SumTotal Talent Acquisition

Version 19.2

Onboarding Administrator Guide

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CONTENTS
Introduction to Onboarding 5

Complete Preboarding or Onboarding Tasks 6

Welcome Letter 9 New Hire Forms 10 Recommended Learning 10 Day-One Schedule

11 Validate Personal Data 12 Assets 13 Mentor 14 Meet the Team 15 Goals 15 Job Fit
16 Development Plan 17 Compensation 18 Resume 19 Timeline 20 File Upload 21
eSignatures 21

Configure an Onboarding Initiative 22

Edit Onboarding Initiative Presentation 24 Edit Onboarding Initiative Template

Transitions 26 Configure Onboarding Items and Groups 29 Welcome Letter 32 New
Hire Forms 34 Recommended Learning 37 Day-One Schedule 38 Validate Personal
Data 41 Assets 42 Mentor 46 Meet the Team 48

Goals 48 Job Fit 49 Development Plan 49 Compensation 50 Resume 51 Timeline 51

File Upload - Configure 52 eSignature - Configure 54 Blank Activity 56 Manage
Initiative Assets 57

Launch an Onboarding Initiative 59

Edit Onboarding Transitions on Launch 60 Bulk Assignment of Onboarding Initiatives

62 Create or Edit a Bulk Assignment Batch Job 63

Manage Open Initiatives 70

 4

Introduction to Onboarding
The Onboarding feature of the SumTotal Talent Acquisition Suite allows you to easily set up, customize, and
launch a complete preboarding and onboarding experience.

• Complete Preboarding or Onboarding Tasks (on the next page)

• Configure an Onboarding Initiative (on page 22)
• Launch an Onboarding Initiative (on page 59)
• Manage Open Initiatives (on page 70)
 5

Complete Preboarding or Onboarding

Tasks
When you are starting a new job, you need every advantage you can get to ensure you are successful from
your very first day. SumTotal Preboarding and Onboarding walks you through a series of tasks to complete
before your first day, on your first day, and beyond. Use these tasks to get acquainted with your new team
and company, complete new hire forms, manage expectations for your job, discover training to help you
succeed, and more.

When it is time for you to begin your preboarding process, you will receive an email notification. Your first
step at this time should be to enter the system and navigate to your Initiatives Dashboard. From there, the
system will walk you through everything you need to be prepared for your new role.

To access your Initiatives Dashboard, log into the system and either:

•In the Header menu, open your Self menu and navigate to Initiatives.

• In the Header menu, open your Timeline. Next to the Initiative item, click View.

Your Initiatives Dashboard appears, with My Owned Initiatives highlighted.

 6

• My Owned Initiatives lists all the initiatives assigned to you. Preboarding and Onboarding items could be
combined into a single initiative, or be assigned to your as two separate initatives. Once you have
completed Preboarding tasks, Onboarding tasks become available.

Note: Initiative Templates and Open Initiatives will only be visible to Onboarding Managers
and Administrators.

• Each initiative may be listed with any of the following information:

► The initiative name (such as, "New Hire for Sally")
► The initiative assignment date
► The user who assigned the initiative
► The initiative completion percentage
► The number of days remaining to complete the initiative
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1. Click the name of the initiative you want to access. Your initiative appears.

► An initiative workspace shows all the items (tasks) available to you. Related tasks are
grouped together, and more tasks only become available once you have completed the
displayed group of tasks. Each item includes a name, brief description of the task, and step
number (for example, the first item in an initiative is "1").
► Items have a Complete tag once you've compeleted them, or a Locked tag if you have to
complete other items first.
► A metric bar indicates your initiative status, displaying the following information:
◦ Percent Complete: The percentage of total tasks you have completed
◦ Days to Completion: The number of days remaining to complete the initiative
◦ Available Items: The number of items (tasks) currently available to you
◦ Mandatory Items: The number of items in the currently displayed group that are
mandatory; all assigned items are mandatory.

Note: You can click Initiatives in the breadcrumb at the top of the page at any time to return to My
Owned Initiatives.

2. Click an item to view it. Some items require review, while others require direct interaction. Your
initiative may also contain more than one of a given item, or it may contain custom items not
described here:
 8
► Welcome Letter (below)
► New Hire Forms (on the next page)
► Recommended Learning (on the next page)
► Day-One Schedule (on page 11)
► Validate Personal Data (on page 12)
► Assets (on page 13)
► Mentor (on page 14)
► Meet the Team (on page 15)
► Goals (on page 15)
► Job Fit (on page 16)
► Development Plan (on page 17)
► Compensation (on page 18)
► Resume (on page 19)
► Timeline (on page 20)

Welcome Letter
The Welcome Letter step welcomes you to the company and the team with personalized messages from
other employees. This may include the CEO, your manager, and your peers. Review these letters to become
comfortable with your new role in the company.

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Select an employee from the left-hand pane to read their letter to you.

New Hire Forms

The New Hire Forms step provides you with documents you need to review, as well as some you may
need to complete and return to the company (such as your manager or HR). These forms may include
direct deposit forms, company policies, and more.

To download a form, click Download. Be sure to complete these forms by the listed Due Date

Recommended Learning
The Recommended Learning step allows you to get a head start on your new job by registering for and
taking learning activities that are tailored to your job requirements and interests. An embedded
Recommended Learning widget automatically makes recommendations for you, based on these and other
criteria.

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If you do not have a job assigned, or if you have not specified your interests, this step may ask you to set your
learning preferences first.

For more information on using the Recommended Learning widget, including accessing activities and
setting preferences, see "View Recommended Learning" in the SumTotal Core Platform User Guide.

