The My Tasks page provides Business Users with a clear overview of the tasks they need to complete for their role, or specifically for themselves. These tasks vary depending on the user's role and the New Hire's progress in the onboarding process. The timing of these tasks appearing in the console depends on the timeliness of the person completing the preceding tasks.

For example, the first task will appear on an HR Specialist's My Tasks page after a New Hire has completed their pre-screening activities, but only if 'Hold for PreScreen Processing?' is set to "Yes" in the New Hire invitation. If 'Hold for PreScreen Processing?' is set to "No," the first task will appear after the New Hire has completed their onboarding activities.

Multiple tasks from a New Hire may appear simultaneously, but only if they are independent of each other. When tasks are sequentially dependent, only the first activity will appear in the My Tasks list, with dependent activities marked by locks in the onboarding process page. Although there may be multiple tasks from a New Hire at the same time, they can be completed all in the onboarding process page. If you leave the onboarding page, you can always come back to My Tasks page to access the activities that are not completed.

Who has access to the My Tasks page?

Users with the following checked roles can access the My Tasks page:

User role	Access
System Administrator	No
Process Administrator	No
Content Administrator	No
HR Specialist
Recruiter
Help Desk Analyst	No
I-9 Specialist
E-Verify Specialist

How do you access the My Tasks page?

My Tasks page can be accessed in two different ways: 

Access via menu icon:

Click on the menu icon, then select the "My Tasks" option under the Consoles section in the navigation menu.

Access Via Quick Links:

From the homepage, select "My Tasks" from the Quick Links bar located below the banner.

What are the contents of the My Tasks console?

The My Tasks console page is organized into several sections, including the Search Filter, Quick Filter, the "Export to Excel" option for downloading search results, and a section displaying pending activities related to New Hire invitations specific to the user's assigned role. The data displayed in the console adheres to the user's security settings, as established by the System Administrator. As a result, users will only see data they have been granted access to. For example, if a user's access is restricted to "Research" Company data, they will only view information associated with that particular company within the console.

Additionally, the availability of the "Export to Excel" button depends on the configuration of the logged-in user's role. The button appears if the user's role has been enabled for data export capabilities. Users with multiple roles will have access to the data export feature in My Tasks as long as they hold at least one of the following roles: HR Specialist, I-9 Specialist, or E-Verify Specialist, and if any of these roles are configured with data export capabilities.

Note: In this example, since the user holds multiple roles (HR Specialist, I-9 Specialist, and E-Verify Specialist), the My Tasks console is showing invitations with pending activities that belong to each of these roles.

Search Filter 

Use these search filters to quickly find a specific transaction. Next to the field, you can change the search option to specify how you want your text to be perceived.

Note: For those with a large number of tasks in the queues, please note that the My Tasks console queue is limited to 1000 tasks with the most recent Invitation ID at the top. If there is a need to access these earlier tasks, we recommend utilizing the search located at the top right of the window or enabling the Deferred Console Search Product Preference. These options will allow for better filter your entire task list. 

In this example, the search results are filtered by the Start Date.

Quick Filter 

Business Users can also use Keyword Search to view their pending activities. For more details, please click here. 

View Process

Clicking the "View Process" link will open the process viewer page of that particular invitation.

Shows the New Hire's Name, Job Code, Start Date and "Download" 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. 

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

Activities that are routed to or completed include details such as description, date, time, status, and user role type. For routed activities, the role type of the user is shown, while for completed activities, the user's name is displayed.

Note: If the user has multiple role types, the first role type assigned to the user is displayed.

Navigating through search results

The search results are displayed in pages with each page containing 10 rows by default. The number of rows displaying per page can be altered by selecting a different value in the "Rows per page" drop-down.

To navigate through the search result pages, you can 

• Use the "Previous" and "Next" buttons
• Click on a page number tab or select a page from the drop-down menu and click "Go"

Using this feature, it is easy to navigate to any page in the search results and review information and perform pending activity for any New Hire's invitation.  

The example below shows navigating to page "5" of the search results by clicking the "5" tab. To view invitation details, complete pending tasks, or see process details, click on the corresponding links for any selected invitation. Clicking any of these links will open the relevant details in a new window, while your search page remains open in the original window. To view additional information or complete another pending activity, return to your search page and click the appropriate link, which will also open the relevant details in a new window.

What can you do on the process viewer page?

As a Business User (HR Specialist/Recruiter, I-9 Specialist, or E-Verify Specialist), you can download signed forms and attachments from the process viewer page. This page 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 are accessible simultaneously.

To open the process viewer page for any invitation, click the "View Process" link for that specific invitation in the My Tasks Console.

The process viewer page with the list of activities displays with the following sections. To download signed forms and attachments for the entire process, click the "Download" drop-down button at the top of the page. To download forms for an individual activity, click the download icon next to the activity row.

Download Signed Forms

Select this option to download all of the New Hire's signed forms. Clicking it will download a .zip file containing all the signed forms.

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

Download Attachments

This link will download attachments from both the primary and restarted processes, including those uploaded during various process activities such as Smart Checklists, Employee Biographic Information, and I-9 Section 1 & Section 2. Note: If attachments are edited within the activities, the most recent updated attachments will be reflected here.

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 attachments uploaded during process activities have the same file name, a number will be appended to each duplicate file name, starting from 1 and incrementing sequentially.

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

If no attachments are present, the "Download Attachments" option will not appear in the drop-down menu.

Download Packet

Download Packet will generate a zip folder with pdf files containing the New Hire's Form I-9, any DHS notifications (such as Further Action Notices and Referral Notices), and copies of documents that have been attached.  

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.