Onboard KC Documentation

Onboard FAQs
IBM
Contents
Onboard FAQs....................................................................................................... 1
I-9 Form Version 10/21/2019 FAQ and Scenarios....................................................1
ii
Onboard FAQs
Onboard Frequently Asked Questions (FAQs)
I am a new hire. Who do I contact for help with using the Onboard New Hire
application?
If you are an Onboard New Hire user and:
• Are experiencing issues with setting up your account.
• Are experiencing issues accessing your account.
• Have submitted incorrect, or incomplete, information on an Onboard form.
• Or have general questions regarding the tasks that you must complete.
Please contact your organizations HR department for assistance.
How do I reach the screen that lets me create/edit an eSignature (electronic

signature)?
In both the Onboard New Hire application and the Onboard Manager application, if you select Onboard
Profile from the navigation menu, you access an Electronic Signature pane that lets you draw or edit an
eSignature: If you select Edit, you can upload a graphic image of your signature or draw a new one. Here's
a link to the eLearning eSignature topic:
• For the Onboard New Hire application, the Onboard New Hire Experience eLearning describes this.
http://media.kenexa.com/Training/TSOnboard/Sims/06OnboardNewHires/06OnboardNewHires.html
• For the Onboard Manager application, the Onboard Basics - Manage Your Profile tutorial covers
this: http://media.kenexa.com/Training/TSOnboard/Sims/02Basics/02OnboardBasics/story.html (select
Manage Your Profile).
I-9 Form Version 10/21/2019 FAQ and Scenarios

I-9 Form Version 10/21/2019 FAQ and Scenarios
Frequently Asked Questions
What’s new on the Form I-9 version 10/21/2019?
Changes were made to both the instructions and form as follows:
1. Renamed Swaziland to Eswatini/Swaziland in the Country of Issuance field in Section 1 and
the foreign passport issuing authority field in Section 2 (country had a recent name change).
2. Renamed Macedonia to Macedonia, North in the Country of Issuance field in Section 1 and the
foreign passport issuing authority field in Section 2 (country had a recent name change).
3. Form Instruction Updates:
• Clarified who can act as an authorized representative on behalf of an employer
• Updated USCIS website addresses
• Provided acceptable document clarifications
• Updated the process for requesting the paper Form I-9
• Updated the DHS Privacy Notice
Onboard FAQs 1
What action is needed to make updates to the new Form I-9 version 10/21/2019?
Onboard automatically ensures that all hires coming through are completing the Form version
10/21/2019 on the production deployment date, which is before the drop-dead date of April 30th,
when the new Form I-9 must be used per USCIS guidelines.
When the new form is updated in Talent Suite Onboard, what is the experience for New Hires who
were in progress or completed Section 1, but Section 2 was/has/will not be completed by the
deployment date of Form I-9 Version 10/21/2019?
Upon attempting to complete section 2 for a 2017 Form I-9 after release date, the Section 2
approver is presented with an on-screen message that reads: This version of the Form I-9 has
expired. A new version is currently in use; therefore, any edits will require the completion of a new
version. We will automatically assign the new version of the Form I-9 to this new hire to complete for
you. Please reset I-9 Section One.
Question: Will the new hire be notified?
Yes. Just like a task being re-opened, an email is sent to notify the new hire of the Form I-9
Section One task.
Can we see what the users see?
Yes. When the user navigates to the I-9 Section2 task after the new 10/21/2019 form is enabled
(where I-9 section1 is already completed with 2017 form), a message appears and the Continue
button is disabled.
The user must select I-9 Section One Reset. Just like re-opening a task, the user must provide
Additional Information to be included in the email which is sent to the new hire email when I-9
Section 1 is reset.
2 Onboard FAQs
After I-9 Section1 has been reset, an email is sent to the New Hire, or Section 1 Owner, and the
user can confirm by viewing the email in the Correspondence Log.
Scenarios:
Common scenarios that you and your new hire’s may encounter based on your unique processes:
What if my new hire was in process or completed the 07/17/2017 N Form I-9 Section 1 before the
production release date of the 10/21/2019 Form I-9 but Section 2 is not targeted for completion
until after the new form is implemented?
The new hire’s expired Form I-9 is locked for editing and stored for audit reporting purposes if
completed. Upon attempting to complete section 2 for a 2017 Form I-9 after release date, the
Section 2 approver is presented the message: This version of the Form I-9 has expired. A new
version is currently in use; therefore, any edits will require the completion of a new version. We will
I-9 Form Version 10/21/2019 FAQ and Scenarios 3

automatically assign the new version of the Form I-9 to this new hire to complete for you. Please
reset I-9 Section One.
A comment is also added on the 07/17/2017 N form in the Additional Information field for audit
trail reporting purposes: [TODAYS DATE] This version of the Form I-9 was not completed and has
expired. A new version is currently in use; therefore, the completion of a new version is required.
What if the previous version of the Form I-9 is completed in its entirety before the production
release date of the new 10/21/2019 Form I-9 and edits need to be made?
The new hire’s expired Form I-9 is locked for editing and stored for your audit reporting purposes.
Onboard automatically assigns Section 1 of the new 10/21/2019 to your new hire to ensure
compliance with USCIS guidelines. The Section 2 approver is presented with the message: This
version of the Form I-9 has expired. A new version is currently in use; therefore, any edits will
require the completion of a new version. We will automatically assign the new version of the Form
I-9 to this new hire to complete for you. Please reset I-9 Section One.
Note: It is recommended that the Section 2 approver add a note to the Additional Information
field indicating that a new Form I-9 is being completed because the previous one required edits
and has now expired.
What if I don’t want the incomplete and now expired form version for audit reporting?
If you want to purge those forms, submit the request through Salesforce.
What should I do if I need to reverify an employee who filled out an earlier version of Form I-9?
Onboard automatically guides you to enter the new documents in Section 3 of the 10/21/2019
version of Form I-9 and retain it with the previously completed and now expired Form I-9.
What if the 2017 Form I-9 is completed in its entirety before the production release date and we
process an E-Verify?
The 2017 I-9 date is used and not require a 2019 I-9 be created.
Email WatsonTalentTraining@us.ibm.com if you have a suggestion for improvement, or encounter an
issue on this documentation. Include the product and page title in your email.
4 Onboard FAQs
IBM®
Get Started (eLearning) - Onboard
IBM
Contents
Get Started (eLearning) - Onboard..........................................................................1
ii
Get Started (eLearning) - Onboard
Onboard Training
eLearning
This eLearning video/tutorial discribes how to get started with Onboard.
How to Get Started with Onboard (eLearning)
Note: If you experience technical difficulties running the eLearning, ensure you have the latest version of
Adobe Flash Player installed/enabled, or try opening the eLearning using another browser, or ensure you
are not connected to a VPN for Workbench.
Additional Training - Support Portal

Documents for IBM Kenexa Onboard on Cloud
Get Started (eLearning) - Onboard 1

IBM®
What Is Onboard? (eLearning)
IBM
Contents
What Is Onboard? (eLearning)............................................................................... 1
ii
What Is Onboard? (eLearning)
Onboard Training
eLearning
This eLearning video/tutorial provides information about Onboard Manager and what it does.
What Is Onboard? (eLearning, 2 minutes)
Note: If you experience technical difficulties running the eLearning, ensure you have the latest version of
Additional Training - Support Portal

Documents for IBM Kenexa Onboard on Cloud
What Is Onboard? (eLearning) 1

IBM®
Onboard New Hire Experience
(eLearning)
IBM
Contents
Onboard New Hire Experience (eLearning)............................................................. 1
ii
Onboard New Hire Experience (eLearning)
Onboard Training
eLearning
This tutorial describes getting started with Onboard New Hire (including creating an e_Signature).
Onboard New Hire Experience (eLearning) 1

IBM®
Onboard New Hire User Guide
IBM
Contents
Onboard New Hire User Guide................................................................................1

Welcome to Onboard................................................................................................................................... 1
What's New.................................................................................................................................................. 2
Getting Started with Onboard......................................................................................................................2
Understanding Tasks....................................................................................................................................3
When You First Log On............................................................................................................................3
Understanding My Tasks Page - Overview............................................................................................. 4
Number of Open Tasks Awaiting Your Attention....................................................................................4
Task Status..............................................................................................................................................4
Selecting a Task Name to Display a Task............................................................................................... 5
Not Completing a Task............................................................................................................................5
Reopening a Completed Task.................................................................................................................5
Progressing Through the Tasks.............................................................................................................. 5
Receiving Reminder and Escalation Emails........................................................................................... 5
Task Page Summary............................................................................................................................... 5
Ensuring Your Hire Profile Information Is Complete.................................................................................. 6
Reviewing Personal Information............................................................................................................ 6
Providing Emergency Contact Information............................................................................................6
Providing EEO (Equal Employment Opportunity) Information..............................................................6
Providing Citizenship Status...................................................................................................................7
Providing Veteran/Military Status.......................................................................................................... 8
Providing an Electronic Signature (eSignature)...........................................................................................8
Drawing an eSignature........................................................................................................................... 8
Uploading a Scanned eSignature........................................................................................................... 8
Filling Out and Signing Forms...................................................................................................................... 9
Filling Out and Signing I-9 Form............................................................................................................ 9
Acknowledging Employer's Use of E-Verify.........................................................................................10
Filling Out and Signing W-4 Form........................................................................................................ 10
Filling Out and Signing State Tax Forms.............................................................................................. 11
Viewing Signed Forms/Documents and Related Tasks....................................................................... 12
Managing Onboard-Related Documents................................................................................................... 12
Uploading/Downloading Documents...................................................................................................12
Viewing/Printing Documents............................................................................................................... 13
Deleting Documents.............................................................................................................................13
Reviewing Agreements and Policies......................................................................................................... 13
Miscellaneous Tasks.................................................................................................................................. 14
Providing Bank Information for Direct Deposit................................................................................... 14
Completing a Tax Credit Survey........................................................................................................... 15
Getting Help..........................................................................................................................................15
ii
Onboard New Hire User Guide
Welcome to the Onboard New Hire User Guide. When you were hired, your organization created a profile
for you with tasks to complete as part of the welcome aboard, or onboarding, process.
eLearning:
Onboard New Hire Experience (eLearning, 2 minutes)
This eLearning video/tutorial describes how to get started with the Onboard New Hire application:
accessing the system, creating your password and security questions, resetting a password, creating
an eSignature, and completing tasks and forms.
Frequently Asked Questions (FAQs):

How are tasks and forms assigned to me?
The Onboard New Hire application is automatically set up to assign tasks (such as creating an
eSignature) and forms (such as Form I-9) to you as part of your Task list.
What if I don't see (in my Task list) a form I know I must complete?
The forms you are required to complete are controlled by your organization's HR department.
Sometimes your organization will set some forms to only display after you complete a welcome task.
If after completing other tasks, you still do not see a required form, please contact HR for support.
How do I fix a mistake on a form I already submitted?
If you made a mistake, please contact HR for support.
How do I create an eSignature?
The first time you access a form that requires an eSignature, you will be prompted to create one. If
you want to change it, either start another form that requires an eSignature (and follow the prompts),
or open the page that directly allows you to create/edit one. To directly reach the eSignature page,
select Onboard Profile from the navigation menu. You can edit or enter an e-Signature. If you select
Edit, you can upload a graphic image of your signature or draw a new one.
User Guide Topics:
Welcome to Onboard
As an applicant, you entered information into an online application as part of the recruitment process. The
end result was a hire profile that contained information about you and your work/education experience.
Now that you are a new hire, there are tasks you need to complete as part of the Welcome Aboard
(onboarding) process. Onboard allows you to complete these tasks, which fall into basic categories.
Some of the tasks that follow are US-only. Other tasks may not apply to you because the content of the
pages varies depending on how your employer sets up the application. For these reasons, this document
may contain topics that may not apply to you.
NEW HIRE - PROFILE TASKS
• Ensuring your hire profile information is complete.
• Reviewing personal information, such as home address and phone number.
• Providing emergency contact information.
• Providing EEO (Equal Employment Opportunity) information: race, ethnicity, gender.
• Providing citizenship status.
• Providing veteran/military status.
Onboard New Hire User Guide 1

NEW HIRE - OTHER TASKS
• Providing an electronic signature (eSignature) that you will use to sign some forms.
• Filling out and signing forms: W-4, I-9.
• Acknowledging employer's use of E-Verify.
• Filling out and signing state forms.
• Viewing signed forms/documents and related tasks.
• Managing onboard-related documents/forms: uploading/viewing/deleting documents.
• Reviewing agreements and policies
• Performing miscellaneous tasks, such as providing bank information for direct deposit and completing a
tax credit survey.
USEFUL INFORMATION
Depending on how your employer sets up the application, it can also provide useful information, such as:
• First-day-at-work information
• Manager/mentor message
• Resources available to you (maps, downloads, helpful links, videos, FAQs, etc)
• Team members and social interaction
What's New
Learn what's new.
Table 1. New Items

Item Topic
New validation for Date of Birth (DOB) Field Completing a Tax Credit Survey
For the Tax Credit Check task, the DOB field was updated for the
WOTC (Work Opportunity Tax Credit) activity.
The field does not allow:
• A date older than 130 years.
• Today.
• A date in the future.
Getting Started with Onboard

Onboard is easy to access and navigate. The first time you log on, pages display that so that you can set
up your password and challenge questions.
Procedure
1. After you log in, a Home (Welcome) page displays that contains a Welcome Message, and a row of
application icons. One of these icons is Onboard:
2. In the Welcome Message, you can select a task link (if present) to directly access a specific task or
select View All to display the My Tasks page to view all your tasks. The content and text of the pages
varies depending on how your employer sets up the application.
2 Onboard New Hire User Guide

3. To display an Onboard navigation menu, select the Expand the Onboard Navigation icon. The
navigation menu has links to the Onboard Main (My Tasks) page, the Onboard Profile page, and
Help. Select the icon again to hide the menu.
4. You can also display the:

• My Tasks page by selecting the Onboard icon in the row of application icons, or by selecting the
Onboard link in the banner/header row.
• Onboard Profile page by selecting the Go to My Onboard Information link on the My Tasks page.
5. On the My Tasks page, you can:
• View all your tasks, and select a link to complete each task.
• Select the Go to My Onboard Information link to display the Personal Information page.
6. To redisplay the row of application icons, select the Expand the Primary Navigation icon in the
banner/header row. Select the icon again to hide the row.
7. If you navigate away from the My Tasks page, you can return to it by either selecting:
• The Onboard link in the banner/header row.
• Application Launcher icon in the banner/header row, and then selecting the Onboard icon.
8. To redisplay the Home (Welcome) page, select the Expand the Primary Navigation icon in the banner/
header row, and then select the Home icon:
9. To view and edit your contact information, eSignature, and signed forms, either select the:
• Go to My Onboard Information link on the My Tasks page.
• Onboard Profile link in the navigation menu.
10. To get help about Onboard, select the Help link from the navigation menu. The Onboard New Hire
Guide displays, into its own window.
11. To get help about the overall interface, select the Open My Account Menu icon in the banner/header
row, and then select Help from the resulting menu. The Watson Talent and Talent Suite Help displays,
into its own window. Select anywhere else on the page to hide the menu.
12. To log out, select the Open My Account Menu icon in the banner/header row, and then select Log Out
from the resulting menu. Select anywhere else on the page to hide the menu.
13. To change your password and challenge questions, select the Open My Account Menu icon in the
banner/header row, and then select Security Settings. The first time you logged onto Onboard, you
initially set up your password and challenge questions. This allows you to change them.
Understanding Tasks
There are various tasks you can perform.
When You First Log On

When you first log on, a Welcome Message displays.
The Welcome Message:
• Informs you how many tasks are awaiting your attention.

• Displays the most pressing tasks, allowing you to directly access each of those tasks.
• Provides a View All button that displays the My Tasks page, allowing you to view all your tasks.
You can also reach the My Tasks page by selecting the:
• Onboard icon in the row of application icons.
• Onboard link in the banner/header row.
• Onboard Main link in the navigation menu.
Understanding My Tasks Page - Overview

From the My Tasks page, you can complete all the tasks your employer requires in order for you to come
on board.
There are two areas on the page:
• My Tasks. This is a list of tasks that are awaiting your attention (along with a due date and status). This
area also informs you of how many open tasks you still need to complete.
• My Onboard Information. This is informational text as well as a link to your hire profile information:
– Personal information (which you can review/edit).
– Signed forms (and uploaded documents and related tasks).
– eSignature (which you can draw or upload).
The content and text of the My Tasks page and other pages varies depending on how your employer sets
up the application.
Some tasks will automatically log you out of the system after you complete the activity.
If there are job-specific tasks, they display as separate tabs on the My Tasks page. The number of tasks
for each job displays in parentheses.
Number of Open Tasks Awaiting Your Attention

The My Tasks area informs you how many open tasks are still awaiting your attention. It only counts the
tasks that are not completed.
Task Status
Status fields/icons indicate the state of a specific task.
Generally speaking, a task's status will follow the following workflow: Pending >In Progress>Completed.
It is possible that Overdue could be the first task.
• Pending. Task, or tasks if they are concurrent on the same workflow step or is an ad hoc task, that can
be acted upon. This task can be optional. It may be dependent on other tasks in the workflow (driven by
a condition set on another task).
• In Progress. Task can be acted upon and has had information saved to it, but is not yet completed. Save
and Finish Later link was selected.
• Overdue. Task is past the due date. This may trigger an onboarding manager to send you a reminder/
escalation email.
• Completed. Task is completed. Submit/Completed button was selected.
• Opted Out. Hire chose to opt-out of doing a task, such as filling out an optional state form. Opt-Out
button was selected.

Selecting a Task Name to Display a Task
To access a task in the My Tasks area, select the task name. The task displays in its own page.
Not Completing a Task

If you are not ready to select the Submit/Completed button for a task, you can finish it later.
Procedure
1. Select the Save & Finish Later link. The application saves whatever information you entered, and
displays the My Tasks page.
2. On the My Tasks page, the task status will be In Progress. You can complete it at another time.
Reopening a Completed Task

Sometimes an already completed task will need to be reopened.
There are times when an onboarding manager may want you to reopen an already completed task in order
to change previous responses. You will receive an email informing you of the task that needs reopening.
You do the reopening from the My Tasks page. You will see the task status changed from Completed to In
Progress.
There are various completed tasks you can reopen and edit, including:
• State Forms
• W-4 form (Onboarding US W4 task)
An Edit button displays on the reopened form, allowing you to make changes. Note: The data is
overwritten (so only the most current data is retained).
Progressing Through the Tasks

There are tips to help you progress through tasks.
• The My Tasks area informs you how many open tasks are still awaiting your attention.
• Use the My Tasks task list to navigate to a task page (by selecting the task name).
• Fields marked with an asterisk (*) are mandatory.
• A check mark appears next to a completed task in the My Tasks task list.
• Do not use the browser Back button or refresh the page.
Receiving Reminder and Escalation Emails

You can receive reminder/escalation emails.
You need to complete tasks in a timely manner. If this doesn't occur, you will receive reminder or
escalation emails that inform you that tasks are due or are over due.
These reminder/escalation emails are based on due dates.
Task Page Summary

On each task page, there is summary information.
• Job (job title)
• Owner (task owner)
• Due (due date)
• Status (along with a date/time stamp for completed tasks)

• Documents. If a document is present, you can view it by selecting its file name, and then selecting View
Document.
Ensuring Your Hire Profile Information Is Complete

Your hire profile is made up of many pieces of information, such as personal information.
It can also include other information, such as: emergency contacts, EEO (Equal Employment Opportunity)
information, citizenship status, and veteran/military status. Though they are discussed in separate topics,
they could all be part of the same task or appear in the Personal Information page.
Reviewing Personal Information

When you select the Go to My Onboard Information link on the My Tasks page, or the Onboard Profile link
in the navigation menu, another page displays that allows you to view/edit personal information.
About this task

This information could include your first/last name, primary email address, home address, phone number,
date of birth, and other details.
You must review this information and edit it as needed to ensure it is accurate and complete. All
information you enter is completely secure.
Much of this information is prefilled (obtained from the online application that is part of the recruitment
process):
• Information could be prepopulated or edited from information filled out during a task.
• You can update the information even if it came from a previously completed task.
Procedure
1. Select the Go to My Onboard Information link on the My Tasks page, or select the Onboard Profile link
in the navigation menu. The Personal Information page displays.
2. Review the personal information to ensure the fields are filled in and correct. Required fields are
marked with an asterisk (*).
3. To make changes, select the Edit link. The fields become editable.
4. Edit the information, and select the Save Changes button.
Providing Emergency Contact Information

An emergency contact is the person who should be contacted in case of emergency.
Procedure
1. For the emergency contact, enter the required information (for example, a Last Name, First Name, and
Phone Number).
2. Select the Submit button.
Providing EEO (Equal Employment Opportunity) Information

US organizations require EEO information to comply with the US federal law that prohibits federal
contractors from discriminating against employees on the basis of race, gender, creed, religion, color,
or national origin.
About this task

Providing EEO information is a US-only task.