Your initiative includes two Recommended Learning steps: One for preboarding (before your first day) and
one for onboarding (after your first day).

If you are in preboarding, click Finish to complete your preboarding process. Or, if you are in
onboarding, click Next to proceed to your Day-One Schedule.

Day-One Schedule

A Day-One Schedule can relieve much of the stress of your first day by providing you with a map to the
office and a schedule to follow. This can help you get to the office on time, know where you need to be and
when, and provide a time for you to meet your manager and team.

Select the Directions to Office tab to view a map image. This ideally will include a map with the route from
your home to the office, as well as a list of directions.
 11

Select the Day 1 Schedule tab to view the schedule for your first day. Items are organized
chronologically.

Validate Personal Data

The Validate Personal Data task ensures that you have a chance to review and update your personal data -
such as name, address, phone number, and more. This page functions the same as your Profile Details

page, accessible from your Self (

If any of your information is not accurate, perform one of the following:

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• Click the Edit icon to make the form editable, and click Save when finished. Some fields may be read-
only. If any read-only information is inate, contact your manager or HR.

• Select View HR Details from the menu in the upper-right-hand corner. From there, you can access a series
of forms to view and update your information. For details, see the SumTotal Talent HR Management Guide.

To upload or update a resume, click View Resume. Managers use details from your resume to help build
succession plans, and you can submit your resume when you apply for internal jobs.

Assets

The Assets item provides you with office and equipment information, as well as helpful phone numbers for
security and technical support in the left-hand panel.

Select the Assigned Office tab to view a map of the office complex, directions to your building or desk
within the office complex, office perks, and floor amenities.
 13

Select the Assigned Equipment tab to view your company-assigned assets, such as a laptop, cell phone, or
company car. Assets may be mandatory or optional, and you can pick up these assets at the designated

Pickup Location. Once you have received the asset, select Received. Mentor

The Mentor item assigns you a mentor who can actively advise you as you become acclimated to your new
job. If you have a scheduled meeting with your mentor, it will be indicated on the assigned date on the
calendar. If it is not already showing, click the date to open the meeting details.

Even if you have one scheduled meeting with your mentor, the expectation is that you will remain in close
contact during your first weeks on the job.

Click Next to proceed to Meet the Team.

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Meet the Team

The Meet the Team step provides you with an overview of your new team. Your direct manager is
displayed at the top of the pane, while all your peers (who share the same direct manager) are listed
below. Each employee is shown with their name, primary position, work location, and email address.

Goals

The Goals step allows you to draft specific, measurable, actionable, and time-bound personal goals you
expect to complete during your first year on the job. These goals should be tailored to your responsibilities
within the company, and you should work closely with your manager when drafting

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them. Goals help employees understand how they can measurably contribute to company success and
personal growth.

For more information on using this panel and drafting goals, see "Goals," under "Understanding Key
Metrics," in the SumTotal Core Platform User Guide.

Job Fit

The Job Fit step provides insight into how well you fit your current job, based on obtained skills and completed
learning activities. Use Job Fit to compare Learn skills, Talent behaviors, and completed activities against
those needed to succeed in a job by identifying both areas where you meet the needs of the position and any
gaps you need to fill.

Using Job Fit, you can view the skills and behaviors you still need to obtain, as well as the learning
activities you should complete, to be an ideal fit for your job. These are known as "gaps" and can help you
set development goals for your new job.

For more information on using this panel, see "Job Fit," under "Understanding Key Metrics," in the
SumTotal Core Platform User Guide.

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Development Plan

The Development Plan step allows you and your manager to identify and manage any activities you should
complete to close any gaps between current capabilities and those of your new job and career track. You can
group activities, enabling you to understand how you are developing, and to target the activities that are most
important to career goals. Key metrics and summaries help you understand how much you have progressed
toward your development goals.

The Development Plan encourages collaboration. You can create your own set of activities and goals, then
either apply the changes or send them to your manager for approval, depending on system configuration.
Managers can use special tools to review and approve development plans for their entire team, or to assign
development activities to multiple direct reports. The manager can then make changes to the activity list, then
either approve or reject the plan. You and your manager can add activities to the plan at any time and track
progress toward plan completion. This helps organizations emphasize continuous, year-round development,
independent of any assessment cycles.

For more information on using the Development Plan, see "Manage Employee Development" in the
SumTotal Core Platform User Guide.

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Compensation

The Compensation step provides you with an overview of how you are being paid, including your salary and
bonus. After you have spent some time with the company, you can revisit this panel from your Mini- Profile or
Key Measures widget to review how your compensation has changed over time.

For more information on using this panel, see "Compensation," under "Understanding Key Metrics," in the
SumTotal Core Platform User Guide.
 18

Resume

The Resume step allows you to populate your Core Platform Resume with career history, or to review your
existing career history. A robust resume not only gives management insight into your accomplishments and
skills, but when used in conjunction with the Career Plan, it can help the system calculate which future jobs
you are the best fit for, suggest them, and help you develop for them.

For more information on using the Resume, see "View My Resume" in the SumTotal Core Platform User
Guide.
 19

Timeline

Even from your first day, you may have several tasks you need to complete, from participating in drafting goals
for an assessment, to taking required learning activities. The Timeline step gives you access to your Timeline
as part of your onboarding initiative, so you can review these tasks and begin any that need your immediate
attention.

For more information on using the Timeline, see "View Your Timeline and Alerts" in the SumTotal Core
Platform User Guide.
 20

File Upload

Oftentimes, you’ll need to upload paperwork for HR or you manager, for payroll, taxes, healthcare, or other
official data. With the File Upload item, simply click Add File to upload the requested document quickly

and securly. eSignatures

Quickly and digitally sign forms that your HR Team, manager, or administrator have requested. Simply click
Sign next to each form, and complete the e-Signature experience.

