viewer for the restarted process:

The New Hire will receive the following email with details about the process restart.

Terminate Process

This action can be performed on a transaction when there is a need to terminate an in-progress process. To perform this action, the user must have either the HR Specialist/Recruiter role for the Smart Onboarding product or the I-9 Specialist role for the Smart I-9/E-Verify product. The invitation status of the transaction must be either "Invitation Launched" or "Invitation in Progress".

Note: After the process is terminated, no further actions can be performed on the transaction. 

Click on the Keyword Search icon and select "Invitations" in the Category drop down. Enter the keyword in the "Keywords" field and click "Search". You can also search using "All" keyword and filter the results to select the invitation ID. 

As an example, an invitation in "In Progress" status is considered. Click on actions and select "Terminate Process".

Enter the details on the Terminate Process page.

Select a reason from the dropdown, type in a comment and click "Submit" button.

On the confirmation message, click "OK" to continue.

This confirms the process is terminated. Click on "Close" and refresh your search.

The terminated status will be updated for the transaction.

After the termination, the user whose process has been terminated will receive the following email.

Restart Activities

The "Restart Activity" option allows a specific onboarding activity to be redone if there is an error or new information. This action is available for invitations which are in progress. The activities that can be restarted will vary based on the user’s role and how far along the New Hire is in the process, determined by the number of activities already completed.

Given below are the examples of restart activities for HR Specialist and I-9 Specialist role types.

HR Specialist 

Let us consider a New Hire process in progress with verify information completed. Select "Restart Activities" under actions.

The page displays as below:

Select from the "Restart Group" drop-down which activity you want to restart. Each option in the Restart Group is a collection of different activities that was previously configured.  

Enter your comments and click "Submit".

Click "OK" on the message to confirm the action and continue.

This confirms the activity/activities have been restarted. Click "Close" on the message.

 You will notice the restarted activity for the invitation when you refresh search results.

An email will be sent to the New Hire informing the restart of activities. The New Hire must login to their onboarding process and complete the restarted activities again.

I-9 Specialist 

For an I-9 Specialist, the activities available under the "Restart Group" differ from those available to an HR Specialist. These activities include "Restart EBI" and "Restart I-9 Section 1."

Let’s consider a New Hire process where the onboarding status is the same as in the above example, with the "Verify Information" activity completed. This provides a clear comparison between the activities available to both role types. To proceed, select "Restart Activities" from the actions menu.

The activity restart page displays as below.

Select from the "Restart Group" drop-down which activity you want to restart. Note that the activities available here are different from that of the HR Specialist.

Enter the reason for restarting the activity in the "Comments" section and click "Submit".

Click "OK" on the message to confirm the action and continue.

The following message confirms the activity/activities have been restarted. Click the "Close" button to return to the Invitations page.

You will notice the change in the New Hire's process status when you refresh the search results.

An email will be sent to the New Hire informing the restart of activities. The New Hire must login to their onboarding process and complete the restarted activities again.

Process Insight

Process Insight is a utility which can be helpful in resolving questions about a New Hire's onboarding process.  Effective use of this utility requires an understanding of technical details of the Smart Onboarding product.  

The utility can be best utilized when working with a Smart ERP support analyst to resolve questions about a New Hire's onboarding process.  That person can guide you through the process to use this utility.  

All Administrative Users (System Administrators/Process Administrators/Content Administrators) and the Tenant Users with HR Specialist, I-9 Specialist/E-Verify Specialist roles can access this utility.

However, the link to perform admin actions is available only for the above mentioned Tenant Users.

The Process Insight page displays as below. 

Process Instance History:

This link can be used to view the process instance details.

Admin Actions:

Use the "Admin Actions" link to view or perform the process actions. By clicking on this link, users can perform actions like restart the New Hire's process or any particular activity, terminate the process or force the New Hire's process to completion. Only the tenant users with HR Specialist, I-9 Specialist and E-Verify Specialist roles can access this link and perform these admin actions. These actions are not accessible by the Administrative Users (System Administrators/Process Administrators/Content Administrators).

Click on the "Admin Action" link to see the list of actions. By clicking these links, the users can perform respective actions on the New Hire's invitation process.

Activities:

Click on each step to expand the activity details.

Onboarding Summary

This option is onboarding product specific and is available for New Hire invitations that have completed Employee Information (EBI) activity.

(Note: This option is not available for Smart I-9 product)

This displays the details of New Hire's onboarding summary as below:

Onboarding Summary - Employee Details

Includes the New Hire's personal information, phone numbers (Home & Cell), home and mailing addresses, emergency contacts & self identification details.

Onboarding Summary - Payroll & Tax

Includes the Federal withholding, work state withholding, residence state withholding details.

How do you download signed forms and attachments from Keyword Search invitations?

There are two ways to download the signed forms and attachments for a selected invitation.

Through download options from invitation actions:

Click on the invitations actions and select "Download Signed Forms" and "Download Attachments" options.

From process viewer page via "View Process" action:

Clicking on the "View Process" link on the invitation actions will open the process viewer page as shown below.  To download the signed forms & attachments for the entire process, click on the "Download" dropdown button located at the top of the page. If you need to download forms for an individual activity, click on the download icon located on the row next to the activity.

Download Signed Forms

Select this option to download all of the New Hire's signed forms. When clicked it will download a .zip file containing signed forms for the entire process.

Click on the downloaded .zip file to view the forms. The signed forms will be downloaded as PDFs as shown below.

When clicked on the "Download Attachments", it downloads a .zip file if there are multiple attachments.

Open the downloaded .zip file to view the attachments. The attachments will be in png format as shown below. Click on each file to open the attachment.

If documents uploaded during process activities have the same file name, a number will be appended to each duplicate file name, starting from 1 and incrementing by 1 in ascending order.

If only one attachment exists in the process for the transaction, the "Download Attachment" directly opens the file. 

If no attachment is present, the option "Download Attachments" will not be seen in the Download dropdown.

Opening the zip file will display individual folders for each activity. Click on the relevant activity folder to view any attached documents within that activity, as well as the signed PDF form.