Racial Groups:
• American Indian or Alaskan Native (Not Hispanic or Latino). A person having origins in any of the original
peoples of North and South America (including Central America), and who maintain tribal affiliation or
community attachment.
• Asian (Not Hispanic or Latino). A person having origins in any of the original peoples of the Far East,
Southeast Asia, or the Indian Subcontinent, including, for example, Cambodia, China, India, Japan,
Korea, Malaysia, Pakistan, the Philippine Islands, Thailand, and Vietnam.
• Black or African American (Not Hispanic or Latino). A person having origin in any of the black racial
groups of Africa.
• Hispanic or Latino. A person of Cuban, Mexican, Puerto Rican, South or Central American, or other
Spanish culture or origin regardless of race.
• Native Hawaiian or Other Pacific Islander (Not Hispanic or Latino). A person having origins in any of the
peoples of Hawaii, Guam, Samoa, or other Pacific Islands.
• Two or more races. A person belonging two or more races stated here.
• White (Not Hispanic or Latino). A person having origins in any of the original peoples of Europe, the
Middle East, or North Africa. This category also includes persons not included in other categories.
• Prefer Not to Answer. A person who prefers not to disclose his/her racial information.
Ethnicity:
• Hispanic or Latino
• Not Hispanic or Latino
• Prefer Not to Answer
Gender:
• Male
• Female
• Prefer Not to Answer
The EEO fields are mandatory, but you can select a Prefer Not to Answer response.
Procedure
1. Select your race from the Category drop-down list.
2. Select your ethnicity from the Ethnicity drop-down list.
3. Select your gender from the Gender drop-down list.
Providing Citizenship Status

A person can be a citizen of one country or two countries.
About this task

The concept of dual nationality means that a person is a citizen of two countries at the same time.
Each country has its own citizenship laws based on its own policy. Persons may have dual nationality by
automatic operation of different laws rather than by choice. For example, a child born in a foreign country
to US citizen parents may be both a US citizen and a citizen of the country of birth.
Procedure
1. Select a country from the Primary Citizenship drop-down list.
2. Select a country from the Other Citizenship drop-down list (if you have dual citizenship).
3. Select a country from the Country of Birth drop-down list.

Providing Veteran/Military Status

Veteran status indicates what experience, if any, you have had with the US military.
About this task

Providing veteran status is a US-only task.
Procedure
1. Select a status from the Veteran Status drop-down list.
Providing an Electronic Signature (eSignature)

An eSignature is an electronic signature. Some tasks require an eSignature.
When you select the Go to My Onboard Information link on the My Tasks page, another page displays that
allows you to provide an eSignature, which will be used to sign some forms. For the US, the most common
forms that utilize an eSignature are: W-4, I-9, and state tax forms.
You can edit (redo) an eSignature, but once you use it to sign a particular form, you cannot change it for
that form. This ensures the onboarding process is not completed with two different signatures.
There are two ways to provide an eSignature:
• Draw an eSignature.
• Upload your eSignature (as an image file) if you already have one.
The first time you access a form that requires an eSignature, you will be prompted to create one. If you
want to change it, either start another form that requires an eSignature (and follow the prompts), or open
the page that directly allows you to create/edit one. To directly reach the eSignature page, select Onboard
Profile from the navigation menu. You can edit or enter an e-Signature. If you select Edit, you can upload a
graphic image of your signature or draw a new one.
For security purposes, some tasks require an "enhanced" eSignature, which means you must enter your
user name and password before your eSignature can be submitted.
Drawing an eSignature
You can draw an eSignature.
Procedure
1. Select Draw Signature to use your mouse pointer to write your signature.
2. If you are not satisfied with the result, select the Erase link, and draw your signature again.
3. Select the Submit button to save your eSignature.
Uploading a Scanned eSignature

You can upload your eSignature (as an image file) if you already have one. You can only upload a .jpg
or .png file. The image cannot exceed 1MB.
Procedure
1. Select Upload to upload a scanned image of your signature. An Upload an eSignature link displays.
2. From the resulting screen, browse to the image file (.jpg or .png) that contains your scanned signature,
and upload it.

3. Select the Submit button to save your eSignature.
Filling Out and Signing Forms

There are forms you need to fill out and sign.
Filling Out and Signing I-9 Form

The I-9 (Employment Eligibility Verification) form is a United States federal form. It is used to verify that
each new hire is authorized to work in the United States.
About this task

• Filling out and signing an I-9 form is a US-only task.
• You must provide an eSignature because you will use it to sign the I-9 form.
• If an employer uses E-Verify (US government program that verifies the identity/employment eligibility
of persons hired to work in the United States), the information from each new hire's I-9 form is
used to confirm work authorization. Consult the US Citizenship and Immigration Services website for
information about the I-9 form.
• Once you submit the I-9 form, you cannot update (resubmit) it unless the system requests it. If the I-9
information you provided does not correspond to what was requested, you will receive a communication
that changes are needed, and will be allowed to complete the task once again. Follow the same steps as
before, and ensure the information you provide corresponds with the requested change.
In Onboard, on the My Tasks page, the I-9 task is called I-9 Section 1. The answers you provide in this
task will be used to populate Section 1 of the actual I-9 form.
Procedure
1. Using the built-in I-9 wizard, answer the questions in the I-9 Section 9 task. You do not need to
complete all the steps at the same time. You can enter a hyphen symbol (-) as a part of First Name and
Last Name fields.
2. Read the Terms and Conditions, which includes Minors/Youth, Employees with Disabilities, and
Preparer and/or Translator Certification, and provide appropriate responses.
3. Optionally, view/print a copy of an empty I-9 form.
4. Optionally, you can enable a third party (an outside approver) to complete the I-9 Section 2 on your
behalf. You will be prompted to complete certain mandatory fields, including the third party's first
name, last name, email address, and one optional field, the contact number.
5. To confirm your employment eligibility (identity and eligibility), you will need to bring acceptable
documents on your first day at your new job.
a) There are lists (List A, List B, and List C) of acceptable documents.
b) You can bring a document just from List A or bring a document from both List B and List C.
c) Optionally, you can view/print instructions, including lists (List A, List B, and List C) of acceptable
documents.
6. To confirm your citizenship status, select the appropriate information.
7. Create/upload an eSignature (if you have not already done so in another task).
8. When the actual I-9 form displays (as a PDF, prefilled with your answers), review the form. If the
information is:
a) Not correct, select Back to Previous Step, and edit your answers. You can also select Save and
Finish Later.
b) Correct, select the check box that lets you agree that the form is correct and that your eSignature
will be used to sign the form, and select the Success (Submit) button. The I-9 form is submitted.
9. To view/print the submitted PDF, either:

a) From the My Tasks page, select the I-9 task (its status is Completed). On the resulting page, the I-9
PDF image is embedded into it.
b) On the My Tasks page, select the Go to My Onboard Information link. On the resulting page, go to
Documents. The submitted document will be present. Select it to display it. Some browsers will
allow you to open the document; others will download it to the Downloads folder on your hard
drive.
Acknowledging Employer's Use of E-Verify

US law requires companies to employ only individuals who may legally work in the United States - either
US citizens, or foreign citizens who have the necessary authorization.
About this task

E-Verify is a US government program that lets employers verify the identity and employment eligibility of
all persons hired to work in the United States.
Employers who choose to utilize E-Verify provide the Social Security Administration (SSA) and, if
necessary, the Department of Homeland Security (DHS), with information from each new hire's I-9
(Employment Eligibility Verification) form to confirm work authorization. This information is compared
to data in US government records.
Consult the US Citizenship and Immigration Services website for information about:
• E-Verify is a US-only task.
• E-Verify Handbook (Employment Eligibility Verification Form), M-274
• E-Verify Employer Agent Reference Guide, M-776
• Form I-9
If an employer utilizes E-Verify, you must acknowledge that you understand and agree to its use.
Procedure
1. Review the E-Verify information.
2. Acknowledge that you understand and agree to the employer's use of E-Verify.
3. Contact your staffing specialist with any questions or concerns.
Filling Out and Signing W-4 Form

The W-4 (Employee's Withholding Allowance Certificate) form is a US federal form. It is used so that your
employer can withhold the correct federal income tax from your paycheck.
About this task

• Filling out and signing a W-4 form is a US-only task.
• You must provide an eSignature because you will use it to sign the W-4 form.
• Once you submit the W-4 form, you cannot update it. Once you are an employee, you will be able to
change this information.
In Onboard, on the My Tasks page, the W-4 task is called Onboarding US W4. The answers you provide in
this task will be used to populate the actual W-4 form.
Procedure
1. Using the built-in W-4 wizard, answer the questions in the I-9 Section Onboarding US W4 task. You do
not need to complete all the steps at the same time.
2. Optionally:

a) Use the IRS Withholding Calculator to help calculate your withholding allowance.
b) View/print a copy of an empty W-4 form.
c) Use the Personal Allowances Worksheet, Deductions and Adjustments Worksheet, and Two-
Earners/Multiple Jobs Worksheet to help you with your answers.
4. When the actual W-4 form displays (as a PDF, prefilled with your answers), review the form. If the
information is:
Finish Later.
will be used to sign the form, and select the Success (Submit) button. The W-4 form is submitted.
a) From the My Tasks page, select the W-4 task (its status is Completed). On the resulting page, the
W-4 PDF image is embedded into it.
b) From the My Tasks page, select the Go to My Onboard Information link. On the resulting page, go
to Documents. The submitted document will be present. Select it to display it. Some browsers will
drive.
Filling Out and Signing State Tax Forms

The state tax forms are used so that your employer can withhold the correct state/local income tax from
your paycheck.
About this task

• Filling out and signing state forms is only a US and Canada task. Not: With some Canadian forms, you
must provide an employee ID number. If not known, enter N/A.
• You must provide an eSignature because you will use it to sign the state forms.
• State forms do not display until you complete the W-4 task (Onboarding US W4) task.
• Not every state uses a state tax withholding form. Some states use Form W-4 as their state withholding
form. Some states use their own version of Form W-4 (and can have multiple forms).
• While some forms are required, others are optional, allowing you to select an Opt-Out button to opt out.
For example, there could be a disability or military form that does not apply to you. With the Opt-Out
button, the task status is marked as Opted Out, and cannot be reopened.
• The answers you provide in the state form task will be used to populate the actual state form.
• If the state information you provided does not correspond to what was requested, you will receive a
communication that changes are needed, and will be allowed to complete the task once again. Follow
the same steps as before, and ensure the information you provide corresponds with the requested
change.
In Onboard, on the My Tasks page, each state tax form has its own task name.
Procedure
1. Answer all the questions for a state form.
3. When the actual state form displays (as a PDF, prefilled with your answers), review the form. If the
information is:
Finish Later.

will be used to sign the form, and select the Success (Submit) button. The state form is submitted.
a) From the My Tasks page, select the state form task (its status is Completed). On the resulting page,
the PDF image is embedded into it.
b) From the My Tasks page, select the Go to My Onboard Information link. On the resulting page, go
to Documents. The submitted document will be present. Select it to display it. Some browsers will
drive.
Viewing Signed Forms/Documents and Related Tasks

When you select the Go to My Onboard Information link on the My Tasks page or select the Onboard
Profile link in the navigation menu, a Personal Information page displays that allows you to view
completed, signed forms/documents that are part of the onboarding process.
About this task

You can view the completed/signed/submitted W-4, I-9, or state forms, but you cannot edit them.
Procedure
1. In the Documents area of the Personal Information page, review the forms/documents. The date the
document was completed displays, along with the name of the related task (task associated with the
document), and the job title.
2. Select a form/document title to display it. Some browsers will allow you to open the document; others
will download it to the Downloads folder on your hard drive.
3. View, print, and download documents by selecting the pointer icon by the file name, and from the
resulting menu, select View Document, Print Document, or Download Document.
4. Upload documents by selecting the Add Document button, and from the resulting menu, select Upload
a New File.
Managing Onboard-Related Documents

In addition to forms you need to fill out and sign (such as I-9 and W-4), and employer agreements/policies
you need to acknowledge reading, there may be other onboard-related documents you need to hand over
to your employer.
Uploading/Downloading Documents
Some pages allow you to upload/download a document.
About this task

Allowable document formats are: BMP, CVS, DOC, DOCX, GIF, JPG, PDF, PNG, PPT, PPTX, RTF, TIF, TXT,
XLS, and XLSX.
Procedure
1. To upload a document, in the Related Documents area of a page, select the Select File button, which
then displays a Replace File button and an Upload button. You can either replace a file or upload a file.
2. Or
3. To upload a document, in the Documents portion of the Personal Information page, select the Add
Document button, and in the resulting pop-up, select the Select File button, which then displays a
Replace File button and an Upload button. You can either replace a file or upload a file.

4. To download a document, in the Documents portion of the Personal Information page, select the
pointer con by the file name, and from the resulting menu, select Download Document.
Viewing/Printing Documents
After you upload a document (as part of a task) or sign/submit a form, you can view it.
Procedure
1. From a task page that contains a document.
a) In the Related Documents area of the page, select the document file name.
b) Select View. Some browsers will allow you to open/view the document; others will download it to
the Downloads folder on your hard drive.
2. From My Onboard Information (Documents area):
a) On the My Tasks page, select the Go to My Onboard Information link.
b) On the resulting page, go to Documents. The uploaded document will be present.
c) Select a form/document title to display it. Some browsers will allow you to open the document;
others will download it to the Downloads folder on your hard drive.
d) View, print, and download documents by selecting the pointer icon by the file name, and from
the resulting menu, select View Document, Print Document, or Download Document.
e) Upload documents by selecting the Add Document button, and from the resulting menu, select
Upload a New File.
Deleting Documents
You can delete a document that you uploaded if the task is not yet completed. Once you complete a task,
you cannot delete a document.
About this task

You cannot delete a document that displays in the Documents area of the Personal Information page.
Such a document has already been completed/submitted.
Procedure
From a task page that contains a document.
b) Select Delete. A message displays that asks if you really want to delete the document.
Reviewing Agreements and Policies

Some employers have agreements/policies. When present, you will need to review them and
acknowledge that you read them.
About this task

• Agreements are evidence of mutual accord or understanding between two or more legally competent
parties, about the relative duties and rights regarding current or future performance. Although a binding
contract can (and often does) result from an agreement, an agreement typically documents the give-
and-take of a negotiated settlement and a contract specifies the minimum acceptable standard of
performance.
• Policies include a set of basic principles and associated guidelines formulated and enforced by the
governing body of an organization, to direct and limit its actions in pursuit of long-term goals.

Procedure
1. Review an agreement/policy.
2. Acknowledge that you read it. Some agreements/policies could require that you use an eSignature to
sign/submit it.
Miscellaneous Tasks
There are miscellaneous tasks you may need to complete.
Providing Bank Information for Direct Deposit

Direct Deposit is a banking option that allows the transfer of funds without the use of paper checks.
About this task

• By enrolling in direct deposit, you are authorizing the employer to electronically deposit your net pay
each payday directly to a bank account.
• Establishing direct deposit of your paycheck requires you to go through your employer, who has the
paperwork needed to set it up.
Benefits of Using Direct Deposit
• There are no checks to be lost or stolen.
• Payments reach your account the day the check is issued, even if you are out of town, sick, or unable to
get to your financial institution.
• Many banks offer free or inexpensive checking for customers with direct deposit because it saves them
the cost of processing paper checks.
• Direct deposit can help you avoid bouncing checks because the deposit is direct and on time.
• It can save you trips to the bank and help you avoid long lines at tellers or ATMs.
• The US federal government and many employers will deposit your check a day early if the regular
payday falls on a holiday.
What You Need In Order to Set Up Direct Deposit
• Voided check from your checkbook containing your bank's name, routing number (number that
identifies your bank), and your account number.
• Identification number (such as a US Social Security number).
Procedure
1. Enter the name of your bank in the Bank Name field. If you do not have a bank account at the time of
joining the organization, fill in this information after you create an account.
2. Enter your bank routing number in the Bank Routing Number field. The routing number is the first set
of numbers on your check. The routing number is followed by your account number and the number of
the check itself.
3. Enter your bank account number in the Bank Account field. Your paycheck will be deposited into this
account.
4. Select the Save and Continue button.

Completing a Tax Credit Survey
Work Opportunity Tax Credit (WOTC) is a federal tax credit provided to employers for promoting the hiring
of individuals from certain groups who might face barriers to fair employment. This promotes workspace
diversity.
About this task

Completing a WOTC tax credit survey is a US-only task.
Procedure
1. Select the Tax Credit Check task.
2. Enter the required information. Note: The Date of Birth (DOB) field does not allow:
• A date older than 130 years.
• Today.
• A date in the future.
3. Select Initiate Survey. The WOTC survey displays in the current browser window. Note: This is the
Ernst &Young's (vendor) survey site. If you have any technical issues while completing the survey, you
can easily return to the Tax Credit Check page and re-initiate the survey at any point. Since the survey
displays in the current browser window, you should not have browser security issues such as pop-up
blockers and third-party cookie alerts.
4. Take the survey, answering questions as needed. Based on your answers, more questions may display.
You may need to download and electronically sign forms as part of this task. If necessary, upload any
documents needed to complete this task.
5. When you finish the survey, the system checks whether the employer can receive tax credits. A
message about your eligibility displays.
6. Select Complete. This marks the task as being completed. You are redirected to the Onboard
application so you can finish your onboarding.
Getting Help
There is user documentation for Onboard and for the overall interface.
About this task

You reach the:
• Onboard New Hire User Guide from the Onboard navigation menu.
• Watson Talent and Talent Suite Help from the User Menu icon in the banner/header row.
Procedure
1. To get help about Onboard, select the Expand the Onboard Navigation icon, and then select Help from
the resulting navigation menu. The Onboard New Hire User Guide displays, into its own window.
2. To get help about the overall interface, select the Open My Account Menu icon in the banner/header
row, and then select Help from the resulting menu. The Watson Talent and Talent Suite Help displays,
into its own window. It describes the banner/header row. Select anywhere else on the page to hide the
menu.