Note: After you’ve signed a form, it might take a few minutes for the Status to update as the system and
the e-signature service syncronize.
 21

Configure an Onboarding Initiative

SumTotal Onboarding grants you the power to define onboarding processes for various types of new hires,
using a set of templates and configurable blank slates. SumTotal Onboarding comes with a set of processes
(Preboarding and Onboarding) and items (tasks and tools within those processes) ready for configuration,
which makes it easy for you to plug-and-play common onboarding tasks.

However, Onboarding is compatible with blank initiatives and blank items from which you can customize
content to finely suit your needs.

Note: When sending emails through Talent Acquisition - Onboarding, emails are processed as a batch.
This occurs every 15 minutes, when the process is manually refreshed, or when there is a status change on
certain onboarding activities.

When you create or edit an initiative, you set the steps and configuration of the template as it would apply to
most users. Then, when you launch the initiative (on page 59), you can fine-tune its settings for the new hire
you are assigning it to.

To access Onboarding configuration, perform the following:

1. In the Header menu, click

2. Click Initiatives. 3. Select the Initiative

Templates tab.

4. To manage assets that can be used when configuring steps of the process, click Initiatives Asset
Management. See Manage Initiative Assets (on
page 57). 5. Perform one of the following:
► To create a new template from scratch, click Add New Template.
► To edit an existing inactive template, select Edit from its Actions menu.
 ► To deactivate an active template, select Deactivate from its Actions menu. This does not impact
initiatives already assigned to users from this template.

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► Similar items in a process are organized into groups.

Warning: If you are creating or copying a template, you must save the template, then re-edit it in order to
add or modify its data. Failing to do so could cause data loss.

Warning: You cannot edit the template after it has been launched and assigned for the first
time.
Note: Changes you make to the initiative or its items are automatically saved, except where noted in the
sub- topics below.

Note: If an employee fails to complete a Preboarding item before Onboarding initiates on their first day, that
item remains assigned.
► To copy a template and edit the copy, select Copy from its Actions menu.
► To delete a template, select Delete from its Actions menu. To delete a template, it must be
inactive, and no users must currently be in the process of completing one of its initiatives.

If you are creating, editing, copying, or launching (on page 59) an initiative, a configuration
page appears:
 23

next to the initiative title. See Edit Onboarding Initiative Presentation (below)
7. To configure the notifications that get sent at the start and completion of certain parts of the
onboarding initiative, click Transitions. See Edit Onboarding Initiative Transitions (on page 26). 8. For
information on configuring processes, items, and groups of items, see Configure Onboarding
Items and Groups (on page 29).

Edit Onboarding Initiative Presentation

You can configure how the initiative appears for a new hire, including background images, titles, and
informative summaries.
6. To configure the initiative presentation, such as banner images and information summaries, click
next 1. While editing the initiative, click to the initiative title.

► The configuration pane that appears shows a preview of your initiative banner image, initiative
name, and description at the top. This is what will display at the top of the page when the new hire
accesses their initiative dashboard to complete tasks.

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2. Enter the Name and a Description of the initiative. 3. Select the Banner Image
to display at the top of the initiative dashboard.
► If you do not select an image, a blue background will be used.
► The banner image will be stretched to a resolution of 700px high, if necessary, with width
depending on screen resolution.

Note: An initiative card preview appears at the bottom of this

page.
4. Select the Card Image to display with the initiative overview. New hires will see this image with the
initiative card when they view all their assigned initiatives on their initiative dashboard, and they can
click this card to open their initiative.
► If you do not select an image, a blue background will be used.
► The card image will be stretched to a resolution of 450x250, if necessary.

5. Select the information that will appear with the initiative card:

Note: Show Privacy and Show Community are not currently

supported.

► Show Start Date

► Show Creator Name

6. Click Save.

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Edit Onboarding Initiative Template

Transitions
You can configure the system to send email notifications to particular users - including the new hire and their
manager - using Transitions. Notifications can send at the start of a particular process (such as the
preboarding process) or when the new hire begins a particular step.

When you are configuring an initiative template, you can set up transitions for how most initiatives will need
them. When an initiative is launched, transitions can be fine-tuned for that launch (on page 60).

Note: If your initiative has multiple processes, such as a preboarding and onboarding process,
transitions only apply to that particular process. You can configure separate transitions by process. New
(that is, not baseline or copied) templates have only one process.

1. While editing the initiative, click Transitions in the process toolbar.

2. Perform one of the following:
a) To add a new transition, click Add Transition. b) To edit an
existing transition, click Edit. c) To delete a transition, select Delete
from its Actions menu.

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3. Enter a Description of the transition. 4. Select the Transition Type. This

determines when the transition will execute:
► Created - Transition executes when the assignee starts the initiative.
► Step Change - Transition executes when the process begins or ends a group that contains a
particular step.

5. If you had selected a Step Change transition, select the From Range Begin Step and/or To Range
Begin Step.
► The transition will execute when the new hire moves from the From step into the To step. For this
reason, you should select adjacent steps here.
6. Use the Action section to configure what happens when the transition executes:

Note: Administrators can add or remove recipients, or modify the email subject or message when they
launch the initiative.

a) Enter a Description of the action. b) Select the Action Type that determines the action that
occurs. At this time, only Send Email
is supported.

