Bio - Onboarding

Visibility Note: The Onboarding tab only displays if a user is currently or has previously been through onboarding.

The Onboarding tab displays an applicant's onboarding workflows. Workflows are launched by the recruiter from the Applicant Profile page, and the applicant and recruiter can then view the workflows from Universal Profile. The tab displays all workflows that have been launched for the applicant.

This page is available to recruiters who have access to the applicant's profile and also permission to view onboarding for an applicant. This page is also available to recruiters who have permission to manage employee onboarding. The Employee Onboarding functionality must also be enabled for the portal.

View Team

The View Team flyout is designed to allow managers, approvers, and custom relationships to quickly navigate between subordinates' profiles and transcripts. When enabled, the View Team flyout is available to managers and dotted line managers on all pages of their Universal Profile and the Universal Profile of their subordinates. This flyout displays the manager's reports visually.

The View Team button only displays if enabled in the portal. Administrators may enable or disable this flyout via the My Team Dropdown section within Universal Profile General Preferences. See Universal Profile General Preferences.

See Universal Profile - View Team Flyout.

Options

An Options button may be available on various pages of the Universal Profile. This menu may include options such as Assign Training and Create Goal. See Universal Profile Options Drop-down Overview.

User Information

At the top of the page, the information that is displayed about the user is determined by the administrator.

The user's photo may be displayed. Select the user's photo to view an enlarged version of the photo in a pop-up. In addition, the following user information may be displayed:

  • User's First and Last Name
  • User OU 1
  • User OU 2

Note: Users may be able to edit their photo via the My Account > Preferences page. See My Account - Preferences.

Bio Page Subtabs

The following subtabs may be available on the Bio page:

  • About
  • Resume
  • Career
  • Onboarding
  • Volunteer

Onboarding Tab

The Onboarding tab displays all workflows that have been assigned to the applicant. Each workflow displays in a separate panel that can be expanded or collapsed. The most recent workflow is expanded by default.

The following information displays in the upper portion of the workflow details:

Organizational Units on Hire Date

This section displays the new hire's future OUs that they will move into on their hire date. Both standard and custom OUs display.

Employee Relationships on Hire Date

This section displays the new hire's future relationships that they will get on their hire date.

Status

This field displays the applicant's progress in the workflow. The applicant's workflow progress status displays to the right of the field name. The following are the potential statuses:

  • In progress - This indicates that the applicant has not yet been onboarded to an employee.
  • Completed
  • Cancelled
  • Onboarding
  • Working - For portals that have Onboarding enabled and User Types and Statuses, the external applicant's status changes from Onboarding to Working when the applicant reaches their onboarding hire date.

The completion percentage displays next to the status. The applicant's progress also displays as a colored progress bar.

Canceled Onboarding for External Applicants

If onboarding is canceled for external applicants, then the user type that was defined in the User Type section is removed. This allows external applicants to have the appropriate user type of external applicant when onboarding is canceled.

In addition, the user's status is canceled so that the external applicant returns to being an external applicant instead of being a user in the system.

Task Table Section

The following information displays in the task table:

Column Description
Task Title

This column displays the title of the task, including integration tasks.

For form tasks, the title displays as a link. Click the link to view the form.

Status

This column displays the status of the task, including integration tasks. The following are the possible statuses:

  • Cancelled - This status displays if onboarding is cancelled for the user.
  • Completed - For form tasks, this status displays if the user has submitted the form. For I-9 E-Verify tasks, this status displays if all steps of the task are completed.
  • In Progress - For form tasks, this status displays if the user has started completing the form but has not yet submitted the form. For I-9 E-Verify tasks, this status displays if the task has been assigned and at least one or more steps of the task are not yet completed by the assignee.
  • Not Started - This status displays if the user has not yet started the task. This status also displays if a Not Started status is submitted by the integration provider.
Assignee This column displays the name of the user assigned to the task.
Result

This column displays for all tasks but only provides results for integration tasks. The column is blank for form tasks.

I-9 E-Verify Tasks

The result displays the status of the I-9 form after it has been submitted to the third party application. The column displays one of the following results of the e-verification, depending on the case state of the verification process:

  • Action Required - This result displays if an action is required by the employer to complete the e-verify process for the new hire.
  • Approved - This status indicates that the submitted form has been approved. The form is now considered completed.
  • Authorized - This result indicates that the user's identity has been verified and the user is authorized to work in the United States. This result displays if the e-verification has been completed and the case is closed.
  • Authorized - Closed Case - This result indicates that the new hire is authorized to work in the United States, and the employer must access the third party application to close the e-verify case to make the work authorization official.
  • Denied - This status indicates that the submitted form has been denied. The approver may have included comments to explain why the form was denied. When a form is denied, the user cannot make changes to the form and resubmit it for approval. A form that requires approval is not considered completed until the form is approved or denied.
  • Denied and Returned - This status indicates that the submitted form has been denied and returned to the user. The user can access the returned form from the Universal Profile > Actions tab, where they can make changes to the form and resubmit it for approval.
  • N/A - If a result has not yet been received, then N/A displays.
  • Pending - This result displays if a decision to verify whether or not the new hire is authorized to work in the United States is pending on the verification.
  • Pending Approval - This status indicates that the submitted form is pending action from the approver to approve, deny, or deny and return the form.
  • Unauthorized - This result indicates that the user's identity has been verified and the user is not authorized to work in the United States. This result displays if the e-verification has been completed and the case is closed.
  • Unauthorized - Close Case - This result indicates that the new hire is determined to be not authorized to work in the United States, and the employer must access the third party application to close the e-verify case to make the work authorization official.
W-4 Form Tasks

The result displays status updates for W-4 form tasks. The updates are sent by CIC Plus. The following results may display:

  • [Number of] Pending Form(s) - This indicates the number of forms that the user has not yet completed in CIC Plus. This status displays when a task is in an In Progress status and there is at least one pending form status received from CIC Plus.

Once all forms are completed, the Result column is blank and the Status column displays a Completed status.