IBM®
Onboard Manager eLearning
IBM
Contents
Onboard Manager eLearning.................................................................................. 1
ii
Onboard Training

Onboard Manager Basics
Task Management
New Hire Management
Onboard Manager eLearning 1

Reports
For eLearning tutorials on running Onboard reports, see Onboard Configuration eLearning.
Onboard Forms
Send BrassRing Candidates to Onboard
2 Onboard Manager eLearning

IBM®
Onboard Configuration eLearning
IBM
Contents
Onboard Configuration eLearning...........................................................................1
ii

Manage Users and Page Views
Manage Workflows
Manage Tasks and Activities
Onboard Configuration eLearning 1

Manage Reports
2 Onboard Configuration eLearning

Manage Location and Franchise Based Tasks:
Email WatsonTalentTraining@us.ibm.com if you have a suggestion for improvement, or encounter an

issue on this documentation. Include the product and page title in your email.
Onboard Configuration eLearning 3

IBM®
Onboard Configuration Guide
IBM
Contents
Onboard Configuration Guide.................................................................................1

What's New.................................................................................................................................................. 1
Introduction................................................................................................................................................. 1
Training and Badges.....................................................................................................................................1
Accessing Onboard New Hire and Onboard Manager Applications............................................................2
Accessing Onboard Configuration Application............................................................................................3
Using Onboard Configuration to Configure Onboard New Hire and Onboard Manager............................. 4
Configuring the Application URL..................................................................................................................4
Removing Validation on User Last Name.................................................................................................... 5
Configuring BrassRing to Onboard Pass-Through Authentication..............................................................7
Configuring Job Application Filter and Table Display................................................................................. 9
Setting Up the Import................................................................................................................................ 11
TDI User Set-Up................................................................................................................................... 11
BrassRing to Onboard Integration Set-Up...........................................................................................12
Configuring Manual Log On to Onboard.................................................................................................... 14
New Hire Portal: Auto-Login................................................................................................................ 14
System Settings......................................................................................................................................... 14
Employee Status Indicator - Social Tools Access............................................................................... 14
Onboarding Status Reporting.................................................................................................................... 15
Onboard Activity Configuration Enhancements........................................................................................16
Manage Activity Fields Search Configuration...................................................................................... 17
Manage Activity Fields: Talent Suite Activities Identifier Configuration.............................................17
Manage Job Workflow Search Configuration.......................................................................................18
Configuring Activity Field Names: HTML Coding................................................................................. 19
Configuring Tax Credit Confirmation Check Enhancements............................................................... 21
Configuring View-Only Task Implementation for Activities................................................................ 22
Activity Form Template..............................................................................................................................23
Configuring the Activity Form Template.............................................................................................. 23
Configuring Field Branching................................................................................................................. 24
Cloning an Activity................................................................................................................................ 27
Configuring Conditional Display of Forms............................................................................................28
Updating the Activity Display Name.................................................................................................... 29
Configuring the I-9 Activity Template..................................................................................................30
Configuring Activity Instructional Text................................................................................................ 34
Configuring Update of Activity Instructional Text............................................................................... 37
Configuring Removal of First Page of Generic Form Activities............................................................38
I-9 Section 2: Foreign Passport Issuing Country................................................................................ 41
I-9 Section 1 and 2 Data Sync..............................................................................................................41
I-9 Section 1: Citizenship Status Available for Search/Output .......................................................... 41
I-9 Section 3: How to Turn On .............................................................................................................42
Configuring the W-4 Activity Template................................................................................................ 43
Restricting Custom Activity Creation for Onboard Activity Templates............................................... 44
Configuring Allow State Form Upload ................................................................................................. 45
Configuring the State Form Activity Template.....................................................................................47
Configuring Opt-Out Function for State Forms....................................................................................49
Configuring Required Fields for the State Form.................................................................................. 49
Configuring the Display of Addresses for State Forms........................................................................50
Condition-Based Adhoc-Required Activity..........................................................................................52
Configuring Work Opportunity Tax Credit (WOTC) Settings for the New Hire.......................................... 52
Enable Tax Credit and Feed Vendor Settings.......................................................................................53
Enable WOTC Location Settings in BrassRing to Onboard Integrations............................................. 55
ii
Enable Tax Credit Check Settings........................................................................................................ 58
Add a Tax Credit Check to an Onboarding Workflow...........................................................................59
Configure Tax Credit Reporting............................................................................................................ 60
Configuring Standalone Tasks................................................................................................................... 62
Enable Talent Suite Configurations for Standalone Migration............................................................ 62
Convert Standalone Workflows to Talent Suite Workflows.................................................................63
Configure Standalone E-Verify Task.....................................................................................................66
Troubleshoot Inability to Discontinue Hire with Standalone I-9 and E-Verify Tasks......................... 67
Unrestricted Access to Tasks and Actions Configuration......................................................................... 68
Configuring the Auto-Logout Activity........................................................................................................ 69
Configuring New Hires............................................................................................................................... 71
Configuring a New Hire URL................................................................................................................. 71
Configuring New Hire Personal Information Page...............................................................................73
Manually Triggering a New Hire Document......................................................................................... 73
Attaching Documents to New Hire Profile by the Onboarding Manager.............................................73
Configuring Manage New Hires Page................................................................................................... 75
Configuring Create New Hires............................................................................................................100
New Hire Profile Screens................................................................................................................... 106
Customizing Fields for Applicant Information........................................................................................ 112
Configuring Applicant Custom Fields................................................................................................ 112
Customizing E-Mail Correspondence................................................................................................ 113
Displaying Dictionary Values as Radio Buttons.................................................................................114
PBUI My Tasks- Manager.........................................................................................................................115
Accessing and Configuring PBUI My Tasks-Manager........................................................................115
Accessing and Configuring the Emergency Contacts Section................................................................ 116
Add a New Emergency Contacts Field to a Section Configuration................................................... 117
Add Emergency Contacts Section......................................................................................................118
Configuring Onboard Manager so Users Can Access/View Reports.......................................................118
Configuring I-9 and E-Verify Audit Report.............................................................................................. 120
Configuring I-9 Audit Report..............................................................................................................120
Configuring E-Verify Audit Report......................................................................................................121
Configuring I-9 Auto Populate Start Date in Section 2........................................................................... 122
Configuring Reopen Completed Task...................................................................................................... 123
Preventing/Allowing the Reopen of Completed Task............................................................................. 127
Configuring Reminders and Escalations................................................................................................. 138
Configuring Due Dates............................................................................................................................. 141
Defining Which Fields Drive Due Date Functionality ..............................................................................141
Configuring Form Markup and Mapping.................................................................................................. 144
Configuring Dictionary D_GENDERS........................................................................................................ 148
SSN: Disabling of Cut, Copy, and Paste Mouse Clicks.............................................................................149
Third-Party Approver............................................................................................................................... 149
Overview.............................................................................................................................................149
Enable Third Party I-9 Section 2 Approver........................................................................................153
Enable Branching............................................................................................................................... 154
Assign I-9 Approver Task................................................................................................................... 154
Reassign Approver When I-9 Section 2 Is Open............................................................................... 155
Email Markers Extended to Custom Emails ......................................................................................155
User Type/Group - Third-Party Approver.......................................................................................... 156
User Type/Group Mapping from B-O Integration..............................................................................156
I-9: Auto-Complete Third-Party Approver Assignment Template....................................................157
I-9: Auto-Complete Third Party Approver Assignment.....................................................................158
User Management....................................................................................................................................159
Managing Onboard Users in a Talent Suite Environment..................................................................159
User Types..........................................................................................................................................162
User Types: Prevent Task View/Edit/Completion .............................................................................165
User Changes Via CSV/Admin Application.........................................................................................166
Manage Users User Type Screen: List Reordering............................................................................ 166
Hiring Manager User Type: Activity Restriction for Claim Tasks....................................................... 167
iii
System Admin User Type as Primary Recruiter.................................................................................168
SSOID: Talent Suite Onboarding New Hire Export............................................................................ 169
Integrations............................................................................................................................................. 169
Integrations within Onboard..............................................................................................................169
B–O Integration: Best Practices/Lessons Learned........................................................................... 171
Troubleshooting the B-O Integration................................................................................................ 172
iv
Onboard Configuration Guide
This guide provides specific "how-to" information about the Onboard Configuration application, which is
the back-end application for the configuration of Onboard Manager and Onboard New Hire applications in
the Talent Suite Environment. It only includes the most important configuration information. Refer to the
Onboard Configuration Reference Manual for general configuration information.
What's New
Learn what's new.
Table 1. New Items

Item Topic
View-Only Task Implementation for Activities Configuring View-Only Task
There is view-only task implementation for Implementation for Activities
GENERIC_FORM_ACTIVITY, NO_TEMPLATE, ONBOARD_START,
ONBOARD_END, and STATE_FORM_ACTIVITY.
System administrators can prevent user types from completing
tasks they can see but are not responsible for to ensure compliance
and mitigate confusion.
Introduction
Three Onboard applications work together for the onboarding experience.
• Onboard New Hire (for new hires)
• Onboard Manager (for onboarding managers)
• Onboard Configuration (for administrators who configure Onboard)
Onboard Configuration is the back-end application for the configuration of Onboard.
Onboard and Onboard Manager are front-end applications. Because Onboard New Hire and Onboard
Manager are configured to mirror each other (both have My Tasks pages, for example), often the same
field in Onboard Configuration configures both Onboard New Hire and Onboard Manager.
This document explains how to use Onboard Configuration to configure Onboard New Hire and Onboard
Manager.
Note: Because of the interaction between BrassRing and Onboard, this document also explains the
configurations needed to have them work together.
Training and Badges

There are Onboard Manager and Onboard Configuration badge courses.
Click here for details.
Onboard Manager Badge:
Onboard Configuration Guide 1

Onboard Configuration Badge:
Accessing Onboard New Hire and Onboard Manager Applications

Both Onboard New Hire and Onboard Manager are accessible via the Talent Suite.
Procedure
1. In the Talent Suite, there is a banner/header row. It includes the name of the application, in this
case, either Onboard or Onboard Manager
2. In the Talent Suite, there is an icon used by both Onboard and Onboard Manager:
3. To access this Onboard / Onboard Manager icon, select the Expand the Primary Navigation icon in
the banner/header row. Select the icon again to hide the row. Note: The icons that display vary based
on the user's access privileges. Browser window size determines the number of icons able to display
and does not change if windows display horizontally or vertically. If windows size is constricted, you
can use arrow icons to scroll to view all your licensed application icons.
2 Onboard Configuration Guide

4. The Expand the Primary Navigation icon displays a row of application icons. Selecting the Onboard /
Onboard Manager icon launches the application:
5. To display a navigation menu, select the Expand the Onboard Navigation icon. The navigation menu
has links to various pages in the application, such as My Tasks. Select the icon again to hide the
menu.
6. To display the Talent Suite Home (Welcome) page, which contains not only a welcome message
but also links to tasks that need completing, select the Expand the Primary Navigation icon in the
banner/header row, and then select the Home icon:
7. To get help about Onboard, select the Help link from the navigation menu. The user guide displays,
into its own window.
8. To get help about the Talent Suite, select the Open My Account Menu icon in the banner/header row,
and select Talent Suite Help from the resulting menu. The global Talent Suite Help displays. Select
anywhere else on the page to hide the menu.
9. To access other Talent Suite options, select the Open My Account Menu icon in the banner/header
row, and then select:
• My Profile
• Account Settings
• Notification Preferences
• Security Settings
Accessing Onboard Configuration Application

You access the Onboard Configuration application (standalone/backend Onboard) from Onboard Manager.
About this task

There are two types of users who use Onboard Manager: onboarding managers and people who do
Onboard configuration.
Both types of users reach the Onboard Configuration application via the Report link in the Onboard
Manager navigation menu. Note: The Report link (whether it displays) is controlled by the Talent Suite
Admin Branding application, on the Onboard Manager Settings page, in the User Types with Reporting
Link Visibility field. Only the user types specified in that field (and they must match the User Types
configured in Onboard Configuration) will see the Report link in Onboard Manager.
User type permissions (as configured in the Onboard Configuration application) determine what screens
the users can access in the Onboard Configuration application:
• Onboarding managers can only access the Global Toolbar (reports, etc).

• People who are authorized to do Onboard configuration (configuring Onboard Manager and Onboard
New Hire) can access the Settings menu.
This topic discusses how to access Onboard Configuration from Onboard Manager.
Procedure
1. In the Talent Suite, access Onboard Manager by selecting its icon from the application row:
2. To display the Onboard Manager navigation menu, select the Expand the Onboard Manager
Navigation icon.
3. The Onboard Manager navigation menu contains several items, one of which is Report.
4. Select the Report link. The Onboard Configuration application displays.
5. To do client configurations, select Settings. If you have the proper credentials, a number of tabs
display:
• System Configuration
• Users
• Job Settings
• Utilities
• Career Centers
• Personal Settings
• Multiple New Hire Portals
6. Select the tab you need. This guide describes how to perform various configurations. Note: You will be
required to leverage Pass-Through Authentication for the sole purpose of configuring the TDI User.
Using Onboard Configuration to Configure Onboard New Hire and

Onboard Manager
This section includes configuration for clients using Onboard Configuration in combination with other
functions/applications of the Talent Suite.
Configuring the Application URL

This section describes how to configure the Onboard application URL.
Procedure
1. In the Global Toolbar, display the Settings menu and then select Settings.
2. Select the System Configuration tab, if necessary, to display system configuration options.
3. Display the Show drop-down list and then select System Settings.
4. Select Miscellaneous Settings from the Settings pane to display the Miscellaneous Settings page.
Figure 1. Miscellaneous Settings Page

5. On the Miscellaneous Settings page, scroll to the Application URL field.
Figure 2. Application URL field
6. Enter the Staging or Production Application URL as applicable.

a) Staging: https://kr2x-staging.kenexa.com
b) Production: https://2xrecruit.kenexa.com
Note: The hyperlink is the same across all clients but is different in staging and production.
7. Select the Save icon to save changes.
Removing Validation on User Last Name

This section describes how to remove validation on a user's Last Name
Procedure
3. Display the Show drop-down list and then select Labels and Custom Fields.
4. Select CoreUserEntity from the Field Class pane to display the CoreUserEntity fields
5. Select Page 3.
Figure 3. Last Name - Custom and Custom Fields

6. Select RCLast Name from the CoreUserEntity fields shown in the following figure.
Figure 4. CoreUserEntity Fields
7. Remove any field validation by deselecting (CTRL+Click) any highlighted (blue) value in the Field
Validation field.
Figure 5. CoreUserEntity Fields

Note: This will now permit your BrassRing Support User to authenticate into Onboard from BrassRing
in the next section.

Configuring BrassRing to Onboard Pass-Through Authentication
Pass-through authentication enables the BrassRing user to launch Onboard and be authenticated and
logged into Onboard automatically. When pass-through authentication is enabled, Onboarding is available
to the BrassRing user via their Candidates menu.
Procedure
1. Using the BrassRing login URL, log directly onto the client's BrassRing site with your support user
name.
2. In the Candidates menu, select Onboarding. This will now authenticate you into Onboard where you
can add your TDI User.
Figure 6. Select Candidates - BrassRing Home page
3. IMPORTANT: After the TDI User is added, it is recommended that you remove the Onboarding Menu
item so that it is not available to use within Talent Suite as follows: WB > Tools > Users > User types
> Edit type permissions > Admin > Onboarding - hide menu option
4. Enable Client Setting Enable Onboarding user authentication (if applicable).
Note: This is only required if Onboard will be used within the Talent Suite.
Figure 7. Enable Onboarding User Authentication

5. Add Onboarding access User types settings for those user types that will be authenticating into
Onboard from BrassRing via WB Tools > Users > User types.
Figure 8. Workbench - User types

6. Select the Edit type permissions pencil icon to open the Edit System Admin step 1: Set name and
functions page.
Figure 9. Workbench - Edit type permissions
Figure 10. Workbench - Set privileges

7. Select the Set privileges pencil icon for Candidate Actions 3 to open the Edit System Admin step 2:
Set Candidate Actions 3 privileges page.

Figure 11. Workbench - Set privileges
8. Select the applicable check boxes for the Candidate Actions 3 privileges then select Done once
complete.
• Onboarding - Hiring Manager access
• Onboarding - Onboarding specialist access
• Onboarding - Recruiter access
9. On the Edit System Admin step 1: Set name and functions page the check mark will appear red
indicating the change you made.
10. Select Save to save all changes.
Figure 12. Set privileges - complete
Configuring Job Application Filter and Table Display

On the Manage New Hires page, there is a Job Application filter and a Job Application column in the
Table Display.
USE IN ONBOARD MANAGER

The Job Application filter includes the following standard fields:
• Active. Job application status: Active, Inactive
• Create Stamp (requisition; job application ID).
It can also include custom fields, provided they are configured to be searchable.
When you select the Table Display link to open the Edit Columns pop-up, there are now new columns
called Active and Create Stamp.
The filters will automatically index and display results for all new job applications.
Note: If clients want historical data (specifically for job application and status) to also be indexed, they
must create a maintenance ticket.
CONFIGURATION
For the System Configuration tab, on the TS Filter and Display Fields screen, the following standard
fields support a Job Application filter and Job Application table display on the Manage New Hires
page.
• Requisition: Create Stamp
• Job Application: Active
The following fields and respective entities can be used as filters or in the Table Display:
• JobApplication field: entity Active field
• Job Requisition field: entity ReqNumber
• JobApplication field: entity id
• Job Application field: entity created date
Four fields are needed for Filter and Table Display columns in the Manage New Hires page. Two of those
fields are newly configured: Create Stamp and Active. Two other fields were already configured: ID and
Working Title.

Setting Up the Import
This section walks you through steps to ensure proper Tivoli Directory Integrator (TDI) User Import and
the BrassRing to Onboard import.
TDI User Set-Up

This section describes how to set up a TDI user.
Procedure
1. Log into Onboard using Pass-Through Authentication and navigate to Settings (Global toolbar) >
Users (tab) > Users (Show).
2. Select BrassRing Support in the Name pane.
3. Select the Add icon.
Figure 13. BrassRing Support page
4. Complete the following fields:
Table 2. BrassRing Support page fields

Field Description
Login Name tsadmin
Password Kenexa#1
User Type Pick One
User Group Pick One
First Name TalentSuite
Last Name Admin
Email TalentSuiteAdmin@ibmTS.com
5. Select the Save icon.
Figure 14. Account Details section

BrassRing to Onboard Integration Set-Up
This section describes configuration to set up the import in Onboard.
Procedure
To set up the import in Onboard,
1. Log into Onboard as Deity, and navigate to Settings (Global Toolbar) Utilities (tab) Imports Custom
(Show)2xB ONBOARDING_IMPORT.
2. Select 2xB_ONBOARDING_IMPORT from the list pane.
Figure 15. Select 2xB_ONBOARDING_IMPORT
3. In the Configuration panel, ensure that BrassRing is selected for the External System.
Figure 16. Select BrassRing for the External System
4. Navigate to the 2xB_ONBOARDING_IMPORT Mapping panel. Here, you will use the mapping tool to
configure the source-target mapping and then save the package.
Figure 17. Mapping Panel

5. Create a transformation file in XSL (TSDemo1.xsl), using the field mapping document as your source.
This transformation file contains scripts that specify the source (BrassRing) data, and to where in the
target (Onboard) system said data will be mapped.
6. Once you have created the transformation file, upload it to the mapping tool and save your work.
Select the Upload XSLTs button.
Figure 18. Upload XSLT
7. A dialog box displays a warning: Uploading the XSLT will clear the current field mapping. Are you sure
you want to proceed?. Click OK.
Figure 19. Confirm Upload Message
8. A dialog box displays that enables you to browse for the file you wish to upload. Select Add. When
you find your XSL file, double-click on it to upload it.
9. When the upload is completed, you will see the file in the dialog box with the message Done. Click OK
to close the dialog box.
Figure 20. Select Add, browse to file, select OK

10. On the Mapping panel, the message Custom XSLT mapping file is in use now displays, together with
the mapping information. Select the Save icon on the main Utilities screen to save your work.
Figure 21. Import Mapping Panel
Configuring Manual Log On to Onboard

To configure Onboard, follow the instructions in the email received after the user has been created in a
suite-enabled client to set up a password and security questions for the Talent Suite. Then log onto the
Onboard application via the Talent Suite Report link and follow standard configuration steps.
New Hire Portal: Auto-Login

The New Hire Portal is now integrated with the Gatekeeper function to allow auto-login from an external
application.
For example, usually once onboarding starts, applicants receive an e-mail with a link to access the new
hire onboarding portal. This auto access to the portal allowing the new hire to reset his/her password is
driven by Gatekeeper.
When users select a URL in any application to access the onboarding new hire portal, the Gatekeeper (in
the background) appends the authorization token to the New Hire Portal URL and permits the users to
access the New Hire Portal.
System Settings
The Enable New Hire URL system setting is the only setting used for Onboard.
Process steps for enabling this setting are described in the following Employee Status Indicator - Social
Tools Access section.
Employee Status Indicator - Social Tools Access

The Employee status indicator is a built-in function to indicate a new hire's onboarding completion status.
Based on the employee status indicator, a new hire can access selected social features, but not all of the
tools, until he/she completes onboarding and is considered an employee. Once a new hire becomes an
employee, he/she has access to additional social tools including social profile, news feed, communities,
and people search.