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c) Enter all or part of the Search Recipient, and click Search.
i. In the pop-up that appears, select the users who will receive the notification. ii. Click Save.
The Email Recipient name populates.
d) Repeat the above step until you have selected all desired recipients. e) To remove an Email
Recipient, click
next to their name.
7. Enter the Email Subject and Email Message. These fields support the use of variables,
such as
dates, URLs, and names. 8. Click OK. 9. Click OK again on the Transitions list page.
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 Items are the individual steps on an Onboarding initiative, and groups help organize items into clear
stages.

A typical onboarding initiative for a new hire consists of two phases, which include distinct step templates but
share configuration methodology. The default New Hire template includes these two processes, but you can
edit the defaults or create your own process as part of a new initiative template:

• Preboarding comprises the tasks a new hire is expected to complete before their first day on the job.
These tasks include being welcomed into the company, completing HR forms, completing new hire learning
assignments, and reviewing their Day-One schedule.

• Onboarding comprises assigned tasks and useful tools for a new hire in their first days or weeks on the
job. Tasks may include validating personal information and completing additional forms, while tools may
include office maps, org charts, Day-One schedules, mentor introductions, and key metrics.

You can only configure an item once you have a group in place.

► Configuring processes
1. In the process toolbar, click Edit. 2. Provide a Name
and Description of the process. 3. Click Save.

► Configuring groups
1. To create a new group, click Add New Group. A new group appears at the end of the group list.

Configure Onboarding Items and Groups

 29

ant to delete. a) Click

b) Click Delete Group.

► Configuring items
4. To add a new item to a group:

a) Click next to the group you want to add the item to.
2. To move a group:

a) Click next to the group you want to move.

b) Enter the Reorder value.

3. To delete a group and its items:

b) Click Add New Item. The configuration form that appears depends on the item you are
configuring:
◦ Welcome Letter (on page 32)
◦ New Hire Forms (on page 34)
◦ Recommended Learning (on page 37)
◦ Day-One Schedule (on page 38)
◦ Validate Personal Data (on page 41)
◦ Assets (on page 42)
◦ Mentor (on page 46)
◦ Meet the Team (on page 48)
 ◦ Goals (on page 48)
◦ Job Fit (on page 49)
◦ Development Plan (on page 49)
◦ Compensation (on page 50)
◦ Resume (on page 51)
◦ Timeline (on page 51)
◦ File Upload - Configure (on page 52)
◦ eSignature - Configure (on page 54)
◦ Blank Activity (on page 56)

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c) Each item will allow you to set a Default Card Image.

i. Click Choose File.

ii. Click Add to upload a new image to the Asset Library.

1. Enter a Name and Description for the file, and click Drop file here or click to
 upload.

2. Preview the image you've uploaded, and click either Change File or Upload.

iii. Select the images you want to use and click Save.

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.
b) Click Delete. Welcome Letter
The Welcome Letter gives your organization to craft a personalized message to welcome the
new hire to the team. A single Welcome Letter step can include multiple messages from multiple
employees, helping the new hire feel at home in their new job, get acquainted with their
superiors, and understand the broader expectations.
Note: To preview how a configured item will appear to assigned users, click the item's title.
5. To edit an existing item, click
and select Edit. The configuration form that appears depends on the item you are configuring
(see above). 6. To move an item within a group:
a) Click
.
b) Enter the Reorder value.
7. To move an item to a different group:
a) Click
.
 b) Change the Move to Group value.
8. To delete an item:
a) Click
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Letters you add during template configuration should apply to all employees, such as letters from the CEO.
Letters added during launch (on page 59)

1. Select Welcome Letter as the Item Type. 2. Enter the Item Title. 3. In the
Welcome Letter section, perform one of the following, as applicable:
► To add a new letter, click Add New Item.
► To edit an existing letter, click Edit.
► To delete a letter, select Delete from its Actions menu.

4. To select the letter's sender:

a) In the Sender Name field, enter all or part of the sender's name. b) Click Search. The system
shows matching employees. c) Select the sender, and click Select. The sender's name populates
in the Selected Sender
field.

5. Enter the Letter Text in the rich text editor. You can also include images from the Asset Manager,
or upload new
ones. 6. Click Save.
 33
New Hire Forms

The New Hire Forms item allows you to present documents and other files for your new hire to review and
acknowledge. This is an easy way to distribute company policies and procedures, as well as a way for the
employee to receive forms they must fill out when they arrive.

A baseline New Hire initiative includes two New Hire Forms steps: one for preboarding and one for
onboarding.

1. Select Forms as the Item Type. 2. Enter the Item Title and Item Description. 3. Enter any
Instructional Notes to help the employee understand what they need to do with these
forms.
 34
4. Use the Forms list to manage the documents new hires will receive.
a) To add a new file, click Add New Item. Or, to edit an existing file, click Edit.

i. Enter the Form Name. ii.

Enter the Form Details.

Note: You can only set the Due Date if you are launching the initiative (on page
59).

iii. Enter a Due Date by which the new hire should complete the form.

Note: You must have File Management View permissions to view or select files. To upload new files,
you must have File Management Create permissions. To delete files, you must have File Management
Delete permissions. See Manage Permission Levels (on page 1).

iv. To select a file to add, click Browse. A File Management list appears.

Warning: Take care when deleting files from this list. This list shows all files currently stored in the main
 Asset Library, and some files may be used or needed elsewhere in the system.

35

2) Enter a Name for the file. 3) Enter a Description. 4) To upload

the file, either click Drop File Here or Click to Upload and select
the file from your system, or drag and drop the file from your
system into the Drop File Here or Click to Upload box. 5) Click
Upload. 6) Click Done.

• To delete a file from the Asset Library, select it and click Delete.

v. Click Save.

b) To download a selected file, click Download. c) To delete a file from the item,
select Delete Item from its Actions menu.

