I9 Insight
- srigowri.a
- SriGowri Aspari
What is I-9 Insight?
I-9 Insight shows the following metrics related to your organization:
- I-9 Totals by State
- Citizenship Status graph
- WAE Aging graph
- Overdue Reasons graph
- List A Documents graph
- List B Documents graph
- List C Documents graph
- Total I-9s by Document Type
- Document States
Who can access I-9 Insight?
Users with the following roles can access I-9 Insight..
| Role Type | Access |
|---|---|
| System Administrator |
|
| Process Administrator | No |
| Content Administrator | No |
| HR Specialist |  |
| Recruiter | No |
| Help Desk Analyst | No |
| I-9 Specialist | |
| E-Verify Specialist | |
How do you access I-9 Insight?
Click the menu icon in the top-left corner of the page, then scroll down to the "Reports/Dashboards" section and select the "I-9 Insight" link.
Sample screenshots of accessing the I-9 Insight for different user roles are provided below:
| System Administrator |
|---|
|
| HR Specialist |
|---|
|
| I-9 Specialist |
|---|
|
How is data displayed in I-9 Insight?
The I-9 Insight displays I-9-related data in the form of tiles, graphs, and charts, organized by various attributes and states. The data available to users may vary based on the security access configured by the System Administrator. Users can only view the data they have been authorized to access.
For instance, if a user's access is limited to viewing data for the "Research" company, only the rows associated with that company will be visible in the I-9 Insight.
What sections are included in the I-9 Insight?
Below is an example of the I-9 Insight page.
I-9 Insight Page |
|---|
|
The sections included in the I-9 Insight are discussed below:
Tiles showing I-9 totals
The top of the I-9 Insight page displays cards or tiles showing I-9 totals by their state.
| I-9 Insight Page |
|---|
|
The counts displayed in the tiles will match the counts shown in the Document States for the same I-9 state. For example, the "Ready to Purge" status is illustrated below:
| Tiles |
|---|
|
| Document States |
|---|
|
To view transactions for any I-9 state, click on the corresponding tile.
|
Clicking on the tile will open a popup page with the list of all I-9s related to that state.
The popup page will also include a "Export to Excel" button if the logged-in user's role has been granted with the data export capability. In situations where a user holds multiple roles, access to data export remains available in the I-9 Insight, if at least one of these roles possesses such capabilities:
- System Administrator, HR Specialist, I-9 Specialist or E-Verify Specialist for the Smart Onboarding product
- System Administrator, I-9 Specialist or E-Verify Specialist roles for the Smart I-9 product.
By clicking the "Export to Excel" button, the user can download the displayed data as an Excel file to their local computer.
|
A sample downloaded excel file is given below:
|
The descriptions for the fields presented on the pop-up page are provided below.
| Field | Field Description |
|---|---|
| I-9 ID | Distinctive numeric I-9 ID generated for the transaction |
| Name | New Hire's full name (First Name, Middle Name and Last Name) |
| I-9 Status | Active/Inactive/Ready to Purge |
| Hire Date | Displays the value depending on the given criteria
|
| Company/Business Unit | Based on the Legal Entity setup within the organization, the Company/Business Unit value will be displayed. |
Clicking on the I-9 ID link will display the summary details of the selected I-9.
|
To view the Form I-9 details, click on the I-9 ID link in the I-9 Summary page.
| I-9 Summary Page |
|---|
|
| Form I-9 Details |
|---|
|
If the selected I-9 ID has additional I-9 processes associated with it, clicking on the I-9 ID link will display all the Invitation IDs linked to that I-9.
|
The popup page displays all invitations for that I-9, including both primary and additional processes. An example is provided below. Click on any Invitation ID to continue and view its I-9 Summary.
|
The details presented on the above drilldown page are given below:
| Field | Field Description |
|---|---|
| Invitation ID | Distinctive numeric invitation ID generated for the transaction |
| Name | New Hire's full name (First Name, Middle Name and Last Name) Note: If an employee's middle initial is "N/A" as given in the primary invitation or linked invitation processes such as Name Correction, Reverification, or I-9 Section 1 Correction, it will be excluded when the name is displayed. |
| Start Date | Start Date entered on the New Hire's invitation |
| Business Process | Name of the primary/linked process associated with the invitation |
| Business Process State | Current state of the process associated with the invitation |
Graphs
Citizenship Status, WAE Aging, Overdue Reasons
Clicking on any segment of the graph opens a pop-up page displaying a list of I-9 transactions associated with that specific segment. The data presented in the columns for the I-9s in these pop-up pages varies by graph. The Citizenship Status graph categorizes I-9s by different citizenship statuses. The WAE Aging graph displays the remaining time until work authorization expiry for New Hire I-9s. The Overdue Reasons graph organizes all I-9s into different sections based on the reasons used on the E-Verify page when creating the E-Verify case for New Hires’ I-9s.