This is not visible on the new hire's profile, nor is it visible on the onboarding specialist's Administration
portal screen. To assure seamless transition from new hire to employee, a new onboard activity
configuration was added to change the employee status of the new hire.
How to Configure the Employee Status Indicator

The Employee Status Indicator can be configured to be set when a new hire completes a certain workflow
activity on the Onboard Settings page.
About this task

Enable the ability to sync New Hire status data with Admin as follows:
Procedure
2. Select the System Configuration tab, if not already selected, to display system configuration options.
4. Select Onboard Settings from the Settings pane to display the Onboard Settings page.
5. In the Onboard Settings section, select the Enable New Hire Synchronization with Admin check
box, then select the Save icon.
Figure 22. Turn ON New Hire -Admin Sync in Onboard Settings
Important:
• The Employee Status Indicator can only be set for a single activity in a workflow and should be
enabled only on a step that will not be skipped by conditions.
• When an activity with this setting is completed, the Employee Status Indicator is set for the
associated new hire and cannot be undone.
• A reset or undo of the activity will NOT RESET the setting of the Employee Status Indicator.
Onboarding Status Reporting

The Employee status can be captured using onboard reports. Users with access can generate an ad hoc
report to check the Employee status of each new hire.
The Employee Indicator field (applicant entity) displays as a column with the employee indicator status
corresponding against each new hire in the generated report.
Figure 23. New Reportable Field

Access to reporting capabilities can be configured as follows in the Reports section of the User Types
page shown in the following figure.
Figure 24. Select New Fields - Edit Report mode
2. Display the Show drop-down list and then select User Types.
3. Select the desired User Type from the drop-down list pane to display that user type page.
4. In the Reports section, select the User Type(s) desired for that report.
Onboard Activity Configuration Enhancements

This section describes usability enhancements designed to improve Onboard Activity configuration.
About this task

Manage Activity Fields screen and Manage Job Workflow screen configuration enhancements are as
follows:
• Activity field names are more visible
• All fields are listed in alphabetical order (to allow easy scanning for a field name).
• A sequence number is added to each activity field (to enable users to identify the activities' logical flow).
• Keywords can be entered in a search pane to find a field.
• A text box and arrow button enables the user to sequence activity fields. (The user enters a number in
the text box and selects the arrow button to move the selected field to the sequence number as entered
in text box.)
• If the user enters a number that exceeds the maximum number of existing rows, the field is sent to the
beginning or end of the list.
• Use of scroll bars within a field table is significantly reduced.
• The row arrow and delete buttons are at the beginning of the Field Properties table (for better tabular
display of records).

Manage Activity Fields Search Configuration
This section describes search configuration steps for the Manage Activity Fields screen.
Procedure
To access the Manage Activities Fields screen,
2. Select the System Configuration tab, to display activity field configuration options.
3. Display the Show drop-down list and then select Activity Fields. The Manage Activities Fields screen
displays shown in the following figure.
Figure 25. Manage Activities Fields screen

To search for a field by keyword,
4. Select an activity name from the Activities Names and Fields pane (or enter a keyword in the search
text box, then select the Go (arrow) icon). The activity displays. This pane contains Activity Settings
and Field Properties sections.
To reorder field hierarchy sequence,
5. Enter a number in the Field Properties section Search Number text box. The field reorders in the Field
Properties list to the hierarchy level for the number entered in the text box.
6. Select the appropriate arrow icon to move the field selection to the desired hierarchy in the Field
Properties list.
Manage Activity Fields: Talent Suite Activities Identifier Configuration

This section describes Talent Suite activities identifier configuration steps for the Manage Activity Fields
screen.
Before you begin

The Enable Talent Suite Configurations setting must be enabled in System Settings > Onboard Settings
to be able to view the TS Template Type field in the Manage Activity Fields screen.
About this task

The TS Template Type field acts as a quick identifier and ready reference to identify whether an activity
belongs to the Talent Suite or the standalone Onboard system, and facilitates quick migration of clients to
the Talent Suite. The TS Template Type drop-down is available for E-Verify, I-9 Sections 1, 2, 3, and W-4
and State form activities.
When administrators create a new Talent Suite template activity, they can ignore the default Template
Type drop-down list and select from the TS Template Type drop-down list.

Note: The Talent Suite template type options that appear in the TS Template Type drop-down list are
driven by a new dictionary D_TS_ACTIVITY_TEMPLATE.
Procedure
To access the Manage Activities Fields screen,
2. Select the System Configuration tab, to display activity field configuration options.
3. Display the Show drop-down list and then select Activity Fields. The Manage Activities Fields screen
displays. The activity pane contains Activity Settings and Field Properties sections.
Figure 26. Manage Activity fields page

To create a Talent Suite field identifier,
4. In the Activity Settings section, select the TS Template Type drop-down.
5. Select the applicable Talent Suite template type activity.
Figure 27. Activity Settings section - TS Template Type field

Manage Job Workflow Search Configuration

This section describes configuration steps for the Manage Job Workflow screen.
Procedure
To access the Manage Job Workflow screen,
2. Select the Job Settings tab, to display job workflow configuration options.

3. Display the Show drop-down list and then select Job Workflow. The Manage Job Workflow screen
Figure 28. Manage Job Workflow screen

To search for an activity by keyword and change the activity level for that activity,
4. Enter a keyword in the Add activity at level section search text box. The list will display only the
activity for that keyword shown in the following figure.
Figure 29. Add activity at level section search configuration

5. Select the activity to add that activity to the Add activity at level list. The Add activity at level
drop-down list field displays and assigns the next numeric value for that activity.
6. To change the activity level, select the desired activity level for that activity from the Add activity at
level drop-down list.
Configuring Activity Field Names: HTML Coding

There is a client setting that allows users to add HTML tags to field names for state forms and generic
activities.
USE IN ONBOARD MANAGER AND ONBOARD NEW HIRE
The use of HTML tags provides a more user friendly experience when a user is accessing state forms and
generic activities.

CONFIGURATION
For state forms and generic activities, on the Manage Activity Fields screen, there is a new setting: Allow
HTML Coding check box.
By default, this setting is disabled. When this setting is enabled, the following warning/error message
displays: Using HTML codes can make your activity or site vulnerable to security breaches. Do you want to
continue? - Yes/No.
Only the following list of HTML codes and colors are supported when the new setting is enabled:
• Supported HTML codes:
– <body> Defines the document's body.
– <br> Defines a single line break.
– <style> Defines style information for a document.
– <div> Defines a section in a document.
– <span> Defines a section in a document.
– <header> Defines a header for a document or section.
– <footer> Defines a footer for a document or section.
– <main> Specifies the main content of a document.
– <section> Defines a section in a document.
– <h1> to <h6 Defines HTML headings.
– <font> Defines font, color, and size for text.
– <title> Defines a title for the document.
–  Defines a comment.
– <p> Defines a paragraph.
– <b> Defines bold text.
– <i> Defines a part of text in an alternate voice or mood.
– <em> Defines emphasized text.
– <mark> Defines marked/highlighted text.
– <q> Defines a short quotation.
– <small> Defines smaller text.
– <strike> Defines strikethrough text.
– <strong> Defines important text.
– <sub> Defines subscripted text.
– <sup> Defines superscripted text.
• Supported colors: https://www.w3schools.com/tags/ref_colornames.asp
Manage Activity Fields screen: Label Column:

Configuring Tax Credit Confirmation Check Enhancements
Work Opportunity Tax Credit (WOTC) Ernst &Young Survey are a part of a new hire’s onboard tasks while
onboarding in the Talent Suite. Tax credits are provided to employers for promoting hiring of individuals
from certain target groups who might face barriers to fair employment. WOTC checks are therefore
required by employers to get federal tax credit and secondly to promote workplace diversity.
USE IN ONBOARD
Enhancements were made for Tax Credit Confirmation Check.
CONFIGURATION
Manage Activity Fields screen: Responsible User Type is Recruiter:
• Reminder E-mail
• Escalation E-mail
Specifying the Responsible User Type

Scenario: Client opens a case where a standalone activity was generated for WOTC, but no Responsible
User Type was selected.
If the Responsible User Type setting does not have one selected, by default, it is assigned to Primary HM
for participants of that respective job.
Example: Standalone Tax Credit Confirmation Check is a standalone task automatically generated by the
system based on the previous Tax Credit Check task completion response. For certain response statuses
such as MANAGER_FORM_REVIEW_NEEDED/MANAGER_FORM_UPLOAD_REQUIRED, this standalone
task is generated. Hxxxx Mxxxxxxx is selected as Primary HM in job participants and user type Recruiter.

Configuring View-Only Task Implementation for Activities
There is view-only task implementation for GENERIC_FORM_ACTIVITY, NO_TEMPLATE,
ONBOARD_START, ONBOARD_END, and STATE_FORM_ACTIVITY.
System administrators can prevent user types from completing tasks they can see but are not responsible
for to ensure compliance and mitigate confusion.
On the Manage Job Workflow screen, in the configuration pop-up, there is a Prevent User Type(s) from
View/Edit/Completion of this Task check box. This can be configured per task, per workflow.
If the user type is configured for this check box, the view within the interface for the user type is still
hyperlinked, but they cannot complete the task. It's like a view mode of the uncompleted task.
User types must select the task to view it AFTER it’s completed, but still respect the inability to edit/
complete.
For multi-step tasks, users who are view-only can only view the steps that are completed. There is a
Back button on those tasks, which allows users to move to the previous screen for easy navigation. Note:
The Back button only displays in a view-only task for single-step tasks. Fields display in read-only.
For prevented user types, the user's task link displays. The task opens in the view-only mode. For view-
only tasks, the following message You have view-only access to this task displays in the task. Prevented
users also can open completed tasks. There is no functional change for completed tasks.
This is for both prevented and unprevented users without the unrestricted tasks view capability. The link
is not shown without the unrestricted capability:
Activities with No Template, Onboard Start, Generic Form, and Onboard End are shown as follows for a
prevented user (who has no signature):
Generic Form - A task with eSignature required is shown as follows for all users apart from the
responsible user:

Activity Form Template
The Activity Template Type is used only for form related activities. Clients have the option to display
the new hire form in a wizard where the new hire can first fill the fields, move on to provide his/her
e-signature and finally view the onboarding form in a read-only mode. This is an additional custom option
for form display.
Configuring the Activity Form Template

The Generic Form Activity is a part of the Template Type drop-down list in the Manage Activity Fields
screen.
About this task

This activity option is visible in the Template Type drop-down list only if the Enable New Hire Admin
Synchronization with Admin check box setting is turned on in System Settings > Onboard Settings.
Procedure
Enable the ability to sync New Hire status data with Admin as follows: Note: For Steps 1 - 5, the default
values are provided, but clients can still choose to change the values.
4. Select Onboard Settings from the Settings pane to display the Onboard Settings page.
5. In the Onboard Settings section, select Enable New Hire Synchronization with Admin.
Figure 30. Enable New Hire - Admin Synchronization
8. Display the Show drop-down list and then select Activity Fields.
In the Manage Activity Fields screen, Activity Settings section,
9. Select Generic Form Activity from the Template type field drop-down list. The E-Signature Required
check box field now displays.
Note: The E-Signature Required check box is not an option for other Template types.

Figure 31. New activity added
10. Select the E-Signature Required check box to include an e-signature step in the form wizard (if
desired).
Figure 32. E-Signature required check box
11. Expand Available Fields by selecting the plus (+) symbol to add fields to the activity. (These fields
then display on the first page of the form wizard.)
Note: If the default Notes field is enabled it will display in the Talent Suite.
12. Select Job Phase and Applicant Job Status in the Actions section.
13. Map the fields added to the Generic Form Activity to the PDF form as follows.
a) Select Settings > Job Settings > Forms and then select the activity created from the drop-down
list.
Note: System fields that do not require an initial entry or update can also be mapped to the PDF
form and displayed on the last page of the form wizard.
These fields can be mapped to the PDF form and do not need to be added the Activity.
For example: The applicant First Name and the applicant Last Name may be displayed on a form
and not be captured in the Generic Form Activity.
Configuring Field Branching

It is possible to only display relevant fields to new hires.
In Onboard, only relevant fields can be displayed to a new hire based on previous answers within the
same task. This enhances the user experience by shortening the page so that it shows (and requires) only
those fields the new hire needs to complete.

The activity cannot be saved and or completed if a visible required field is empty, missing, or not meeting
validations. If a field is required, but not visible then a new hire can complete the activity.
Onboard Field Branching Example: Gender and Country
CONFIGURATION
This information is only intended for administrators who need to configure Onboard.
Onboard Settings - Enable Field Branching:
Onboard Settings - Enable Field Branching - Caution:
A caution displays: Caution: Enabling field branching for required fields may have an impact across the
application. Undoing/reversing any data impact caused by field branching will need to be raised as a
maintenance ticket and will be chargeable.
Manage Activity Fields:

• The default radio button option is Always. If user select When, only then do field branching
configurations display.
• The following text displays: Configurations will be auto-saved when you navigate across fields located on
the left-side pane.
• The maximum allowed conditions are 75. The buttons on the screen say: Delete All Rules and Save
and Close.
• A caution displays: Caution: Enabling field branching for required fields may have an impact across the
application. Undoing/reversing any data impact caused by field branching will need to be raised as a
maintenance ticket and will be chargeable.
Manage Activity Fields:
Applicant Country Field:
Applicant Gender Field:
ADDITIONAL INFORMATION
• Field branching can only be configured after the activity is created and fields have been assigned to the
activity.
• Field branching cannot be configured for activities that are part of a workflow. These activities need to
be saved as new before configuring field branching.
• Once field branching has been configured and saved, these activities can replace the previous activities
in the workflow.

• Existing integration triggers and workflow touch-points should be honored when an existing activity is
replaced with the new field-branching enabled activity.
• Field branching will be visible and will impact only new hires who have not yet begun the activity.
• The activity cannot be saved and/or completed if a visible required field is empty, missing, or not
meeting validations. If a field is required, but not visible, then a user should be able to complete the
activity.
• Field branching can only be configured for single-select fields.
• The first time field branching is being configured, the default configuration for each field is: Visible.
• Field branching has three parameters that need to be defined: Parent Field + Condition + Value:
– Parent field- List of fields within the activity except the selected field.
– Condition - Has four options: Is Blank, Is Not Blank, Contains, Does Not Contain.
– Value - Displays the dictionary values of the parent field. This is needed only when the condition
selected is either Contains or Does Not Contain.
• Users can use boolean operators (AND/OR) to create combinations of branching conditions for a
particular field.
• Users can see a preview of how the field branching works.
• In case of a preview, screen shots or images of state forms or e-Signature can be used. A complete
working page is not needed.
• Once field branching is configured, user should be taken back to the Manage Activity screen.
• Performance/load times of existing screens should not be impacted.
Note: You can delete branching for all activity fields.
Cloning an Activity
A Clone icon on the Manage Activity Fields screen allows you to clone any existing activity, making it
easier and faster to add a new activity.
About this task

Clone is available for each of the activity names in the list.
When you select the Clone icon, all the current activity's field information is automatically copied,
excluding the Name field. You must enter the new activity name, and optionally, modify any other details.
When you select Save, a new activity is created with the given name.
Note: The Clone icon is available for all legacy activities and nonstandard activities in the Talent Suite. You
do not see the Clone icon for system activities in the Talent Suite. You can only clone activities of these TS
Template Types: NO_TEMPLATE,GENERIC_FORM_ACTIVITY, ONBOARD_END, ONBOARD_START.
Procedure
2. Select the System Configuration tab, if not already selected, to display system configuration options..
4. Select the desired Activity Names and Fields type from the drop-down list pane to display that
activity page.
5. Select one of the following template types from the TS Template Types field:
NO_TEMPLATE,GENERIC_FORM_ACTIVITY, ONBOARD_END, ONBOARD_START.
6. Select the Clone icon. All the current activity's field information is automatically copied,
excluding the Name field.
7. Enter the new activity name, and optionally, modify any other details.

8. Select the Save icon. A new activity is created with the given name.
Configuring Conditional Display of Forms

While configuring workflows, display of forms relating to an onboarding activity step can be tied to a
condition.
About this task

Talent Suite allows managers to attach multiple forms to a generic activity with a condition at a selected
step of the onboarding workflow. This is to allow new hires to view and fill out a corresponding onboarding
form if the new hire meets a certain condition.
For example: Forms related to Business Conduct Guidelines may be different for graduate hires, contract
employees and regular employees.
Procedure
Enable the conditional display of forms as follows:
2. Select the Job Settings tab to display Job Settings configuration options.
3. Display the Show drop-down list and then select Job Workflow.
4. Select a workflow from the Settings pane to display the Workflow Criteria section.
5. In the Onboard Settings section, select the eye icon to open the conditional display configuration
window.
Figure 33. Workflow Criteria access conditional configuration
Note:
• The Generic Form activity type allows multiple forms (2+) to be attached. (If multiple forms are
attached to an activity, then he configuration requires conditions to be set for each form.
• A condition set allows ONLY ONE form for selection. The same form cannot be set for multiple
conditions on the same activity.
• There should be a default form which has no conditions attached to it; there can only be one default
form.
6. In the conditional configuration window, Activity Attachment(s) section, select the Add Activity
icon. The Condition drop-down list and Activity attachment(s) list box now display in the Activity
attachment(s) section.

7. Select a Condition from the drop-down list.
Note: The Activity attachment(s) shown in the list box are those associated to the selected condition.
8. If desired, select the Add Correspondence icon in the Correspondence section.
9. Select the Save icon to save the conditions for that activity.
10. Select Close after saving.
Figure 34. Initial view of activity before configuration
Figure 35. Select Conditions for the activity
Important: The attachments are a one-to-one relationship. You cannot have the same attachment
for different conditions. The Default form option appears only when the Enable New Hire Sync
setting is enabled in the Onboard Settings.
Updating the Activity Display Name

A Display Name field is available on the settings page of Manage Activity Fields.
About this task

Different activities can be given the same display name while configuring each activity in Settings
> Activity Fields. This field differentiates the actual template name that appears to the Onboarding
Administrator and the Display Name of the activity that appears to the new hire in more user friendly
terms which results in better experience while onboarding the new hire.
Figure 36. Display Name field

Procedure
2. Select the System Configuration tab, if not already selected, to display system configuration options..
4. Select the desired Activity Names and Fields type from the drop-down list pane to display that
activity page.
5. In the Display Name field, enter the Display Name desired for that activity.
Configuring the I-9 Activity Template

The Onboarding I-9 activity type is used for displaying the Onboard I-9 activity.
About this task

The I-9 Section 1, I-9 Section 2 and I-9 Section 3 activities are available on the Template Type
drop-down list in the Manage Activity Fields screen.
Procedure
To display this activity:
In the Manage Activity Fields screen, Activity Names and Fields panel,
4. Select I-9 Section 1, I-9 Section 2, or I-9 Section 3 from the drop-down list. The Activities I-9 Section
1, I-9 Section 2, or I-9 Section 3 screen now displays (shown in the following I-9 Section 1, I-9 Section
2 and I-9 Section 3 activities screen figure).

Figure 37. I-9 Section 1, I-9 Section 2, and I-9 Section 3 activities screen (Activities I-9 Section 1 is
shown in this figure)
Important:
• If an existing activity with configured fields is changed to activity type I-9 Section 1, I-9 Section 2,
or I-9 Section 3, the fields will be removed. (This scenario would only occur during the initial activity
configuration.)
• The I-9 Section 1 activity step is required before the I-9 Section 2 activity in the workflow
configuration. (I-9 Section 2 cannot exist in the workflow without I-9 Section 1.)
• No new fields can be added to these new template types; instead, both template types come with a
standardized set of fields for all clients.
The Form I-9 Section 1 task displays in Onboard (for new hires).

The Form I-9 Section 2 task displays in Onboard Manager.

The Form I-9 Section 3 task displays in Onboard Manager.