5. Click Save.
Note: You can click a File Name to download and review it before selecting
it.

• If your file is already in the Asset Library, select it and click Embed Link.
 • If your file is not in the Asset Library, perform the following:
1) From the Asset Library, click Add.

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Recommended Learning
The Recommended Learning item allows the new hire to get a head start on their new job by registering for
and taking learning activities that are tailored to their job requirements and their interests. When a new hire
enters the Recommended Learning step, an embedded Recommended Learning widget automatically makes
recommendations for them. Therefore, no configuration of the Recommended Learning task itself is required.

A baseline New Hire initiative includes two Recommended Learning steps: one for preboarding and one for
onboarding. Preboarding learning activities may include company-required training (such as sexual
harassment training or reviewing security policies), while onboarding activities may include training tailored to
help the employee improve in their particular job.

For more information, see View Recommended Learning (on page 1).

1. Select Recommended Learning as the Item Type. 2.

Enter an Item Title and Item Description. 3. Click Save.

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Day-One Schedule
The Day-One Schedule item relieves much of the stress of a new hire's first day by providing them with a
schedule to follow. Their schedule may include time to meet their manager and peers, have lunch with the
team, review job requirements, and more. You can also provide a map that shows the fastest route from the
employee's home to the office.

1. Select Day-One Schedule as the Item Type. 2. Enter an Item Title and Item Description. 3.
Enter any Instructional Notes to help the employee better understand their schedule.

4. If you want to hide most default content for this item and instead use custom HTML, select
Override page content at the bottom of the page and enter your HTML in the text field that
appears.
► Any overridden fields are hidden from the configuration form when you select this option.
► This HTML only affects what the user sees in the main (right-hand) panel. It does not affect

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5. Enter any Instructional Notes to help the employee understand what they need to do. 6. To select a
Directions Map image to upload, click Browse. A File Management list appears.
 the informational (left-hand) panel.
► Skip to Step 6 below.

Warning: Take care when deleting files from this list. This list shows all files currently stored in the main
Asset Library, and some files may be used or needed elsewhere in the system.

Note: You can click a File Name to download and review it before selecting
it.

► If your file is already in the Asset Library, select it and click Embed Link.
 39

Note: Schedule items configuration is only available if you are launching the initiative (on page
59).
► If your file is not in the Asset Library, perform the following:
i. From the Asset Library, click Add.

ii. Enter a Name for the file. iii. Enter a Description. iv. To upload the file, either click
Drop File Here or Click to Upload and select the file from your system, or drag and
drop the file from your system into the Drop File Here or Click to Upload box. v. Click
Upload. vi. Click Done.

► To delete a file from the Asset Library, select it and click Delete.

40
7. In the Schedule Items section, perform one of the following, as applicable:
► To add a new schedule item, click Add Schedule Item.
► To edit an existing schedule item, click the Edit icon.
► To delete a schedule item, click the Delete icon.

8. Click Save.

Validate Personal Data

The Validate Personal Data task ensures that the new hire reviews the personal data the company has on
them - such as name, address, phone number, and more. The employee can then make changes to certain
information, as configured by an administrator (on page 1), or follow up with their manager to make
corrections. The Validate Personal Data task automatically embeds the Profile Details form for the new hire
and follows its configurations, so no additional configuration of this step is required for onboarding.

For more information, see View or Update Your Personal Details (Profile Details Page) (on page 1).

1. Select Validate Personal Data as the Item Type. 2.

Enter an Item Title and Item Description. 3. Click Save.
 41
Assets

The Assets item provides the new hire with information on all assets the company has assigned the
employee, such as laptops, cell phones, company cars, and more. You can assign any asset already
added to the asset library (on page 57).

This step also allows you to provide a map of the office complex, a list of what can be found in the office, and
helpful phone numbers.

1. Select Assets as the Item Type. 2. Enter an Item Title and Item Description. 3. Enter any
Instructional Notes to help the employee understand what they need to do with these
assets. 4. Enter a Tech Support Number. 5. Enter a Security Number
(that is, a phone number to the office security team).

6. If you want to hide most default content for this item and instead use custom HTML, select
Override page content and enter your HTML in the text field that appears.
 42

7. To include a Campus Map, click Browse. A File Management list appears.

Warning: Take care when deleting files from this list. This list shows all files currently stored in the main
Asset Library, and some files may be used or needed elsewhere in the system.

Note: You can click a File Name to download and review it before selecting
it.
► Any overridden fields are hidden from the configuration form when you select this option.
► This HTML only affects what the user sees in the main (right-hand) panel. It does not affect the
informational (left-hand) panel.
► Skip to Step 12 below.
 43

8. Enter the employee's Building & Cubicle designations.

Note: Individual items in a comma-delimited list cannot contain commas.

a) If your file is already in the Asset Library, select it and click Embed Link. b) If
 your file is not in the Asset Library, perform the following:
i. From the Asset Library, click Add.

ii. Enter a Name for the file. iii. Enter a Description. iv. To upload the file, either click Drop
File Here or Click to Upload and select the file
from your system, or drag and drop the file from your system into the Drop File Here or
Click to Upload box. v. Click Upload. vi. Click Done.

c) To delete a file from the Asset Library, select it and click Delete.

44
9. Enter Directions to the employee's destination within the office complex as a comma-delimited
 list. Each step will appear as a bulleted item. 10. Enter Office Perks as a comma-
delimited list. Each item will appear as a bulleted item. 11. Enter Floor Amenities as a comma-
delimited list. Each step will appear as a bulleted item.

12. Use the Equipment Details list to manage the assets new hires will receive.

Note: To view complete details of an asset, click its name in the

list.

