The My Tasks from Keyword Search presents different data to the Business Users depending on their role type and where the New Hire is in their onboarding process. The tasks' timing to appear in the search results is dependent on the timeliness of the person doing the tasks before them. The invitation first appears in HR Specialist's My Tasks, after a New Hire has finished their pre-screening activities.

There can be multiple tasks from one New Hire at the same time, but only if they are independent of each other in the step. When the activities are sequentially dependent, only the first activity will appear in the My Tasks list. In the onboarding process page, the dependent activities have locks next to them. Although there may be multiple tasks from one New Hire at the same time, they can be completed all in the onboarding process page.

Who has access to My Tasks through Keyword Search?

Business Users with HR Specialist, Recruiter, I-9 Specialist and E-Verify Specialist role types can access My Tasks through Keyword Search.

How do you access My Tasks through Keyword Search?

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

If you know the invitation ID, then enter the number in "Keywords" field and click Search. If you want to see the pending tasks of all invitations, enter "All/all" in the "Keywords" field and search.

This will display all invitations in My Tasks Category.

The facets can be used to filter the search results.

Example: Filter search results based on activity name

Similarly, you can use different search keywords for filtering the data. For more information on the keywords that can be used for My Tasks category, click on the Keyword Search 'Help' icon.

When the Help page opens, click on the "My Tasks" link under search categories.

This displays the list of keywords with their description. You can use any of these keywords for searching the transactions.

Search can also be performed using detailed keyword options. To view these options click on 'More Options' 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 'Date Assigned' field for searching the invitations. Enter any specific date and click on 'Search'.

This will fetch the invitations with activities assigned date or routed date as specified in the search.

You can also enable operators if required by clicking on the 'Show Operators' link provided at the bottom of the search box.

These operators can be used with the search fields to filter the search results.

How to refine and narrow down the search results in My Tasks?

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 My Tasks category can be viewed by scrolling down on the left navigation. For drill down of data in My Tasks search, the following facets can be used: Process, Start Date, Activity Name, Step Name, Process State, Notices, Location, Department, Business Unit, Company and Job Code.

Few facets/filters that can be used in My Tasks are given below. To view the desired transactions, select the checkbox beside the corresponding filter within the facet.

Search by process:

Search by activity:

Search by Process State:

Search by Notices & I-9 Notices: Notices include filters pertaining to process-related events like process/activity restarts, I-9 assignments to remote users, and I-9s pending review by I-9 Specialists can be filtered. On the other hand, I-9 Notices are for filtering transactions specific to I-9 scenarios, such as preparer/translators information, remote users, additional I-9 processes initiated by employees or employers, Section 2/Supplement B completed with alternative document procedure etc.

How to export results from My Tasks?

If the logged-in user's role is configured for data export, the "Export to Excel" button will appear in My Tasks results. By clicking this button, the users can download the data displayed on the search result 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.

What related actions the users can perform from Keyword Search My Tasks?

The users can perform the following actions from My Tasks.

View Process
Review Invitations

How does the My Tasks show for a HR Specialist?

For a HR Specialist, the HR pending tasks are shown under My Tasks result page.

The below example shows all the three HR tasks - Verify Information, Complete Job Details and Send Candidate Data to HR. After a New Hire submits the onboarding information to HR, the invitation appears first under HR Specialist's My Tasks for verify information. When this activity is completed by the HR Specialist, the process then moves to Complete Job Details and then to Send Candidate Data to HR. After HR tasks are completed, the invitation appears under My Tasks for the I-9 Specialist showing "Complete I-9" as the pending activity.

Here, click on the "HR Tasks" link to navigate to the activity and complete the rest of the process.

The HR Specialist can continue with the New Hire's process to complete the other HR tasks.

What does the My Tasks search results page display for the I-9/E-Verify Specialist?

The pending activities related to the New Hire's onboarding process differ for I-9/E-Verify Specialists.

My Tasks for I-9 Specialist:

For I-9 Specialists, the My Tasks search results show the activities of pending Complete I-9 for Section 2 and Section 3.

Click on "HR Tasks - Complete I-9" link for accessing Section 2 activity and "I-9 Section 3 - Complete I-9" for Section 3 activity.

This navigates to the activity and allows I-9 Specialist to complete the I-9 process.

Section 2

Section 3

The I-9 Specialist can view the invitation and process details of the New Hire's invitation through My Tasks actions. Please refer the above section for more details on these actions.

My Tasks for E-Verify Specialist:

The My Tasks for E-Verify Specialist displays the pending E-Verify activity of all the processes such as primary onboarding, Section 1 and Section 2 corrections, receipt updates, SSN updates etc.

By clicking on the "HR Tasks - E-Verify" link, the E-Verify Specialist can access the activity and proceed with candidate's DHS verification process.

E-Verify activity

Scroll down the page and click on the "Create Case" button to initiate E-Verify.

The actions the E-Verify Specialist can perform from here is view the process details and review invitation. Please refer the above section for more details on these actions.

How do users perform My Tasks related actions?

The My Tasks related actions allow users to view the invitation and process details of the New Hire's invitation.

View Process

This option allows you to check which tasks have been completed for the New Hire. When you click on the "View Process" link, the page displays as below.

This is a simple way of seeing an overview of where the New Hire is in their process, including the HR, I-9, and E-Verify Specialist's activities. The activities can have the following states:

	Completed: Activity can be can be accessed and the information in the activity may or may not be available for editing
	Available: Activity can be accessed and has not yet been completed
	Locked: Activity cannot be accessed