If the I-9 Section 3 task is configured for a hire who is a US citizen, non-citizen national, or permanent
resident, then the Onboard Manager application only allows the onboarding manager or the task owner
to record a hire's name change (if applicable) and rehire date.
Figure 38. I-9 Section 3: Record hire's name and rehire date
Configuring Activity Instructional Text

Administrators and users with access rights can configure unlimited instructional text to display on an
Onboard activity screen in the Talent Suite.
About this task

Note: All instructional text is usually uploaded through the Manage Display Text screen.
After uploading the instructional text, users proceed to the Manage Job Workflow screen and select/map
the display text that should appear for an activity screen while configuring that activity step.
Users also have the ability to create new instructional text on the fly in addition to choosing existing
instructional text.
All new instructional text created for an activity can be selected to display on any other activity screen as
well (while configuring that activity).
Important: Administrators must turn on Enable New Hire Synchronization with Admin to see the Add/
Edit instructional text for an activity function in Manage Job Workflow.
Procedure
To display this activity,
4. Select Onboard Settings in the Settings panel. The Onboard Settings screen displays.
Figure 39. Onboard Settings - Enable New Hire Synchronization with Admin

In the Onboard Settings screen,
5. Select the Enable New Hire Synchronization with Admin check box.
To display the Manage Job Workflow screen,
8. Select the Job Settings tab.
displays.
10. Select Basic Onboard in the Job Workflow panel list. The Basic Onboard screen displays.
11. In the Workflow Criteria section, select the wrench icon for the activity you wish to configure. A
separate activity window opens.
12. Select the Activity Instructional Text check box to add (map to) an existing instructional message or
create a new instructional message. Two radio button options appear (Map Existing Keys and Create
New Keys) shown in the following figures.
a) To display existing instructional text, select the Map Existing Keys radio button and select the
appropriate key from the Activity Instructional Message Key drop-down list. Note: Instructional
text keys can display in a specific order, which helps you easily select the keys. This allows you
to find the display text through numerical order in production (as you would do in staging).
This helps avoid errors when the display order is not maintained correctly when the client
is created in production out of the configurations from stage. The order is based on the
key number: Page.label.ActivityInstructionalMessage1, Page.label.ActivityInstructionalMessage2,
until the latest created key number.
b) To include new keys and text to use for instructional text, select the Create New Keys radio
button and enter the new key in the text box that appears.
For example: page.label.NewKeyMessage

Figure 40. Map Existing Keys
Figure 41. Create New Keys / Instruction Text value
13. Select the Save icon to save changes to the task.

14. Save the overall workflow in the Manage Job Workflow screen. Important: Make sure you save both
the task AND the workflow. If you do not save both places the changes will be lost when you navigate
away from the screen. The changes to the tasks and workflow will not take effect until a new job is
created.
15. You can create new messages or select existing messages from within the workflow. If you need to
edit an existing message, that change must be made within Display Text settings.
16. Navigate to the System Configuration > System Settings > Display Text > Manage Display Text
screen.
17. In the Key pane, search for the new key you just added (for an activity through the Manage Job
Workflow screen) as shown in the following figures.
18. Enter new display text for the new key in the Display Text box and select Save changes. The new
instructional text is ready to be used for any activity.

Figure 42. Page Label Text Key
Figure 43. Page Label Activity Instructional Message
Configuring Update of Activity Instructional Text

You can update activity instructional text.
1. Go to Settings > System Configuration > System Settings > Display Text > Manage Display Text
screen.
2. Once the Manage Display Text page loads, enter activityinst in the Contains box, and select the
arrow to run the search. This is the fastest way to return the full list of instructional messages.
3. Once the list pane loads with the instructional messages, use the list page finder to locate the
message you need. Select the key to load it.

4. Once the message loads, make any changes you need in the Display Text field. Note: If you make the
edits in Firefox, the Display Text field will contain some dots. You can use them to resize the field so
that you have a larger visual area to review your work.
5. After making the updates to the key, select Save Changes. Note: This screen will not display the
success message you see on other pages, but it will refresh and you will see the changes have been
made.
Note: You can edit any key from here but you cannot create new keys. If you need to create a key, that
must be done within the task on the workflow.
Configuring Removal of First Page of Generic Form Activities

The removal of the first page (instructional text, fields, upload) of generic form activities will save clicks
and speed up a new hire's onboarding experience.
Undoubtedly, your Onboard work flows have PDF policies in place. Some of those tasks provide
instructional messaging and additional data entry prior to signing the form to complete the task. That
page might look something like this:
If you are like most clients, your work flows have several PDF policies in place that do not have messaging
or require additional information to be completed. When this occurs, Onboard will still present the page,
and it would look something like this:

When this happens, the task owner (which is most often the new hire), can be confused and is tasked
with a pointless select/tap to proceed to the signature page. Some clients have even added instructional
messaging, just to give the page some meaning.
With this release, Onboard has modified the behavior of this page so that it will only display if the task has
either:
• Custom Instructional Text and/or
• Fields that allow/require data entry
This new feature will enhance the user experience by reducing confusion, configuration, and the total
selects/taps required to progress through a given workflow.
* For agreement-only forms (those without signature), the PDF page will launch directly.
CONFIGURATION
Onboard activities will only drop the first page if there are no fields enabled AND no activity instructional
messaging on the task. If either or both are present, the experience of the task will remain unchanged.
To remove instructional messaging from the activity:
1. On the Manage Job Workflow screen, select the Job Settings tab.
2. Select Job Workflow from the Show statement.
3. Select the workflow.
4. Select the Wrench icon on the activity that needs to be updated.

Use the drop-down to change the Activity Instructional Message Key to Select so it will show as blank.
Then remove the check box next to Activity Instructional Text and select Save.
Note: You must perform both steps, as only removing the check box will not remove the Display Text. Be
sure to save the workflow as well.
Because this is a workflow change, only new jobs will see this change. Any jobs already in Onboard will
continue to show the first page with the instructions. To remove unnecessary fields from the activity:
1. Go to the System Configuration tab.
2. From System Settings, select Activity Fields.
Select the activity that needs to be updated from this list and uncheck the Enabled check box for any
field that is no longer needed on the screen and select Save:

This change, because it is NOT a workflow change, will take effect immediately. If you have a task that
previously only had fields, but not instructional messages, the activity will immediately drop the first page
for all open and new jobs.
I-9 Section 2: Foreign Passport Issuing Country

When the new hire provides the manager a foreign passport as the proof of identity for employment
authorization, the manager will have to select the Country of Issuance in the Onboard application while
reviewing the new hire's I-9 information.
The Country of Issuance drop-down list is to be used when submitting data to E-Verify, which requires
the country. The I-9 PDF will display the Issuing Authority with the country selected.
Figure 44. Country of Issuance drop-down for the mentioned document
I-9 Section 1 and 2 Data Sync

If a manager selects documents for Section 2 of I-9, which the new hire used in Section 1 for Citizenship
Status (I-94 or Foreign Passport), then on Section 2 the UI displays the number the new hire entered in
plain text as read only information (no input field).
An instructional message appears for the field that states: If the number on the documentation provided
does not match the value please re-open I-9 Section 1 for correction.
Figure 45. Auto display of Document Number entered in I-9 Section 1, option to correct it
I-9 Section 1: Citizenship Status Available for Search/Output

The Citizenship Status field from the I-9 Section 1 activity of the Manage Activity Fields screen is now
available in the Manage New Hires page. This field is searchable/outputtable.
The column name of the field is Citizenship Status. The data can also be filtered based on this field. The
values that needed for this field to filter the data are:
• Alien Authorized to Work
• Permanent Resident

• Non Citizen National
• Citizen
The value from the latest I-9 completed for the new hire/requisition combination displays.
Known Issue: In Manage New Hires, when the onboarding manager tries to search the Citizenship Status
field with keywords such as citi/citizen, the search results include new hires with both citizen and non-
citizen status.
I-9 Section 3: How to Turn On

How to turn on Section 3 of I-9.
NEW HIRE
I-9 Section 3 will appear for the assigned user type based on the expiration date of the existing work
authorization date. I-9 Section 3 can also be manually initiated for rehires or reverification.
Configuration Decisions:
1. Number of days (before document expiration) I-9 Section 3 task will appear based on work
authorization date expiration (10 days; may want to update to 90+ days).
2. User type responsible to complete I-9 Section 3 (System Admin).
3. User Type that can manually initiate I-9 Section 3 (Onboarding Manager).
4. Number of days task will be available after creation (30 days).
SYSTEM ADMIN
Manage Activity Fields screen (I-9 Section 3 activity):
User Type (System Admin):
Onboard Settings:
• Number of days (before document expiration) to create I-9 Section 3 task
• I-9 Section 3 Task Responsible User (System Admin)

Configuring the W-4 Activity Template
The Onboarding US W4 activity type is used for displaying the Onboard W-4 activity.
About this task

The Onboarding US W4 activity is available on the Template Type drop-down list in the Manage Activity
Fields screen.
Procedure
4. Select Onboarding US W4 from the drop-down list. The Activities Onboard US W4 screen now displays
(shown in the Onboarding US W-4 activity figure).
Figure 46. Onboarding US W-4 activity

Note: No fields can be added to this new template type; instead, it comes with a standardized set of
fields for all clients.
The Onboarding US W4 task displays in Onboard (for new hires).
Restricting Custom Activity Creation for Onboard Activity Templates

Users cannot create a custom activity from, or change an existing activity to, the following Onboard
activity template types:
• I-9 Section 1
• I-9 Section 2
• I-9 Section 3
• E-Verify
• Onboarding US W4
• State Forms
Every onboard client will now have only one standard activity mapped to these template types.
Figure 47. Manage Activity Fields

Figure 48. For other activities
Configuring Allow State Form Upload

There is a state form activity-level configuration setting that allows the download and upload of a PDF
form.
Previously, when new hires were filling out forms that had editable or calculated fields as part of their
worksheets, they had to do manual calculations in order to provide values.
Now, clients can configure an extra step in the state form activity. This allows new hires to download an
editable/interim version of the PDF form, edit it, then upload the updated form back into the application.
This way, new hires can electronically complete any worksheets/calculations that exist within the form.
The system captures the following information from the new hire: First Name, Last Name, Employee or
Beneficiary Number. This secures the basic information, and locks the fields before new hires are allowed
to update the editable/interim version of the PDF form.
New hires:
1. Complete the fields on the data collection page, and select Save and Continue. They are taken to the
next page (the download/upload document page), where they can view the instructions and complete
the actions as needed.
2. Select Save and Continue once they finish with the download/upload document page. They are taken
to the E-Signature page. As always, the final page of the form allows them to review the document and
requires their acknowledgment before their signature is applied.
Note: Enabling this download/upload document page does not mean new hires are required to complete
this action before they can proceed to sign and submit the document.

CONFIGURATION
This enhancement is dependent on the following state form activity-level configuration setting: Allow
State Form Upload check box, on the Manage and Edit Forms screen. This allows the download and
upload of a PDF form, on a form-by-form basis.
Enabling this setting allows the new editable (interim) screen to display. New hires download the editable
version of the PDF, edit it, and upload the PDF back into the system. The onboarding manager can then
collect a signature from the new hire, and review the form.
This setting is state-form specific. Clients can decide/configure which state forms they want enabled for
this setting.
A column called ALLOWFORMUPLOAD was added to the KO_STATE_FORM_CLIENT_CONFIG table, with a
default value of 0.
As part of this enhancement, some fields were removed:
• Date of Birth

• Deduction Code, Additional Amount of Income Tax to Be Withheld, Deductions, Box 20 check box
The following provides additional details:

• Step 1. The fields populated in step 1 are auto-populated in the PDF, and are locked from editing. New
hires can update all the other editable fields in the PDF. If the locked fields need editing, then the new
hire will have to return to step 1, update the fields, and then proceed with the next steps.
• Step 2. The downloading and uploading option is optional. If there are no updates to be made on that
step, then the new hire can select Save & Continue to proceed.
• Step 3. Once the new hire uploads a new version of the PDF in step 2, selecting the Download link
downloads the updated PDF file.
Configuring the State Form Activity Template

The Onboarding State Form activity type is used for displaying the Onboard State Form activity.
About this task

The State Form activity has been added to the Template Type drop-down list in the Manage Activity
Fields screen.
Procedure
4. Select State Form Activity from the drop-down list. The Activities State Form Activity screen now
displays shown in the following figures.

Figure 49. Onboarding State Form activity
The Onboarding State Form task displays in Onboard (for new hires). For example, a Pennsylvania state
tax form.

Configuring Opt-Out Function for State Forms
State forms can be marked as optional for the employee. Although the state form activity displays as
required, new hires are allowed to opt out of filling them out.
About this task

In the Talent Suite, the new hire selects the Opt-Out button; then confirms the Opt-Out choice.
Note: The user only sees the Opt-Out functionality on the first step of the activity where they fill out the
data fields.
Figure 50. Opt-Out of state form option
Procedure
3. Display the Show drop-down list and then select Forms, if not already selected.
In the Manage and Edit Forms screen, State Form Settings section,
4. Deselect the Required Form check box.
5. Select the Save State Form icon to save the Opt-Out option for that state form. The Opt-Out button
now displays on the page for that state form in the Talent Suite.
Figure 51. Required check box for State Form fields
Configuring Required Fields for the State Form

Onboarding administrators have the facility to make a form related field required. A Required check box
column is available to enable this function. The Required check box column is visible for forms associated
with State Form activities configured for Talent Suite clients alone.
Procedure

4. Select State Form Activity from the drop-down list. The Activities State Form Activity screen now
Figure 52. Required check box for State Form fields
Note:
• This column is editable only for the Base Client.
• This column appears as read-only for regular Onboard clients enabled for the Talent Suite.
Configuring the Display of Addresses for State Forms

With state forms, you can configure Onboard so that the employer address, the employee address, or both
addresses display.
About this task

This functionality determines which state forms are presented to the new hire during the workflow (based
on the selection in the Form Display Criteria field).
Procedure
In the Manage Job Workflow screen, in the Workflow Criteria section:

4. Go to the State Form Activity workflow.
5. Select the Wrench icon . The State Form Activity pop-up displays.
6. In the State Form Activity pop-up, go to the Form Display Criteria field.
7. Select one of the following:

• Employer Address . The state forms for the employer display to the new hire.
• Employee Address. The state forms for the employee display to the new hire.
• Both. Both the state forms for the employer and employee display to the new hire.
8. For example, if the new hire lives in Maryland but works in New Jersey, the following occurs. If:
• Employer Address is configured, NJ state forms display to the new hire.
• Employee Address is configured, MD state forms display to the new hire.

• Both is configured, both NJ and MD state forms display to the new hire.
Condition-Based Adhoc-Required Activity

Previously, when the activity level just before the Onboard End activity level contained multiple activities
and some of them were skipped because of conditions, completing one of the activities in that level
(adhoc-required validation (M out of N check))) caused the condition check to be skipped whether the
adhoc-required activity was completed or not. The Onboard End activity was being generated before the
adhoc-required activity completion. As a workaround, clients could configure all the conditional activities
from the level before Onboard End to a level before that level.
Now, the adhoc-required validation (M out of N check) is performed at the level before Onboard
End. The system stops generating Onboard End without having HM-related adhoc steps completed. The
workflow does not need modification.
Onboard Configuration:
Onboard Manager:
Configuring Work Opportunity Tax Credit (WOTC) Settings for the

New Hire
Work Opportunity Tax Credit (WOTC) Ernst &Young Survey are a part of a new hire’s onboard tasks while
onboarding in the Talent Suite. Tax credits are provided to employers for promoting hiring of individuals
from certain target groups who might face barriers to fair employment. WOTC checks are therefore
required by employers to get federal tax credit and secondly to promote workplace diversity.
About this task

Clients who wish you to use WOTC checks for their onboarding must have Ernst and Young as their vendor.
This allows IBM to enable this feature for them.

Enable Tax Credit and Feed Vendor Settings
This section describes configuration steps for enabling Tax Credit and Feed vendor settings.
Procedure
To enable Tax Credit and Feed vendor settings,
4. In the Settings navigation pane, select Onboard Settings.
Figure 53. Onboard Settings Enable New Hire Synchronization with Admin Setting
5. In the Onboard Settings screen, select the Enable New Hire Synchronization with Admin check box.
After completing Onboard Settings configuration,

7. In the Settings navigation pane, select New Hire Integration Settings.
Figure 54. Enable Tax Credit and Feed Vendor Credentials

8. In the Tax Credit Settings section, select the Enable Tax Credit Integration check box.
9. Select the Tax Credit Vendor Name drop-down list and select a vendor.
10. Enter the tax credit company ID in the Tax Credit Company ID field.
11. Enter the WOTC vender username in the UserName field and WOTC vendor password in the
Password field.
12. If you want a new hire (using Onboard) to be able to upload WOTC-related documents, select the
allow New Hire Document Upload check box. If you want the onboarding manager (using Onboard
Manager) to upload WOTC-related documents, do not select the check box. It is one or the other;
both the new hire and the onboarding manager cannot upload documents. By default, the check box
is not selected.
• New hires or onboarding managers are taken to a task complete page or an Additional Forms
upload page.
• If WOTC documents need to be signed and uploaded, the new hire or the onboarding manager on
the new hire's behalf, can upload documents.
• The onboarding manager can complete review or upload forms as needed. On selecting the WOTC
task, the onboarding manager is taken to the Additional Forms page, and can upload required
forms and complete it to get a Tax Credit confirmation number.

• For an onboarding manager, this is a standalone task, and is not needed to complete Onboard End.
The onboarding process continues without any interruption since no action is pending from the
new hire.
Enable WOTC Location Settings in BrassRing to Onboard Integrations

When screening an individual, the location determines if the individual is screened for WOTC or WOTC
plus other federal and/or state credits.
About this task

Ernst & Young’s survey is dynamic and is driven by the location. When recording the results, the location is
used to associate the applicant/hire with a corresponding location in the client’s Ernst & Young database.
Procedure
1. Create a field in BrassRing that contains all the WOTC location options that your WOTC contact
provides you, and then map that field to the requisition templates that will leverage WOTC.
2. Add the Tax Credit Location Id field to JobDetailsOverviewSection under the CONSTRUCTJOB page.
To do so, go to Settings > System Configuration > Field Sequence CONSTRUCTJOB, and drag and drop
Tax Credit Location Id field to JobDetailsOverviewSection.
3. In the BrassRing Workbench Subscription, map this new field to your Onboard Candidate Exports
from the Mapping Tab. To do so, go to Tools > Integrations > Administration > Subscription Admin >
Edit settings > Mapping, and select Select Export Fields to pick the custom field you want to map to
Onboard.

4. Add the Req field to the subscription and select Submit.
5. The field now displays on the Mapping tab.

6. Select Map for your custom req field for BrassRing and select the next available IdValue in the
UserArea Section. In this case, CND121_V_1 is the next available value. Highlight it and select Ok.
7. Enter EMPLOYEE_TAX_CREDIT_LOCATION_ID in the custom Req field for Onboard.
8. Select Map for the custom Req field for Onboard and select the next available IdValue in the UserArea
section. In this case, CND121_N_1 is the next available value. Highlight it and select Ok.

9. Mapping is complete when both fields are GREEN. Select Save.
10. Work with PSE to have the xpath updated on your customer’s .xslt document to reflect this change.
If you are comfortable enough with this yourself, you should add the following between the
JobRequisitionEntity tag and the JobRequisitionEntity tag:
Enable Tax Credit Check Settings

This section describes configuration steps for enabling Tax Credit settings.
Procedure
To enable Tax Credit Check settings,
4. In the Activity navigation pane, select Tax Credit Check(Active) from the drop-down list to open the
Activities Tax Credit Check screen.
Figure 55. Enable Tax Credit Check Setting

5. In the Activities Tax Credit Check screen, configure all fields that need to be included on the Tax Credit
Check activity.
Add a Tax Credit Check to an Onboarding Workflow

This section describes configuration steps for adding a Tax Credit Check to an Onboarding Workflow.
Procedure
To add a Tax Credit Check to an Onboarding Workflow,
2. Select the Job Settings tab to display job settings configuration options.
Figure 56. Add a Tax Credit Check to an Onboarding flow

4. In the Add activity at level section, select Tax Credit Check to attach a tax credit to an onboarding
workflow.
Configure Tax Credit Reporting

This section describes configuration steps for Tax Credit Reporting.
About this task

All tax credit information is reportable and exportable for custom reports. Employers who run WOTC
checks for new hires are eligible for tax credits, when new hires meet certain WOTC criteria. Ad
hoc reporting is accessible to users with permissions through the Report menu option in the Talent
Suite Onboard application. Selecting the Onboard Report menu item navigates users to the Onboard
administration portal to log in with eligible credentials.
The following fields are available to add to a Tax Credit ad hoc report.
• EmployerTaxCreditEntity
– Employee Id
– Is Eligible
– Create Date
– Last Modified Date
• TaxCreditAssessmentResultEntity
– Credit Category Name
– Is Eligible
– Create Date

• TaxCreditAssessmentEntity
– Vendor Name
– Employee Id
– Job Req Number
– Location Id
– Assessment Status
– Is Eligible
– Overall Status
– Assessment URL
– Is Form Sent To Vendor
– Confirmation Number
– Create Date
Procedure
To access the My Reports screen:
1. In the Global Toolbar, display the Reports menu and then select My Reports.
2. Select the My Reports tab to display reports configuration options. The selected report displays with
the configured columns and fields displayed.
3. Configure all columns and fields as required, then run the report. Note: When working with My Reports,
selecting any custom/ad hoc report titles from the Show statement (such as any custom reports
created by the logged in user) displays the report in the edit mode by default. It's suggested to use the
Run Report button to load the report data faster. Use the Save and Run button to change reporting
fields, or to reschedule the report. Custom reports are editable only by the creator of the report.
Note: Applicant-related fields are reportable along with tax credit information fields as a part of ad hoc
reporting.