► To add a new file from the asset library, click Add New Item.
► To update an asset's pickup location or specify whether it is mandatory:
i. Click Edit. ii. Update the Pickup Location.
iii. Select whether the asset is Mandatory. iv.
Click Save.

► To remove an asset, select Remove from its Actions menu.

13. Click Save.

 45
Mentor

The Mentor item assigns the candidate a mentor who can actively advise the employee as they become
acclimated to their new job. The mentor and employee can meet on a designated date, with the expectation
that they remain in close contact during the employees first weeks on the job.

You will do most of the configuration of this step when you are launching the initiative (on page 59)

1. Select Mentor as the Item Type. 2. Enter an

Item Title and Item Description.

3. If you want to hide most default content for this item and instead use custom HTML, select
Override page content at the bottom of the form and enter your HTML in the text field that
appears.
► Any overridden fields are hidden from the configuration form when you select this option.
► This HTML only affects what the user sees in the main (right-hand) panel. It does not affect
 46

Note: The Mentor Details section only appears when you are launching the initiative (on page 59). This
information will be assignee-specific - an admin must manually enter a Mentor's average rating and
meeting details each time they assign an Onboarding Initiative to a specific employee.

4. In the Mentor Details section, perform the following:

a) To select a mentor:
i. In the Search for Mentor field, enter all or part of the mentor's name. ii. Click
Search. The system shows matching employees. iii. Select the mentor, and
click Select. The mentor's name populates in the
Selected Mentor field.

b) Enter the Mentor Average Rating and the average of Other Mentors' Ratings (typically out
of 5).
◦ These values display when the new hire opens the initiative.
◦ This information is optional. It is not pulled from any metrics stored in the system. It must be
maintained outside the system and entered manually.

c) Enter the Meeting Date and time. d)

Enter a Meeting Description.
 the informational (left-hand) panel.
► Skip to Step 5 below.
 47
5. Click Save.

Meet the Team

The Meet the Team item provides the new hire with information on their direct manager and peers. The Meet
the Team step displays a set of employee tiles that show the manager's or peer's name, primary position,
location, and email address. Therefore, no configuration of the Meet the Team task is required.

1. Select Meet the Team as the Item Type. 2.

Enter an Item Title and Item Description. 3.
Click Save.

Goals

The Goals item gives the new hire an opportunity to set personal goals for their first year on the job,
ideally while consulting with their manager. The Goals step uses the interactive Goals slide-out (on
page 15) that employees can access from their Key Measures widget or Mini-Profile. Therefore, no
configuration of the Goals task is required.
 48
1. Select Goals as the Item Type. 2. Enter an
Item Title and Item Description. 3. Click Save.

Job Fit

The Job Fit item helps the new hire visualize how well they already fit their new job, based on the
experience they already have, and what they need to do to become even better at their job. Job Fit
calculates this fit based on a combination of obtained skills, completed learning activities, and demonstrated
behaviors. The employee can also see the fit and requirements other jobs in their career track. The Job Fit
step uses the interactive Job Fit slide-out (on page 1) that employees can access from their Key Measures
widget or Mini-Profile. Therefore, no configuration of the Job Fit task is required.

1. Select Job Fit as the Item Type. 2. Enter an

Item Title and Item Description. 3. Click Save.

Development Plan
 49
The Development Plan item gives the new hire an opportunity to set development goals for their first year on
the job, ideally while consulting with their manager. Development goals include completing job- relevant
learning activities, or reading helpful materials in their spare time. The Development Plan step uses the
interactive Development Plan (on page 1). Therefore, no configuration of the Development Plan task is
required.

1. Select Development Plan as the Item Type. 2.

Enter an Item Title and Item Description. 3. Click
Save.

Compensation

The Compensation item provides the new hire with a summary of their compensation, including their salary
and bonus rate. The Compensation step uses the Compensation slide-out(on page 1) that employees can
access from their Key Measures widget or Mini-Profile. Therefore, no configuration of the Compensation task
is required.

1. Select Compensation as the Item Type. 2.

Enter an Item Title and Item Description. 3.
Click Save.
 50
Resume

The Resume item gives the new hire an opportunity to populate their Core Platform Resume with career
history, or to review their existing career history. The Resume step embeds the Core Platform Resume so they
can complete it without navigating away from their initiative. Therefore, no configuration of the Resume task is
required.

1. Select Resume as the Item Type. 2. Enter an

Item Title and Item Description. 3. Click Save.
Timeline

The Timeline item gives the new hire an opportunity to review the tasks assigned to them and begin
working on those tasks. The Timeline step embeds the Timeline in a slideout panel. Therefore, no
configuration of the Timeline task is required.

1. Select Timeline as the Item Type. 2. Enter an

Item Title and Item Description. 3. Click Save.
 51
File Upload - Configure

The File Upload Item type allows candidates to download certain documents, complete them offline, and then
upload them to the item.

1. Enter the Item Title. 2. Enter

the Item Description.

3. The Uploads Requested section shows which file types will be requested as part of the item. You
can Edit or Delete the type.
 52

4. The Upload Request Type section shows available file types. Click Select next to a type to add it to
the Uploads Requested section.
 53
eSignature - Configure

With a HelloSign integration, you can digitize your signature process for pre-boarding or onboarding
initiatives.

Note: To configure a HelloSign integration, contact your SumTotal

Professional.