Citizenship Status:
|
The page also includes "Export to Excel" button if the logged-in user has one of the roles that has been configured with data export capability. For more details on the data export functionality, please refer to the preceding section.
|
WAE Aging:
|
|
Overdue Reasons:
|
|
The details displayed on the secondary pop-up page includes - I-9 ID, Name, I-9 Status, Hire Date, Company/Business Unit.
| Field | Field Description |
|---|---|
| I-9 ID | Distinctive numeric I-9 ID generated for the transaction |
| Name | New Hire's full name (First Name, Middle Name and Last Name) Note: If an employee's middle initial is "N/A" as given in the primary invitation or linked invitation processes such as Name Correction, Reverification, or I-9 Section 1 Correction, it will be excluded when the name is displayed. |
| I-9 Status | Active/Inactive/Ready to Purge |
| Citizenship Status |
|
| Hire Date | Displays the value depending on the given criteria
|
| Company/Business Unit | Based on the Legal Entity setup within the organization, the Company/Business Unit value will be displayed. |
Clicking on the I-9 ID link will open the I-9 Summary details of that particular transaction.
I-9 IDs |
|---|
|
Clicking on the I-9 ID link on the I-9 Summary page will open the transaction's Form I-9 details.
I-9 Summary Page |
|---|
|
Form I-9 Details |
|---|
|
List A Documents, List B Documents, List C Documents
In this section transactions are categorized based on the documents recorded in I-9 Section 2. Hovering over any segment of these sections will open the associated sub-category name and the total number of transactions in that sub-category.
|
The page also includes "Export to Excel" button if the logged-in user has one of the roles that has been configured with data export capability. For more details on the data export functionality, please refer to the preceding section.
|
Clicking on the I-9 ID link will open the I-9 Summary of the respective transaction. For more details of the fields displaying on this page, please refer to the above section.
|
To open the Form I-9 details, click on the I-9 ID link on the summary page.
|
|
Document States
This visual representation illustrates different I-9/DHS document statuses associated with form I-9s, along with their respective totals. Each I-9 is presented in the corresponding Document State category, taking into account only the most recent I-9/DHS status to avoid duplication within the chart.
If you click on any row within the Document States section, it will display all I-9 IDs linked to that particular document state.
|
The page also includes "Export to Excel" button if the logged-in user has one of the roles that has been configured with data export capability. For more details on the data export functionality, please refer to the preceding section.
|
The details displayed on the page includes - I-9 ID, Name, I-9 Completion Status, Hire Date, Company/Business Unit, Business Process Status and the Invitation Type.
| Field | Field Description |
|---|---|
| I-9 ID | Distinctive numeric I-9 ID generated for the transaction |
| Name | New Hire's full name (First Name, Middle Name and Last Name) Note: If an employee's middle initial is "N/A" as given in the primary invitation or linked invitation processes such as Name Correction, Reverification, or I-9 Section 1 Correction, it will be excluded when the name is displayed. |
| I-9 Completion Status | Latest I-9/DHS document state of the corresponding I-9 |
| Hire Date | Displays the value depending on the given criteria
|
| Company/Business Unit | Based on the Legal Entity setup within the organization, the Company/Business Unit value will be displayed. |
| Business Process Status | Status of the corresponding invitation process |
| Invitation Type | Indicates whether the process pertains to a primary invitation or linked/additional invitation |
Clicking on the I-9 ID link for the primary invitation type, will open the I-9 Summary details of that particular transaction.
|
To view the Form I-9 details, click on the I-9 ID link on the summary page.
 |
|
For linked invitation type, you will see the additional invitations for that specific I-9.
|
Clicking on the Invitation ID will open the I-9 Summary details of that particular transaction.
|
|
How is the user restricted to view candidates' data in I-9 Insight?
Based on the Row Level Security settings configured in Manage Users/Contacts, users will experience limited access to candidates' data within I-9 Insight. System Administrators can facilitate this setup by assigning user access to a designated security group through the Row Level Security feature on the user details page in Manage Users/Contacts. When a user is associated with a specific security group, their access is constrained to the candidate data configured for that group, preventing them from accessing information outside their assigned scope.
Related content
© Smart ERP Solutions, Inc.