Configuring Standalone Tasks
For the following Onboard activity template types, you can also create versions to use for standalone
activities (activities that occur outside a workflow).
• I-9 Section 1
• I-9 Section 2
• I-9 Section 3
• E-Verify
• State Form
Additional configuration options have been added for these template types:
• Responsible user type to execute the task
• Permitted user types to create task
• Number of days available after creation (Due date)
• Reminder email (as in workflow activity screen)
• Escalation email (as in workflow activity screen)
Figure 57. Settings to configure a standalone activity
Note: The additional configurations are visible only on enabling the Enable Stand Alone Activity
Settings check box option in the Manage Activity Fields screen.
Enable Talent Suite Configurations for Standalone Migration

This section describes configuration steps for the migration of standalone Onboard customers to the
Talent Suite.
About this task

All Talent Suite configurations (such as, the I-9, W-4, state forms, E-Verify, and the generic form activities)
were present only if the Enable New Hire Synchronization check box was selected. Because Enable
New Hire Synchronization also controls sending the new hire/user data to Gatekeeper, the setting is not
enabled until the client is ready to login to and use the Talent Suite.
The Enable Talent Suite Configurations setting enables Implementation Consultants to configure Talent
Suite functions in advance for clients who are migrating from standalone Onboard to Talent Suite
Onboard.
Configuration scenarios are as follows when configuring migration from standalone Onboard to Talent
Suite Onboard:

1. For clients who have the Enable New Hire Synchronization configuration option turned ON in
production, the Enable Talent Suite Configurations configuration option should ALSO be turned ON.
2. For clients who have the Enable New Hire Synchronization configuration option turned OFF, the
Enable Talent Suite Configurations configuration option should be set to OFF as well.
3. For all existing Talent Suite clients, the Enable New Hire Synchronization configuration option AND
Enable Talent Suite Configurations configuration option should be turned ON.
4. When Enable Talent Suite Configurations configuration option is turned ON, all the Talent Suite
configuration settings that depend on the Enable New Hire Synchronization configuration option are
switched to the Enable Talent Suite Configurations configuration option.
Note: The Enable New Hire Synchronization configuration option ONLY drives actual user
synchronization with Gatekeeper. The Enable New Hire Synchronization configuration option is turned
on when the client logs into and uses the Talent Suite.
The Enable New Hire Synchronization configuration option can no longer be turned ON or OFF through
the UI; it can ONLY be turned ON or OFF through a migration script request.
Procedure
To access the Manage System Settings screen,
4. Select Onboard Settings in the Settings panel. The Onboard Settings screen displays shown in the
following figure.
Figure 58. Onboard Settings screen - Enable Talent Suite Configurations

On the Onboard Settings screen,
5. Select the Enable Talent Suite Configurations check box.
Convert Standalone Workflows to Talent Suite Workflows

Onboarding administrators can change any existing onboarding activity workflow used in Onboard
Configuration, such as I-9, W-4, Onboard PDF, Agreement, and Policies, to an onboarding activity
workflow for use in the Talent Suite. The configuration process to convert standalone workflows to Talent
Suite workflows reduces the need to re-create an activity or re-create forms for the Talent Suite and
enable quick client migrations.

Before you begin
Follow the steps in section “Enable Talent Suite Configurations for Standalone Migration” on page 62 to
enable the Enable Talent Suite Configurations setting in System Settings > Onboard Settings
After completing these steps a new Talent Suite Workflow drop-down list is added to the Manage Job
Workflow.
About this task

To convert a standalone workflow, users select the converter (recycle) icon (which sets the Talent Suite
Workflow drop-down to Yes). Save the individual activity steps, then the overall workflow.
Save each workflow activity step by selecting the activity's wrench icon, followed by selecting the Save
icon in the call-out that appears for that activity step. After saving all the workflow steps individually, save
the overall workflow by selecting the Save icon on the Manage Job Workflow screen.
Procedure
To access the Job Settings screen,
2. Select the Job Settings tab to display the Manage Job Workflow settings.
In the Workflow Criteria section,
4. Select the Workflow Criteria wrench icon for the applicable workflow(s) to configure. The Workflow
Activity window opens.
Figure 59. Manage Job Workflow - Workflow Criteria

Figure 60. Workflow Activity window
5. Configure the Workflow Activity.
6. Select the Save Activity icon to save changes.
After saving all the Workflow Activity configurations individually,
7. In the Workflow Overview section, select Yes from the Talent Suite Workflow drop-down list.
Figure 61. Workflow Overview - Talent Suite Workflow
8. Select the Save Workflow icon to save the Workflow(s) to the Talent Suite.
Note: Ensure that Talent Suite requirements are met for the activity templates. (For example: With the
Generic Activity Talent Suite template, if you have multiple forms attached to a generic activity, convert
forms one at a time.)
Important: Only one form can be added per Generic Activity.

Configure Standalone E-Verify Task
In Onboard Manager, an onboarding manager can assign a standalone E-Verify task to a new hire.
In Onboard Manager, selecting a pointer icon by a hire name on a hire profile page displays a menu. That
menu now contains an E-Verify selection.
The E-Verify menu option only displays when E-Verify is configured as a standalone task. When the
onboarding manager selects it, it adds an E-Verify task that the new hire must complete.
There must already be a completed I-9 form, or an error will display when the onboarding manager
selects the E-Verify menu item.
Configuration
To configure the standalone E-Verify feature:
1. On the System Configuration tab, in the Show statement select Activity Fields. The Manage Activity
Fields screen displays.
2. Select the E-Verify activity. The Activities E-Verify panes display.
3. In the Activity Settings pane, select the Enable Stand Alone Activity Settings check box.
4. The Stand Alone Activity Settings pane displays.

• Select Responsible User Types from the drop-down.
• Select Permitted User Types from the drop-down.
• Select other fields, as needed.
5. Select Save.
Troubleshoot Inability to Discontinue Hire with Standalone I-9 and E-Verify

Tasks
Issue: Clients report they are unable to discontinue a new hire because the system would not allow them.
Clients should check the Manage Activity settings from their end as access is not readily available from
the IBM side.
Standalone I-9 Section 1 and Section 2:
1. Check if standalone settings are enabled for the client for I-9 Section 1 and Section 2 activity in the
Onboard Configuration application.
2. Select the new hire for whom the standalone task needs to be created.
3. Once the new hire is opened, select the arrow by the new hire's name.
4. In the drop-down, I-9 Section 1 can be found as an option.
5. Select I-9 Section 1 and confirm the task creation.
6. A new I-9 Section 1 standalone task will be created for the new hire to complete.
7. Once the new hire completes I-9 Section 1, a standalone Section 2 will automatically be created for
the onboarding manager to complete.
8. Only I-9 Section 2 standalone cannot be created without Section 1. Section 1 should be created and
Section 2 will be generated automatically.
Standalone E-Verify:
1. Check if standalone settings are enabled for this client for the E-Verify task in the Onboard
Configuration application.
2. Select the new hire for whom the standalone task needs to be created.
3. Once the new hire is opened, select the arrow by the new hire's name.
4. In the drop-down, E-Verify can be found as an option.
5. Select E-Verify and confirm the task creation.
6. The onboarding manager will now be able to complete the E-Verify task.

Unrestricted Access to Tasks and Actions Configuration
This section describes how to configure Hiring manager permissions to allow unrestricted access to the
complete list of new hire records and onboarding tasks.
About this task

Hiring managers can have unrestricted access to the complete list of new hire records and onboarding
tasks, whether that hiring manager is a task owner or a job participant. Unrestricted access includes the
ability to create new tasks, edit existing tasks, and act upon any task.
Hiring managers ARE NOT allowed to edit or complete a task that has a pending new hire action (such as,
a task that requires a new hire's signature).
To switch back to standalone Onboard (and view the Activities category), go to the Manage Users: User
Type screen, and select the Show Legacy Capabilities check box. Note: There is no need to switch back to
standalone Onboard. The New Hire Management category contains all needed functionality.
Procedure
2. Select the Users tab.
4. Select Admin from the Settings pane to display the Admin settings page.
5. For new hire management, select the New Hire Management link.

Figure 62. New Hire Management
6. Select the Task Completion Criteria check box, and select either the:
• Ability to View/Edit/Complete Tasks Owned by the User Only option. This enables restricted
access capability.
• Unrestricted Ability to View/Edit/Complete Tasks option. This enables unrestricted access
capability.
Configuring the Auto-Logout Activity

The Auto-Logout activity ensures the new hire is automatically logged out after the completion of an
activity.
About this task

For example: If the activity is an I-9 activity, the new hire is logged out after he/she completes the I-9
Section 1.
Note: The Auto-Logout configuration is only for activities owned by the new hire.

Fast path: The Auto-Logout message appears for 10 seconds before logging out the user. The message
content and display time are both configurable in the Branding/Customization tool. (Refer to the Admin
Branding/Customizing the Talent Suite Guide for configuration details.)
Figure 63. Auto-Logout Message
Procedure
To display the Manage Job Workflow screen for Auto-Logout configuration,
4. Select the desired Job Workflow.
5. In the Workflow Criteria section, select the wrench icon for the activity you wish to configure. A
separate activity Overview window opens for that activity.
Figure 64. Auto-Logout configuration tool
6. In the activity Overview window, select the Logout on Activity Completion check box.
7. Select the Save Activity icon to save your changes.
Figure 65. Auto-Logout configuration tool

8. Once the activity window closes, select the Save Workflow icon to save the overall activity Job
Workflow.
Configuring New Hires

Configuration tips
Configuring a New Hire URL

This section describes how to configure a new hire URL.
Procedure
4. Select New Hire Integration Settings from the Settings pane to display the New Hire Integration
Settings page.
5. In New Hire Integration Settings page, scroll to the New Hire URL field.

Figure 66. New Hire Integration Settings Page - New Hire URL field
6. Enter the Staging or Production New Hire URL as applicable.
a) Staging: https: https://kr2x-staging.kenexa.com/NewHirePortal/NHPLogin.jsp
b) Production: https://2xrecruit.kenexa.com/NewHirePortal/NHPLogin.jsp
Note: The hyperlink is the same across all clients but is different in staging and production.
Once a new hire becomes an employee via the Employee Indicator, the Talent Suite enables access
to the Talent Suite welcome (home) page. Based on the client's license and onboarding process
configuration, the new hire can access:
Home Page:
• Recent Updates
• Recommendations
Social Applications: (via the banner/header row)

• Newsfeed
• People
• Communities
• Files
• Activities
Global Actions: (via the Global Actions icons)

• Share Status
• Chat
• People Search
• Find Social Content

Utilities Menu: (via the User Menu)
• My Profile
• Account Settings
• Notifications Preferences
• Security Settings
• Help
• Log Out
Configuring New Hire Personal Information Page

You can edit the Personal Information page to add additional fields such as Prefix, Preferred Name, Suffix,
Marital Status, and so on.
If you have fields that are required for a new hire to view/edit, you can create an activity at the beginning
of the workflow to ensure the new hire reviews the data.
You add a required Personal Information activity to client workflows using the Onboard New Hire Step
activity template.
You can edit the fields displayed on the Profile page using field sequence on the following pages:
• PBUI - New Hire Profile
• PBUI - New Hire Profile Manager View
Manually Triggering a New Hire Document

Sometimes, there are new hire documents that a company would like to be manually triggered when a
new hire starts to complete their documents.
Such a document would be a required document. For all other jobs, it would not trigger.
How to Configure: Set it up based on conditions by creating an activity listing for every form you want to
be conditional (Yes/No). Prior to opening up Onboard New Hire, a recruiter can make their selections and
only the forms that get a Yes answer would display in the Onboard New Hire.
Attaching Documents to New Hire Profile by the Onboarding Manager

Onboarding managers (using Onboard Manager) have the ability to add documents directly to a new hire’s
profile.
About this task

The new hire (using Onboard) can also directly upload a file to their profile. This feature gives the
manager/new hire ability to add any relevant documents (such as, certifications, published articles,
conference papers, and so on) that have been obtained from the new hire during the selection process.
The following figure shows the Add Document button.
Note: The maximum document size allowed is 1MB per upload. Allowable formats are: BMP, CVS, DOC,
DOCX, GIF, JPG, PDF, PNG, PPT, PPTX, RTF, TIF, TXT, XLS, and XLSX.

Figure 67. Upload Documents to the New Hire Profile using the Add Documents Button
The onboarding manager with the capability to edit the new hire profile is able to upload a new document
and delete documents uploaded by themselves or the new hire.
There is no restriction on the ability of the new hire to upload or delete a document.
The onboarding manager and the new hire do not have the capability to delete system generated or
task related documents tied to the onboarding process (such as, I9, W4, state forms, E-verify letters and
generic signed forms).
Following are the user capabilities an onboarding manager MUST have to edit a new hire profile and
upload documents to the new hire profile.
• CAP_PRINT_NEWHIRE_DOCS
• CAP_NEW_HIRE_EDIT
• CAP_VIEW_CONTACT_INFOR_TAB
• CAP_VIEW_ALL_NEWHIRES
Note: This capability is optional. It is only needed if the onboarding manager wants to view new hires that
are in jobs of which the onboarding manager is not a participant.
To switch back to Onboard Configuration (and view the Applicants category), go to the Manage Users:
User Type screen, and select the Show Legacy Capabilities check box. Note: There is no need to switch
back to Onboard Configuration. The New Hire Management category contains all needed functionality.
Procedure
Enable the ability of the onboarding manager to edit the New Hire profile in the Talent Suite as follows:
5. Select the New Hire Management link.

6. To enable the (Print New Hire Documents) capabilities, which allows document attachment, select the
Enable Print New Hire Documents check box.
Configuring Manage New Hires Page

The Manage New Hires page provides an improved experience for onboarding managers when bringing
new hires onboard.
Introduction
The Manage New Hires page allows onboarding managers to display and select filters against the new
hires they are authorized to access, making it easier to locate them. Note: Eventually, the Manage New
Hires page will replace the Currently Onboarding page.
Usage in Onboard Manager

There is a menu item in the Onboard Manager navigation menu called Manage New Hires:

When the Manage New Hires menu item is selected, the new Manage New Hires page displays. It
contains a Filter option that allows onboarding managers to display and select filters against the new
hires they are authorized to access, making it easier to locate them:
When the onboarding manager selects Filter, the available filters display in their own filters pane,
allowing easy selection. The number of selected filters displays in both the filter pane (as a number
icon) and in the results pane. Selecting the number icon in the filter pane redisplays the options:

For date filters, such as the Candidate Start Date, the onboarding manager can enter both From and To
dates.

The default list of filters are as follows:
• First Name
• Last Name
• Candidate Start Date
• E-Mail Address
• Candidate Reference Number
• Requisition Number
• Onboard Status
Through configuration, additional filters (like for E-Verify or Country) can be added, for example:
Once a filter is applied, the filter persists for the session. If the onboarding manager selects Save Filters,
that filter becomes the new default Manage New Hire page. If the onboarding manager selects Clear, the
selected filters become deselected, and any values entered are cleared.
Free-form text (string/dictionary text, such as First Name, Last Name, E-Mail Address, and City) has a
type-ahead feature, providing matches (with check boxes and scroll bar if needed) in a drop-down after
three characters are entered. The order is alphanumeric, and multiple selections are allowed.
Integers allow minimum and maximum ranges; dates allow both From and To values, and boolean
(Yes/No) displays as two radio buttons.
When there is a long list of filters, the five most-used filters display.

Configuring Onboard
Enabling the Manage New Hires Feature
A new setting called Enable Manage New Hires is available in the Onboard Settings screen of the
System Configuration tab. To utilize the new Manage New Hires screen and its filters (in Onboard
Manager), it must be selected. By default, this setting is not selected.
Enable Manage New Hires Check Box - Onboard Settings Screen:

Defining Talent Suite Filter and Display Fields
There are new field configurations that allow you to customize default columns and filters that display on
the new Manage New Hires screen in Onboard Manager.
There is a new entry in the Show statement of the System Configuration tab called TS Filter and Display
Fields.

When selected, the TS Filter and Display Fields screen displays. This screen allows you to configure
fields that can be used as filters and configure fields that will be displayed in search results.

There are two panes:
• Manage New Hires Columns. Displays the Available Columns and the Selected Columns, and allows the
columns to be moved between the two as needed.
• Manage New Hire Filters. Displays the Available Filters and the Selected Filters, and allows the filters to
be moved between the two as needed.
In the new Manage New Hires screen in Onboard Manager, for filters, the onboarding manager will see all
the fields matching the following conditions as available fields.
• Entities marked with IS_TALENT_SUITE as True.
• Fields marked as searchable.
• TS_DISPLAY_FIELD fields that are previously not selected. Note: TS_DISPLAY_FIELD is a new attribute
added into Field Framework and is prepopulated with a script for all the standard /custom fields of
entities supported by the Talent Suite. Any new additional custom field created should have this new
attribute TS_DISPLAY_FIELD set to True.
The default value for the maximum number of fields is 7.
Define Dictionary Category for Any Field

In the Manage Dictionary screen, there is a new dictionary called D_FIELD_CATEGORY. Field Category
helps managers identify/understand the broad area where a particular field is used.

When selected, the D_FIELD_CATEGORY pane displays. The D_FIELD_CATEGORY dictionary has default
dictionary values:
• NewHire. Category entities are: Applicant, ApplicantI18NEntity.
• Requisition. Category entities are: JobRequisition, JobApplication, Participant, JobLocaleSpecificEntity.

The Manage Labels and Custom Fields screen has a new control called Field Category to view/edit the
category mapped to any Talent Suite entity field. Field Category is a drop-down mapped to dictionary
D_FIELD_CATEGORY. NewHire and Requisition are the default available values, but by selecting the book
icon, the value is changeable.

Configuring Bulk Actions
The Manage New Hires page in Onboard Manager allows onboard managers to utilize bulk actions. Bulk
actions make it easier and faster for onboarding managers to send emails, discontinue onboarding for
multiple new hires, revert bulk discontinue, and complete tasks for a group of new hires simultaneously
per requisition/job application rather than doing this individually.
Introduction
Bulk actions include:
• Bulk communication
• Bulk discontinue
• Bulk task completion
• Revert bulk discontinue
• Export to Excel

On the Manage New Hires page of Onboard Manager, there is functionality for bulk actions:
• A select-all check box allows you to select all the filtered new hires who display on the currently viewed
page (and deselect all). Note: You can also just select specific new hires rather than use the select-all
check box.
– When there are no selections, you can sort (by Name, Requisition Number, etc). Once you select any
check boxes (either by selecting all or by selecting specific check boxes), you can no longer sort.
– When you select the select-all check box, you are selecting all new hires who display on the current
page. You are not selecting the new hires who display on multiple pages. For example, if 100 new
hires display on page 1 and another 100 display on page 2, only the ones on the currently viewed
page are selected. If you deselect the check box, only the ones on the currently viewed page are
deselected. Note: Changing the results per page does not affect the selections.