Configure the eSignature item:

1. Enter the Item Title. 2. Enter the Item Description. 3. The e-Signatures Requested section lists the
e-Signatures currently associated with the item.
a) Click Edit to edit the file, or Delete to remove it.
 54

4. The e-Signature Template Library lists available e-Signature Forms.

a) Click Create New Form to create a new form, or Edit to revise an existing one, with the e-
Signature Form Editor:
 55
i. Enter the Form Name. ii. Enter the Form Details. iii. Enter the Form Description. iv. From
the Asset Library, select an existing asset or Add a new one. You can also select
an asset and click Delete to remove it. v. Click Convert to e-Signature. The HelloWorks
experience will open, and allow you to
configure the e-Signatures over the asset.

b) Click Select to include that form in the e-Signatures Requested section.

5. Click Save.
Blank Activity

The Blank Activity item allows you to embed custom text, HTML, or an entire website in an initiative item. Use
this type of item for special information or instructions, or to direct users to a website useful for new hires (such
as your company's HR page).

1. Select Blank Activity as the Item Type. 2.

Enter an Item Title and Item Description.

Note: You must create and save a new Blank Activity item before you can update its Activity
Details.

3. Click Save.
 56

4. Use the Activity Details section to configure the content of this item.

Note: The left-hand pane is always hidden for users in a Blank Activity
Item.

a) Select the Content Type:

i. Embed URL: Displays the specified web page in the initiative pane. The URL must also be
included in the URL Whitelist on the Profile and Team Configuration page (see the SumTotal
Core Platform Administration Guide). ii. Rich Text: Displays text or custom HTML.

b) If you had selected Rich Text as the type, perform one of the following:
◦ Enter your content in rich text format.
◦ Click Advanced HTML and enter your custom HTML.
To embed an image (or a link to a file):
1. Select the files you want to upload. 2. To embed the file into the widget, click
Embed Link. For example, you
could:
► Embed saved HTML in the widget (using *.html and *.htm files)
► Execute JavaScript (using *.js files)
► Apply custom CSS to your site (using *.css files)

3. To embed a download link, click Download Link. The Name of the file
appears linked in a preview below.

5. Click Save. Manage

Initiative Assets
Your company may have a limited set of assets (on page 42) with assigned tracking numbers that new
hires can receive.

57
The Initiatives Asset Management page allows you to standardize these assets from a library so the
administrators who set up initiatives are not responsible for gathering this information when they launch
the initiative (on the facing page).

1. From the Initiative Templates tab, click Initiatives Asset Management.

2. Perform one of the following:

► To create a new asset, click Add. A set of editable properties appears at the top of the list.
► To edit an existing asset, click Edit. The fields in the row become editable.
► To delete an asset, select Remove from its Actions menu.

3. Enter the Asset name and a brief Description. 4. Enter the Policy regarding use,
maintenance, assignment, and return of the asset. 5. Enter the ID Tag/CD Key that identifies
the asset. 6. Enter a Pickup Location where the new hire can obtain the asset, if necssary.
7. Select whether the asset is Active and can be added to an Assets step (on page 42). 8.
Click Save.

58

Launch an Onboarding Initiative

Warning: You cannot edit the template after it has been launched and assigned for the first
time.

An initiative template only defines the common settings that would apply to most new hires who need to
complete onboarding. When you launch an initiative, you can fine-tune it to apply specifically to the employee
who is receiving it. For example, you can write a welcome letter (on page 32) personalized for the new hire,
assign particular assets (on page 42), or write up a personalized Day-One Schedule (on page 38).

1. From the Initiative Templates tab, if the initiative is not yet active, activate it by selecting Activate
from its Actions menu. 2. Click Launch. A basic
properties configuration page appears.

Note: To preview how a configured item will appear to assigned users, click the item's
title.

Note: Updating item configuration from this page only updates it for this launch action. The template itself
does not change.
 a) Enter a Start Date for the initiative. This is the date on which the employee will receive
a notification to begin the process (if a start notification is configured in
Transitions).

59
and select Edit. The configuration form that appears depends on the item you are configuring
(see Onboarding Items (on page 1)). 4. Review the Transitions (on page 26) that control
notifications. 5. Click Launch. The process is assigned, and the assignee can begin their tasks
on the given Start
Date, starting with Group 1.

Edit Onboarding Transitions on Launch

When you are ready to launch an Onboarding initiative, you can fine-tune the transitions
configured for the template (on page 26) so their notifications have content and recipients
designed for this particular launch.
Note: If your initiative has multiple processes, such as a preboarding and onboarding process,
transitions only apply to that particular process. You can configure separate transitions by
process. New (that is, not baseline or copied) templates have only one process.
b) Enter an End Date for the initiative. This is the date on which the employee is expected
to have completed all initiative tasks
◦ The employee will be shown the number of Days to Completion (that is, days until this
date).
◦ The initiative automatically terminates when this date passes.
c) Enter the Initiative Title. This is how the initiative will be labeled on the assignee's
Initiative Dashboard. d) Enter an Initiative Description. e) Enter all or part of the Initiative
Assignee (new hire), and click Search.
i. In the pop-up that appears, select the desired assignee. You can only select one
assignee at a time. ii. Click Save. The Selected Assignee name populates.
f) Click Save and Close. The basic details slide-out closes, and the initiative configuration
page appears.
Note: You can view or update basic details at any time by clicking Edit Template Details from
the initiative configuration page.
3. To edit an existing item, click
60
1. While launching the initiative, click Transitions in the process toolbar.
2. Click Edit to configure a transition.

Note: Event and Action types and descriptions are set during template configuration (on page
26).

61
next to their name. 6. If necessary, modify the Email Subject and Email Message.
► Select a variable checkbox to enter it into your message.