• Once you select new hires, the Take Action link becomes enabled, allowing you to select one of the
items from the resulting menu:
– Send Communication (send bulk communication). This allows an onboarding manager to send an
email to multiple new hires.
– Discontinue Onboarding (discontinue bulk onboarding). This allows an onboarding manager
to discontinue onboarding for multiple new hires per requisition/job application. This is not
discontinuing them system wide (to do that, on the hire profile page, select the pointer by the hire
name, then from the resulting menu, select Discontinue Onboarding). This task is Requisition Number
specific (that is, for each new hire, the Requisition Number is present). The onboarding manager must
provide a reason for the discontinuing (comes from D_DISPOSITION_CODES dictionary). This data is
reportable and audit-able, and the dictionary can be updated.
– Task Completion (complete bulk tasks). This allows onboarding managers to complete tasks for a
group of new hires simultaneously per requisition/job application rather than doing this individually.
– Revert Discontinue Onboard (revert bulk discontinue). This allows onboarding managers to revert
discontinue onboarding for new hires. This means they do not need to rehire a new hire to the job
later if they make a mistake.
– Export to Excel (bulk export). This allows onboarding managers to export new hire data to Excel.
SEND COMMUNICATION
When you select Send Communication from the Take Action menu, a Send Communication pop-up
displays. It shows the multiple new hires you selected (along with a requisition number), and allows you
send an email to them:. Note: You can deselect new hires before sending, if needed.
• You cannot change the From email address. Note: This is email address that is on file for the currently
logged-in user in the Gatekeeper profile (Talent Suite Admin user interface).
• The Subject, Greeting, and Message are required.
• The CC field is optional. You can enter one or multiple email addresses, separating them with
semicolons. There is no character limit and no limit on how many CC email addresses you can add.
• For the Greeting field, you must choose one from each of the following:
– Dear, Hi, Hello, or you can enter other text. If you enter other greeting text, you will see it displayed in
the Message text box (it cannot be edited from there). If you enter Dear, Hi, or Hello, this text will be
localized into the actual message. .
– First Name, Last Name, or Last Name, First Name.
• The Message text box does not allow rich text, but hard returns are permitted. This message is stored in
the new hire's Correspondence Log.

DISCONTINUE ONBOARDING
When you select Discontinue Onboarding from the Take Action menu, a Discontinue Onboard pop-up
displays. It shows the multiple new hires you selected, and an required field allows you select a reason
for the discontinuing. Note: If criteria does not allow some new hires to be discontinued, a message will
inform you about it (This Action Cannot Be Applied to x New Hires), and the check boxes are deselected.
Some examples of criteria that will not allow hires to be discontinued are:
• New hire is already dispositioned.
• New hire has an in-progress e-Verify case.
• Job application is already closed, completed, or inactive.

TASK COMPLETION
When you select Task Completion from the Take Action menu, a Task Completion pop-up displays. It
allows onboarding managers to select the task they want to complete (complete tasks for a group of new
hires simultaneously per requisition/job application rather than doing this individually).
With bulk completion:
• Onboarding managers can complete tasks they are normally able to complete.
• Access to the bulk completion action is user-type driven.
• Only activities whose Talent Suite template type is No Template or Onboard Start or Onboard End are
allowed in bulk.
• Tasks must be configured to be taken in bulk. If no tasks are configured, the following message displays:
No Tasks Are Configured for Bulk Completion.
• Each bulk task is individually selectable.
• The following actions are auditable: person, email, date, time, action taken, and new hires associated.

If criteria does not allow some tasks to be completed, a message will inform you about it (This Action
Cannot Be Applied to x New Hires), and the new hire check boxes are deselected.
REVERT DISCONTINUE ONBOARD

When you select Revert Discontinue Onboard from the Take Action menu, a Revert Discontinue Onboard
pop-up displays.
Onboarding managers can revert discontinue onboarding for new hires. This means they do not need to
rehire a new hire to the job later if they make a mistake.
Notes:
• Onboarding managers can undo the discontinue individually or in bulk.
• If onboarding managers undo the discontinue, the workflow starts back up where it ended.
• There is onscreen confirmation.
• These actions are auditable and reportable.

EXPORT TO EXCEL
When you select check boxes for new hires from the Manage New Hires page then select Export to Excel
from the Take Action menu, you can export new hire data in bulk
• Filters should be used to obtain a custom list. This is a better approach than downloading all the new
hires each time.
• Selections that are made across pages will persist.
• There is a limitation of 10,000 records that can be retrieved/exported. Note: If there are more than
10,000 records or if no filters are applied, only 10,000 records can be retrieved/exported.
• For any column that uses icons (for example, task groups for status) the status is exported, not the html
for the icon.
Configuring Onboard
On the Manage Users: User Type screen, in New Hire Management, there are selections for Bulk
Actions:
• Bulk Communications check box
• Bulk Task Completion check box
• Bulk Discontinue check box
• Revert Bulk Discontinue check box
By default, they are not selected.
Manage Users: User Type screen - Bulk Actions:

For the Bulk Task Completion feature, there is a check box called Allow Bulk Completion in the Manage
Activity Fields screen.
• It is visible only when Talent Suite configuration setting is enabled.
• It is visible only for the activities whose Talent Suite template type is No Template or Onboard Start or
Onboard End.
• By default, it is not enabled for all activities.
Manage Activity Fields screen, Allow Bulk Completion check box:

Bulk Task Completion with Required Fields Completed
Onboarding managers can now complete tasks with populated required fields for a group of new hires
simultaneously per requisition/job application. By doing so, they do not need to do them individually.
• Each bulk task is individually selectable from a menu.
• Access to this action is user-type driven.
• This task must be configured to be taken in bulk.
• In addition to the already existing functionality for templateless Onboard Start and Onboard End
activities, tasks that allow data entry can be used.
• This task will complete if all required fields are populated.
• Tasks with null data in the required fields will fail.
• These actions are auditable (person, email, date, time, action taken, new hires associated).
• Users can complete tasks they are normally able to complete.
PREVIOUSLY
If any activities were configured with required fields, that task was not listed in Bulk Actions for Task
Completion.
WITH THIS RELEASE


Onboard Manager:
Onboard Manager - Bulk Correspondence:
If the required field values is empty, validation still occurs and the task is not allowed to complete.
Global Discontinue
The Discontinue Onboarding option is now based on a new capability: Enable Global Discontinue.
The global discontinue onboarding option persists for users who have it enabled even when there aren't
any open job applications. When this is the case, the message No active job applications displays.
In the interface, the Discontinue Onboarding option displays in the drop-down by the new hire name.
When a new hire is discontinued through this action, no action is taken on a completed job application.
The system acts on the in-progress job applications the same as it does now.
Without capability: Discontinue Onboarding option is not available, and Discontinue Onboard has no
impact in Manage New Hires:

With capability: Discontinue Onboarding option is available, and Discontinue Onboard has impact in
Manage New Hires:

CONFIGURATION
On the Manage Users: User Types screen, in the permissions for New Hire Management, there is a new
capability: Enable Global Discontinue check box. By default, the check box is not selected for all clients
and all user types. This check box MUST be selected to enable the global discontinue functionality.
Configuring Task Groups

Any client with access to the Manage New Hires page in Onboard Manager can utilize task groups.

Onboarding managers can view a new hire's tasks within a task group by selecting the task group status
link to quickly view current task status.
With this feature:
• On the Manage New Hires page, all tasks within a task group are viewable within a scrollable pop-up
window.

• The task group pop-up window displays the task group name, the new hire's name, the number of
tasks in the task group, and the following columns: Task Name, Task Owner, Due Date, and Status. By
default, these columns are sorted by their workflow order. Note: There is no column sorting on this page
other than the default.
– Task Name is the name of the task. When selected, the task detail page displays. Note: The task
name is not a link if the new hire is dispositioned on the job application concerning the task group.
– Task Owner is the owner of the task.
– Due Date is the date the new hire must complete the task.
– Status is the status of the task.
• There are five status indicators for the respective task group:
– Not Started - Has not completed at least one task within the task group.
– In Progress - Has completed at least one task but has not completed all tasks within the task group.
– Over Due - When at least one task within the group is overdue. Overrides not started and in progress.
Note: Overdue tasks go to the beginning of the list. Note: For Overdue tasks, the status order is:
Overdue, Pending, In Progress, Not Started, and Completed. If there are no Overdue tasks, the status
order is: Pending, In Progress, Not Started, and Completed.
– Completed - All tasks are completed within the task group. Note: All completed tasks move to the
end in the order they are completed.
– Not Applicable - When a group is comprised of tasks where the conditions are not met to present to
the new hire; or, when a custom task group isn't configured.
• Skipped tasks (condition not met/optional, not completed) disappear from the list.
• Opted-out tasks remain as opted out.
• Started tasks and tasks the user does not have the capability, based on user type, to view are not
selectable and do not show up as a link.
• With Completed/Discontinued new hires, task groups are not updated.
• New hire task groups are reevaluated when tasks groups are updated AND onboarding status is not
complete or discontinued.
• Regenerated ad-hoc tasks DO NOT count against task group status.
On the Manage New Hires page, selecting a task status link (such as Completed from a task group such
as I-9 or E-Verify or New Hire Ready in this example) displays a pop-up window that contains all tasks
within the task group. Note: Selecting the new hire's name displays the Onboarding Tasks page.
Task Group pop-up window containing all tasks within the task group: Note: Selecting the task name link
displays the task detail page.

Configuring Onboard
To configure the user type settings for task groups, navigate to the Users tab and select User Types in the
Show statement. In the resulting Manage Users: User Types screen, choose the user type to grant task
group access and ensure that the Manage the Order of Fields check box is selected in Administration >
Settings.
Navigate to the System Configuration tab and select Task Groups in the Show statement.

When selected, the Task Groups screen displays. This screen allows you to create a new task group or
update an existing task group.

In the Task Groups screen, there is a Task Group Name field (required) and an optional Description field.
The system displays all the available activities under the All Tasks section and the mapped activities
under the Tasks Assigned section.
Task groups can be made inactive.
Once you save the task group, the system automatically creates a field under the Job Application
entity in the Labels and Custom Fields screen. There are 25 fields pre-created under the Job
Application entity in field framework. When a client creates any new user group, the system
maps the user group to the available field and maps the display label as the task group name
(TaskGroup1,TaskGroup2...TaskGroup25).
Configuring Public and Private Filters

Both standard filters (Public), and client-specific custom filters (Private) can display on the Manage New
Hires page.
Both standard and client-specific custom filters can display on the Manage New Hires page, in Filters.
CONFIGURATION
The filter type is Public or Private.
Standard filters are Public, and client-specific custom filters are Private.
Public filters are not specific to the user/client.
• They cannot be customized. Instead, users can create a copy of the public filter, save it as a private
filter, and make changes as per their need.
• They are common for all users, and cannot be deleted or renamed.

• They can be assigned as the default filter.
• Add public filters for the base client.
• There is a new property/column: IS_PUBLIC.
Private filters are specific to a user/client.
• All existing filters created by users will now display in the private filter section.
• Save link is disabled.
• Delete icon is hidden.
• Name field cannot be edited, but it can be selected as a default.
The Load filter pop-up displays the filter type (Public/Private) against each filter name. First, group filters
by Public, then by Private.
Configuring Create New Hires

Onboarding managers with access permissions can create new hires directly within the Onboard Manager
application.
About this task

Onboarding managers use the Create New Hire button on the My Tasks page in Onboard Manager. This
launches the Create New Hire page and onboarding managers can complete all the required* fields and
maybe optional fields and then save. Once the new hire logs onto Onboard, the hire will appear on the
Currently Onboarding page in Onboard Manager as a part of the new hire list.
Note: Previously, Talent Suite supported only the editing of personal information of a new hire that had
been imported into the Talent Suite via integration with the Onboard Configuration application or the
BrassRing application.
Figure 69. Create New Hire button

Figure 70. Create New Hire page
Create New Hire Configuration

This feature is based on permissions. By default, capabilities are enabled for the hiring managers.
About this task

To switch back to Onboard Configuration (and view the Applicants category), go to the Manage Users:
User Type screen, and select the Show Legacy Capabilities check box.
Note: There is no need to switch back to Onboard Configuration. The New Hire Management category
contains all needed functionality.
Procedure
4. Select the desired User Type from the User Type list pane to display the Manage Users: User Type
page.
5. Select the New Hire Management link.

Figure 71. Create New Hire
6. Select the Create New Hire check box.
Assign Capabilities - New Hire Management

Administrators must assign the following capabilities to allow a selected user type to see the Create New
Hire button and proceed to create new hires.
About this task

IBM Kenexa Talent Suite user type permissions are regrouped under a single category, New Hire
Management. The single category enables configuration engineers to identify and enable required
Onboard features easily for clients.
Previously, on the Manage Users: User Type screen, there were the following seven permissions
categories: Job Requisitions, Applicants, Administration, Screens & Assessment, Activities, Tasks, and
Reports.
Now, there are three permissions categories: New Hire Management, Administration, and Reports.
Reports and Administration settings remain common to both the Talent Suite and Onboard Configuration
applications.
On the System Configuration: Manage System Settings screen, in Onboard Settings, the Enable Talent
Suite Configurations check box must be selected to display New Hire Management.

To switch back to Onboard Configuration (and view the seven permissions categories), go to the Manage
Users: User Type screen, and select the Show Legacy Capabilities check box. Note: There is no need
to switch back to Onboard Configuration. The New Hire Management category contains all needed
functionality.
The Assign Capabilities configuration is performed as follows.
Procedure

6. To enable the (Create New Hire) capability, select the Create New Hire check box.
7. To enable an Include All Hires check box as a filter in the Currently Onboarding screen in Onboard -
Manager, select the View All New Hires check box.

8. To enable the (Print New Hire Documents) capabilities, which allows document attachment, select
the Enable Print New Hire Documents check box.
9. To enable the (View and Edit New Hires) capabilities, select the View All New Hires check box and
the Edit New Hire check box.
10. To enable the (View New Hire Profile) capability, select the View New Hire Profile check box.
11. To enable the (New Hire Display Criteria) capability, select the New Hire Display Criteria check box,
and select the View New Hires Matching Job Location option or the View New Hires Matching Job
Creator or Participant or Location option.
12. To enable the (Task Completion Criteria) capability, which controls access), select the Task
Completion Criteria check box, and select the Ability to View/Edit/Complete Tasks Owned by
the User Only option or the Unrestricted Ability to View/Edit/Complete Tasks option.
Configure Mandatory Create New Hire Fields

Mandatory fields configured on the Create New Hire page are as follows:
About this task

• Account
– User Name (needs to be unique)
– Locale
• Name
– First Name
– Last Name
• Email
– Work Email
• Job Details
– Job Req.
– Employment Start Date
• Create New Hire Profile
– Date of Birth
Note: Other optional fields can be added through System Configuration: Manage Field Sequence.
Procedure
2. Select the System Configuration tab if not already selected.
3. Display the Show drop-down list and then select Field Sequence.

Figure 73. Configure New Hire Profile fields
Note: Fields on the Create New Hire Profile page are not exportable.
Important:
• Talent Suite does not allow duplicate users with same user name and email address to be created.
This applies to a user that exists as a new hire and/or a hiring manager.
• Additional fields that are configured on the Create New Hire Page screen must follow the validation
rules set in the Manage Labels and Custom fields section. (for administrators)
• Users that are allowed to create a new hire need to also be able to select an open job to create a new
hire.
• In drop-down lists, keep your options to 35 characters (including spaces) or less to avoid truncation.
If more than 35 characters (including spaces) are needed, it is recommended to use radio buttons.
Configuring Edit New Hire Start Date

An onboarding manager can update a new hire's start date.
An onboarding manager who has the privilege to edit the start date:
1. Selects a pointer icon by a hire name on the Currently Onboarding or My Tasks pages. This displays a
menu containing various selections, including a new Job Information menu item:
2. Selects the Job Information menu item to display a new Job Application page with the following
columns:
• Job Application Name (read-only)
• Onboard Start Date (read-only)
• Onboard End Date (read-only)
• New Hire Start Date (capability driven, per job application). This start date is either a:
– Link if an onboarding manager user has the privilege to edit AND if Onboarding End is not
complete.
– Read-only field.

3. Selects the link in the New Hire Start Date column to open a pop-up with the start date value
auto-populated.
4. Updates the new hire start date and selects Save. Note: The start date cannot be earlier than the
current (today's) date.
The updated start date is applied across all the activities for that job application for the new hire.
CONFIGURATION
For Users tab > User Types, on the Manage Users: User Type screen, there is an Edit New Hire Start
Date check box in New Hire Management.
By default, the check box is not enabled. You must select it to enable the feature.
For existing user groups, to update the start date you must either configure Edit New Hire Start Date or
create a new user group.
Edit New Hire Start Date check box:
New Hire Profile Screens

The New Hire Profile screen allows for the configuration of either of the following Persona Based User
Interface (PBUI) selections.
• PBUI New Hire Profile (employee view)
• PBUI New Hire Profile Manager View (manager view)
Accessing and Configuring a New Hire Profile View

The PBUI New Hire Profile and PBUI New Hire Profile - Manager View can be configured to have Primary
sections only instead of parent and child sections shown the following figures.
Procedure
4. Select one of the following from the Page drop-down list to open the PBUI - New Hire Profile or PBUI -
New Hire Profile Manager View page:
a) PBUI - New Hire Profile
b) PBUI - New Hire Profile Manager View
Figure 74. New Hire Profile View (primary sections only)

Figure 75. PBUI - New Hire Profile Manager View (primary sections only)
Adding, Removing and Reordering Fields

This section describes how to add, remove, and reorder fields.
Tip: Customizing the instructional help text message for a field is done by dragging and dropping the Field
Message from one pane on to the desired field in a section on another pane.
Note: Use the vertical field order, instead of the horizontal field order.
Fields can be added to a selected page by dragging them from the list pane into the work pane. Likewise,
fields can be removed from a page by dragging them from the work pane into the list pane.
Fields can be reordered on the page by dragging them to new locations within the work pane. (If there
are multiple sections on a page, you can drag fields between sections.) Note: There is a page refresh only
after a user completes all the reordering.
Important: Changes you make will be global and effective whenever a screen is accessed in edit mode.
For example:
If you add a field to the Construct Job screen, the field will be added to all existing job templates and
will be effective the next time a job is created using a template. Likewise, if a job is in the Construction
or Selection phase, the field will be added to the Job Details page but will not be effective until the user
views the page in edit mode.
As you drag fields between panes or sections, a movement icon displays with your mouse pointer to
indicate when you can release the mouse button to place the field. When the icon displays as back and
forth arrows , the field is in a transient location, and releasing the mouse button will not place the field.
When the icon displays as a check mark , the field is in an acceptable location, and releasing the mouse
button will place the field at the location of the mouse pointer. When the icon displays as this action
cannot be performed , the field is in an unacceptable location and releasing the mouse button will not
place the field.

Important: Some fields or sections cannot be modified. At this time there is nothing on screen that
indicates whether a field or section can be modified. (If you try to modify a restricted field or section, your
changes will not be saved.)
Figure 76. Instructional Help Desk Drag and Drop, Plus Vertical Field Order
Note: When you add field message/instructions, the key and display text you provide here is auto stored
in Manage Display Text as well.
How to Add, Remove and Reorder Fields

To add, remove and reorder fields, complete the following steps:
Procedure
1. Display the Manage Field Sequence screen.
2. In the list pane, display the Page drop-down list and then select the page with which you will work.
3. To add a field, expand the node for the appropriate entity in the list pane, drag the field from the list
pane to the target location and then release the mouse button.
Tip: When you release the mouse button, the field will be placed at the location of the mouse pointer.
(If you are having difficulty placing a field in a precise location, use the tip of the mouse pointer as a
guide to the target location.)
4. To remove a field, drag the field from the screen into the list pane and release the mouse button.
Tip: You do not need to expand the node to which the field belongs. You can drag the field to any area
in the list pane and the system will place the field with the correct entity.
5. To move a field to another location on the screen, drag the field to a new location and release the
mouse button. Note: There is a page refresh only after a user completes all the reordering.
Configuring the New Hire Profile for New Hire and Manager Views
The New Hire view and Manager view of the New Hire Profile can be configured with sections, section
headers, section instructional text and field instructional text.
Figure 77. Section added - New Hire Profile View

Each section can have a header and can optionally have section instructional text. The New Hire Profile
can be configured with instructional text for a field as well, which displays when the user hovers over the
field.
Figure 78. Section added - Manager View of New Hire Profile
These configurations are done on the Manage Field Sequence screen by selecting System > System
Configuration > Show, Field Sequences > Page, New Hire Profile or .New Hire Profile Manager View
Figure 79. Add Sections for New Hire Profile View

Figure 80. Add Sections for Manager View of New Hire Profile
Configuring View New Hires Based on Job Location Permissions

This section describes configuration steps that allow Talent Suite users to see new hires based on their
location permissions.
About this task

Viewing new hires by job location is based on permissions. Job Location information can be set by the
administrator, recruiter, or hiring manager while constructing a new job or editing an existing job record.
To switch back to standalone Onboard (and view the Job Requisitions and Activities categories), go to
the Manage Users: User Type screen, and select the Show Legacy Capabilities check box. Note: There is
no need to switch back to standalone Onboard. The New Hire Management category contains all needed
functionality.
Procedure

6. To enable the job locations capability, select the New Hire Display Criteria check box, and select
either the:
• View New Hires Matching Job Location option. When a logged in user is associated to a job
location, the user can view only new hires whose job location matches the user's location.
• View New Hires Matching Job Creator or Participant or Location option. When a logged in user is
associated to a job creator, participant, or location, the user can view new hires related to the job,
and new hires who share the user's location, whether or not they are part of the job. This user can
view or edit any activity for any new hire on the Onboard dashboard.