Bulk Assignment of Onboarding

7. Click Save.

Initiatives
Use batch jobs to assign an initiative to employees automatically.
To configure a new batch job, edit or activate/deactivate an existing one, or view an existing
 job’s log file:
1. Click Admin in the header menu. 2. Navigate to Common Objects > Configuration >
Initiative Configuration > Bulk Initiative
Configuration.
3. Enter all or part of the Search Recipient, and click Search.
a) In the pop-up that appears, select the users who will receive the notification. b) Click Save.
The Email Recipient name populates.
4. Repeat the above step until you have selected all desired recipients. 5. To remove an Email
Recipient, click
62

From the Configure Initiative Batch Jobs page, you can:

• Click Add Batch Job to create a new batch job that will bulk assign initiatives.
• Next to an existing batch job, click:
► Edit to update an existing batch job’s details.
► Deactivate to stop a job from running without deleting it.

► View Log to download the job logs for that batch job. From the Batch Job Log slide out, you can
see the date, name, and rule for each job, the job status, and click Download to download the .txt log
file.

• Use the search field to search the listed batch jobs by Name or Initiative Name.
• Sort by a specific header by clicking on that header, such as Status or Last Run Date. Click it again to
toggle ascending or descending sort. Create or Edit a Bulk Assignment Batch
Job

Note: The bulk assignment process will not assign an initiative to a user who already has that initiative
(either manually or through another batch job), as long as that initiative is active with that user. If the user
has already completed the initiative, or it timed out, they could be reassigned that initiative. This should be
a consideration when you design your audience or ruleset.

63

• To create a new Bulk Assignment Batch Job, on the Configure Initiative Batch Jobs page, click Add Batch
Job.

• To edit an existing batch job, click Edit in the split action menu next to the batch job you want to edit.
 64
1. On the Select Criteria page (Step 1):
a) Enter a Name for the batch job. b)
Under Set Criteria
i. Select Criteria for the job to match assignees to. Select either:
1. Audience to assign the initiative to a specific audience. 2. Talent Rules
to assign the initiative to users who match that rule.

Note: The types of criteria available to you depend on your

specific configuration.

ii. Search for the name of your audience or ruleset you want the bulk job to assign to. iii. Click
Add Selected. iv. Click Remove next to a rule or audience to remove it, or search for a new set
of criteria
and click Replace Existing.

c) Under Set Initiative

i. From the Select Initiative dropdown, select the initiative you want to be bulk assigned.
Only launchable initiatives will appear. ii. Select how many days, weeks, or months after
the launch date the initiative will be
started, and how many days, weeks, or months after the selected start date it will
end. The launch date is determined as when the job runs and makes the initiative
assignment to the user.

d) Click Next.
 65

2. On the Review Transitions page (Step 2):

a) The transitions included in the selected initiative are listed, if any.
i. Active transitions will be included in the assignment. ii. If any transitions are Missing
required information, you must update the transition to
include it. iii. Disabled transitions are listed here, but must be enabled in the Initatives
Dashboard.

b) Click View next to a transition to preview its recipient, subject, and message. c)
Click Next.
 66

3. 3. On the Review Matches page (Step 3):

a) All the users who meet the criteria you set in step 1 are displayed. b) Use the Search Users fields
to search for a specific user’s name, email, or employee type. c) Click Export to download a .CSV file
listing the users and their displayed information. If you
are displaying search results, it will only export users who appear in that search. d) Sort by a specific
header by clicking on that header, such as Name or Employee Type. Click it
again to toggle ascending or descending sort.
 67

4. 4. On the Review Schedule page (Step 4):

a) Under Schedule Settings, select when you want to run the job:
i. Select Run Now to run the job as soon you click Finish. ii.
Select Schedule to run the job on a set schedule.
1. Select the Time Zone you want to schedule the job to run based on. 2.
Use the Schedule Type dropdown to select when the job runs:
1) One Time: The job will run on the selected Start Date, at the chosen Start
Time (Hour) and Start Time (Minutes). 2) Daily: The job will run daily at the chosen Start
Time (Hour) and Start Time
(Minutes). 3) Weekly: The job will run once a week on the selected Day of the week, at the
chosen Start Time (Hour) and Start Time (Minutes). 4) Monthly: The job will run once a month
on the selected day of the month, at
the chosen Start Time (Hour) and Start Time (Minutes). When selecting
e) Use the Display Record and Page controls to navigate lists longer than ten users. f)
Click Next.
 68
a day from the Choose dropdown, select 32 to run the job on the final
day of each month.

b) Click Finish to either run the job (if you selected Run Now) or schedule the job (if you
selected Schedule.)
 69

Manage Open Initiatives

The Open Initiatives page allows you to view the initiatives assigned to any of your direct reports (or for any
user, if you are an administrator). If you are an administrator, you can also close or view detailed progress
on these initiatives.

1. In the Header menu, click

2. Click Initiatives. 3. Select the Open Initiatives tab. A list of all open initiatives (that is, not
completed) displays.

► Each assigned initiative displays with the following information:

◦ Name: The initiative assignee
◦ Supervisor: The initiative assignee’s direct manager
◦ Current Step: The next step of the initiative awaiting completion
◦ Percent Complete: The percentage of steps the assignee has completed
◦ Start Date: The initiative start date, as configured by an initiative administrator
◦ End Date: The initiative end date, as configured by an initiative administrator; the
initiative automatically terminates when the End Date passes
◦ Last Action: The date on which the user last performed an action on the
initiative
◦ Initiative: The name of the initiative

4. To open the assignee's Mini-Profile, click View Profile. 5. To view the initiative and its steps as the
assignee would see it, select View Initiative from the
Actions menu.

Note: Initiatives automatically terminate when the employee has completed all mandatory steps, or when
the specified End Date passes.
6. To manually terminate an initiative, select Terminate Initiative from the Actions menu. This also
removes the template from the employee's owned initiatives.

70