Customizing Fields for Applicant Information
Administrators and users with access rights can add unlimited custom fields for the Applicant entity
through Manage Labels and Custom Fields.
Procedure
2. Select the System Configuration tab, if not already selected.
4. The Manage Labels and Custom Fields screen displays.
5. From the Field Class drop-down list, select Applicant to display the Labels and Custom Fields pane.
The Create New Field button is then available (shown in the following Applicant Entity - More custom
fields figure) to configure each of the custom dictionaries, custom dates, custom Boolean, custom
integers and custom string data types.
Note: For all applicant custom field types, the number of custom fields is unlimited.
6. Once configuration is completed select the Save icon to save changes.
Important:
• New custom fields CANNOT be created for custom multi-select fields. This feature is applicable to
Talent Suite clients alone.
• When a user selects Save, a new field is created and shown on the data table. The field name
follows the naming convention with the sequence number being incremented with one (based on the
maximum sequence number created for the client).
• The field does not display for other clients as available to configure. Each client needs to create their
fields. The system can internally manage, reusing the field definition.
• In drop-down lists, keep your options to 35 characters (including spaces) or less to avoid truncation.
If more than 35 characters (including spaces) are needed, it is recommended to use radio buttons.
Figure 82. Applicant Entity - More custom fields
Note: This feature is not applicable to the Multiple New Hire Portals (MNHP) - Labels and Custom
Fields.
Configuring Applicant Custom Fields

Additional Applicant entity custom fields are available for further configuration. This is based on wherever
the Applicant entity is applicable and also only for Talent suite clients.
• System Configuration > Activity Fields > Field Permissions
• System Configuration > Activity Fields > Activity Definitions
• Job Settings > Forms > Form Mapping

• Settings > Field Sequence ( PBUI New Hire Profile, PBUI New Hire Profile Manager View)
• System Configuration > Screen Appearance
• System Configuration > Manage Conditions > Defining Conditions
• System Configuration > Field Driving Rules > Defining Driving Rules
Onboard reporting supports additional Applicant custom fields for Talent Suite clients. The support
includes facility for configuration and also report generation using the additional custom fields.
Important: If any report is configured to use the additional custom fields, the report must be scheduled
to run offline. It cannot be a real time report.
Customizing E-Mail Correspondence

Talent Suite administrators can customize a message for any onboarding e-mail correspondence that is
sent at the end of an activity. The customize e-mail correspond configuration is performed in the Onboard
Manage Correspondence Templates screen.
About this task

Onboarding administrators have custom fields available to customize the e-mails that go to new hires
upon activity completion. Configuration includes displaying custom tags inside the body of the e-mail
correspondence to fetch custom data, and also in the final correspondence the new hire receives to start
onboarding.
Procedure
To access the Manage Correspondence Templates screen,
3. Display the Show drop-down list and then select Correspondence. The Manage Correspondence
Template screen opens.
In the Recipients and Content section,
4. Enter customization content in the Body section for the correspondence.
For example:
Additional Custom Fields
<%activity.jobApplication.applicant.Additional Custom Boolean 58%>
Figure 83. Manage Correspondence Template screen


Displaying Dictionary Values as Radio Buttons
You can display dictionary values (such as race, gender, etc) as radio buttons on task and profile pages.
About this task

Note: In drop-down lists, if you need more than 35 characters (including spaces), it is recommended to
use radio buttons. Truncation results if there are more than 35 characters (including spaces).
Procedure
4. The Manage Labels and Custom Fields screen displays.
5. From the Field Class drop-down list, select Applicant and then select a field name, such as Applicant
Race.
6. In the Labels and Custom Fields pane, select the Display as Radio Buttons in NHP check box.
7. Once configuration is completed, select the Save icon to save changes.

8. When the Display as Radio Buttons in NHP check box is selected:
• Dictionary values in task and profile pages display as radio buttons.
• Driving fields display as a radio buttons.
• Driven fields display as drop-down fields.

PBUI My Tasks- Manager
Additional fields can be added to the PBUI My Tasks- Manager page. All fields associated with job, job
application, applicant and applicant18n can be selected.
The default fields include:
• Task Due Date
• Task Name
• Task Status
• New Hire First Name
• New Hire Last Name
• Position Title
Fast path: In addition to the standard (fixed) fields, users can add a maximum of two additional fields for
their business needs. It can be a combination of two custom fields or two standard fields, or a custom and
a standard field.
Accessing and Configuring PBUI My Tasks-Manager

This section describes how to access and configure PBUI My Tasks-Manager.
Procedure

3. Display the Show drop-down list and then select Screen Appearance. The available list of screens
display in the Screen Name list pane.
Figure 84. Add additional fields to PBUI My Tasks- Manager
The Available Fields list contains all fields that are available for inclusion on the PBUI My Tasks-
Manager screen. Move fields from the Available Fields list to the Selected Fields list to specify which
fields will appear on the screen.
4. In the Screen Name list pane, select the PBUI My Tasks- Manager screen.
a) To add a field to the screen, select the field name in the Available Fields list and then select an
arrow icon to transfer that field name to the Selected Fields list.
b) To remove a field from the screen, select the field name in the Selected Fields list and then select
an arrow icon to transfer that field name to the Available Fields list.
c) To move a field to a different column on the screen, select the field in the Selected Fields list and
then select an arrow icon to move the field.
Tip: Multiple fields can be selected to add, remove or reorder. To select multiple fields, press and hold
the Ctrl key while selecting fields.
5. To specify a field by which to sort the screen data, display the Sorting Field drop-down list and select
a field.
6. To specify the order in which the sorting field data will be sorted, display the Sorting Order drop-down
list and select Ascending or Descending.
• If you need to return the screen to its default configuration, select the Restore Defaults button and
then select the Save icon .
Accessing and Configuring the Emergency Contacts Section

The PBUI New Hire Profile and PBUI New Hire Profile - Manager View can be configured to have Primary
sections only instead of parent and child sections.
Procedure
4. Select one of the following from the Page drop-down list to open the PBUI - New Hire Profile or PBUI -
New Hire Profile Manager View page:
• PBUI - New Hire Profile
• PBUI - New Hire Profile Manager View
Figure 85. Add Emergency Contact Section

Add a New Emergency Contacts Field to a Section Configuration
When a new section is added to a page, the Parent Section, Name and Vertical Ordering fields are blank.
(Information can be specified as needed in these fields.) The Advanced Settings fields display default
values, which can be changed as needed.
Procedure
1. Select the Add/Edit Section hyperlink on the PBUI - New Hire Profile or PBUI - New Hire Profile
Manager View page. The user is taken to the Add/Edit Section on the page showing all the entities,
name and page identifier shown in the following Add/Edit Section figure.
2. Select the Add button to refresh the page. The page will load the section to add a Name and Vertical
Ordering shown in the following Add Name and Vertical Ordering figure.
Figure 86. Add/Edit Section
Figure 87. Add Name and Vertical Ordering

3. Enter the Name you wish to label your new section in the Name field.
4. Enter a number for Vertical Ordering in the Vertical Ordering field.
Note: This is the number of sections you plan to drag into this section.
5. Select the Advanced Settings link to open the Advance Settings section of the field sequence for that
particular section shown in the following figure.

Figure 88. Advanced Settings Fields
6. Select the Repeat Section drop-down list. The drop-down expands to show the True or False
selections.
7. Select True to make the section repeatable.
8. Select Apply. This appends the changes made to the page.
9. In the Page pane, drag the desired fields for EmergencyContacts and
Applicant.EmergenceContacts over to the newly created PBUI - New Hire Profile or PBUI - New
Hire Profile Manager View section. The Emergency Contacts fields then appear in the newly created
PBUI - New Hire Profile or PBUI - New Hire Profile Manager View section shown in the following figure.
Figure 89. Drag Emergency Contact Fields to PBUI - New Hire Profile Section
Fast path: If you need to delete a section, drag the field(s) in the section back to the Page pane
first and then select the Delete Section icon in the newly created section. (Keep in mind that the
deletion is permanent, and the section cannot be recovered.)
• If you simply do not want a section field to appear, you can drag the field(s) from the section back
to the Page pane without deleting the section.
Add Emergency Contacts Section

The Emergency Contacts information section can be included for new hires to fill on the new hire profile
page.
Important: These configurations are based on the Manage Field Sequence not on Manage Screen
Appearance.
Configuring Onboard Manager so Users Can Access/View Reports

Onboarding managers with access rights can view reports by selecting the Reports link from the Onboard
Manager navigation menu.
About this task

Access to Reports in the Onboard Configuration application is based on configuration.

Figure 90. Report link in Onboard Manager navigation menu (launching Onboard Configuration application)
Once onboarding managers select the Report link, they are logged onto the standalone Onboard
Configuration application, and the reporting tool is available for use.
Figure 91. Access Reports (Global Toolbar)
Note: Access to the reporting tool will depend upon the logged in user's capability status which is
configured in the Reports section of the User Types screen as shown in the following figure.
Figure 92. Access Reports Permissions
Note: By default, the Reports setting is turned ON.
Procedure
4. Select the desired User Type from the User Type list pane to display the page for the User Type
selected (for example, Recruiting Manager).
5. Scroll to the Reports section.
6. Select the Access Reports check box and then select the check box(s) for the applicable types of
reports for that User Type.
8. Once reports are configured, onboarding managers do the following to access reporting: Onboard
Manager > Report link > standalone Onboard > Reports > My Reports tab.

• Configure all columns and fields as required, then run the report. Note: When working with My
Reports, selecting any custom/ad hoc report titles from the Show statement (such as any custom
reports created by the logged in user) displays the report in the edit mode by default. It's suggested
to use the Run Report button to load the report data faster. Use the Save and Run button to
change reporting fields, or to reschedule the report. Custom reports are editable only by the creator
of the report.
• Create/export I-9 acceptable receipts report. When new hires provide a receipt as a placeholder for
their pending List A/B/C documents, this information is now exportable and reportable. Onboarding
managers with reporting permissions can create new reports or update existing reports. To utilize
I-9 acceptable receipts reports, onboarding managers use: Report menu item in Onboard - Manager
> Onboard > Reports > My Reports tab > Content and Sort Selection pane > Choose Fields to Add to
Report field > Receipt (ReviewDocument).
• Schedule report time. Reports can be scheduled not just at the client level, but also at the report
level in My Reports. For all reports, the Schedule is copied from System Settings by default.
Onboarding managers can change the Schedule setting on a report-by-report basis. Onboarding
managers can schedule reports to run daily, weekly, monthly, once, or not at all. If they choose
daily, weekly, monthly, or once, then they can further select a report processing time. To schedule
report time, onboarding managers use: Report menu item in Onboard - Manager > Onboard >
Reports > My Reports tab > Schedule Report pane > Schedule field.
Configuring I-9 and E-Verify Audit Report
Configuring I-9 Audit Report

You can configure an I-9 audit report in Onboard Manager. It contains job application information.
An I-9 Audit Report column displays in the Job Information page in a new hire profile.
The I-9 Audit Report provides detailed audit information of an I-9 form. This provides insight into what
field was updated and with what value, who the user was, and the timestamp.
This I-9 Audit Report provides audit information specific to the job application to which the I-9 form is
associated.
I-9 Audit Report:
CONFIGURATION
On the Manage Users: User Type screen, for a Hiring Manager, there is an I9 Audit Report check box in
New Hire Management.

In Onboard Manager, the I-9 Audit Report can only be downloaded by users who have the
CAP_I9_AUDIT_REPORT capability.
Configuring E-Verify Audit Report

You can configure E-Verify audit reports.
Onboarding managers can run an E-Verify audit report themselves. They don't need to ask IBM to do it for
them.
The report provides the case history from creation to closure.
• It is available only for Talent Suite clients.
• It includes employee verification data used for E-Verify.
• It can be scheduled and delivered to specific users.
• It is self-service for the client.
• Data can be migrated from Onboard in a non Talent Suite environment to Onboard in a Talent Suite
environment.
Configuration
To configure the E-Verify audit report feature:
1. Go to the Manage Users: User Type screen, and select the Reports link.
2. In the Reports pane, select the E-Verify Audit Report check box.

Configuring I-9 Auto Populate Start Date in Section 2
The start date in I-9 Section 2 can be automatically prepopulated from another date field.
USE IN ONBOARD
Once this feature is configured, for the I-9 Section 2 activity (or for reopening I-9 Section 2):
• The start date is automatically prepopulated from the selected/configured date field.
• The start date is retained and does not change even if the source value is updated or if configuration
changes are made.
CONFIGURATION
Admins can configure the ability to allow users to auto-populate a start date from another date field.
In the Manage Labels and Custom Fields screen, there is a new I-9 Section 2 Start Date Driving Field
check box for all date fields that allow admin users to configure from which date field the new hire start
date should be populated.

• Standard Onboard Start field is supported (JobApplication.CandidateStartDate &
JobApplication.OnboardStartDate).
• Custom date fields from Applicant entity and standard Job Application entity are supported.
– Only custom date fields from the Applicant entity are supported.
– There is no support for any standard date field of the Applicant entity.
– Only standard date fields from the Job Application entity are supported.
– There is no support for any custom date field of the Job Application entity.
• User can enable a new I-9 Section 2 Start Date Driving Field check box for only one date field in the
system.
• By default, the check box is unchecked. Note: This is the as-is process currently being followed to enter
a new hire date by the responsible user for I-9 Section 2.
In the Manage Activity Fields screen, there is a new I-9 Section 2 Start Date Driving Field setting in the
Section 2 activity to show the source field.
The user enables the new setting then:
• The I-9 Section 2 activity will auto-populate the value based on the field selected in editable format.
• Once the activity is saved/completed, this start date is retained and does not change even if the source
value is updated or if configuration changes are made. Note: This also happens when reopening I-9
Section 2.
Configuring Reopen Completed Task

Some completed tasks can be reopened.
Introduction
Overview:
• The status of the task must be Completed.
• Onboarding managers can only reopen tasks they were authorized to open.
• With a reopened task, the data is overwritten (so only the most current data is retained).
• This is a retroactive feature, allowing already completed tasks to be reopened.
• The task status for a reopened task changes from Completed to In Progress.
• As it relates to conditions, reopening/editing does not create new tasks nor change already created
tasks.
• A menu item allows onboarding managers to reopen a completed task, and then provide a reason for
the reopen.
• An Edit button allows new hires to make changes to a reopened task.

Change in Onboard Manager
In Onboard Manager, on the My Tasks page, onboarding managers can reopen some completed tasks in
order to change previous responses. Depending on how Onboard is configured, these tasks can be limited
to just the tasks they own or to any task.
The onboarding manager can utilize the View Completed Tasks filter to obtain a list of completed tasks
associated with a new hire.
An Onboard Manager cannot reopen any In Progress task, only Completed tasks
The completed tasks onboarding managers can reopen are:
• No Template
• Generic Form Activities
• State Forms. Note: Onboarding managers just reopen a state form. The new hire is the person who will
make changes.
• Onboarding US W4. Note: Onboarding managers just reopen a W-4 form. The new hire is the person who
will make changes.
• I-9 Section 2. Note: A completed I-9 Section 2 task can be reopened from a task list page unless it
is associated with an already In Progress or Completed E-Verify task. Therefore, if an I-9 Section 2's
corresponding E-Verify task is In Progress or Completed, the I-9 Section 2 cannot be reopened from a
task list page. An error message occurs.
Note:
• On the My Tasks page, selecting a pointer icon by a task with a status of Completed displays a menu. If a
completed task can be reopened, there is a Reopen Task option.
• Selecting Reopen Task displays a pop-up that requires a reason for the reopen. The system sends an
email the task owner about the reopen, unless the person reopening the task is also the task owner, in
which case no email is sent. Note: The Reopen Reason field is reportable and exportable. Selecting the
Reopen Reason check box in Content and Sort Selection adds a Reopen Reason column from an activity
entity into a report.

Change in Onboard New Hire
In Onboard New Hire, on the My Tasks page, new hires can reopen and edit some tasks they already
completed in order to change previous responses. The completed tasks they can reopen and edit are:
• No Template
• Generic Activities
• State Forms
If the setting for allowing new hires to edit tasks is enabled, an Edit button displays. A reason for
reopening is not presented. In the following example, the new hire can edit the Onboarding US W4 task:
Configuring Onboard
To implement this enhancement, configuration is needed for:
• User Type permissions
• Onboard Settings system setting
User Type Permissions
There are user type permissions that allow new hires (using Onboard New Hire) and onboarding managers
(using Onboard Manager) to reopen some completed tasks. The fields are:
• Allow Reopen Own Tasks check box. By default, it is not selected.
• Allow Reopen Any Task check box. By default, it is not selected. Note: When selected, the Allow Reopen
Own Tasks check box also becomes selected.
You can select both or neither or one.

Onboard Settings
There are Onboard Settings system setting that allow new hires (using Onboard) and onboarding
managers (using Onboard Manager) to reopen some completed tasks. The fields are:
• Enable Talent Suite Configuration check box (existing field that must be selected)
• Allow New Hires to Reopen Completed Tasks check box (new check box). By default, it is not selected.
When selected, it is retroactive, allowing already completed tasks to be reopened.

Procedure
1. In the Global Toolbar, display the Settings menu and select Settings.
3. Display the Show drop-down list and select System Settings. The System Configuration: Manage
System Settings screen displays.
4. Select Onboard Settings , and for the following check boxes, select both the following:
• Enable Talent Suite Configuration check box
• Allow New Hires to Reopen Completed Tasks check box
6. Display the Show drop-down list and select User Types. The Manage Users: User Type screen
displays.
7. In the Permissions pane, in New Hire Management, for the following check boxes, select both or
neither or one:
• Allow Reopen Own Tasks check box
• Allow Reopen Any Task check box.
Preventing/Allowing the Reopen of Completed Task

There are additional configurations to prevent/allow the reopen of a completed task.
Introduction
Overview:

• You can identify a specific workflow task that will prevent the reopening of completed tasks.
• The prevention of reopen is only enabled once the task the configuration is on is completed.
• A user can override the prevention of reopen only if their user type has the Task Reopen - Ignore
Prevention capability.
• While locked, any task that is not started, pending, or in progress can still be completed.
• If the new hire is prevented from a task reopen, any task completed thereafter will prevent task reopen.
• While allowed a task reopen, new hires and onboarding managers are able to reopen tasks.
• The system tracks who and when users are preventing task reopen and allowing task reopen users.
• The lock is application ID specific.
Change in Onboard Manager and Onboard New Hire
Reopening a task from the My Tasks page prior to the task-prevention-is-on is completed:
Reopening confirmation message on My Tasks page prior to the task-prevention-is-on is completed:
Reopening a task from the onboading manager's view of the Onboarding Tasks page prior to the task-
prevention-is-on is completed:

Reopening confirmation message from the onboarding manager's view of the Onboarding Tasks page
prior to the task-prevention-is-on is completed:
Active Edit button for a new hire prior to the task-prevention-is-on is completed:

Warning message on My Tasks page to an onboarding manager that has the Ignore Prevention capability
when reopening a task after the task-prevention-is-on is completed:
Reopening a task from the My Tasks page after the task-prevention-is-on is completed:

Reopening confirmation message on My Tasks page after the task-prevention-is-on is completed:
Warning message on onboarding manager's view of Onboarding Tasks page to an onboarding manager
who has the Ignore Prevention capability when reopening a task after the task-prevention-is-on is
completed:

Reopening a task from the onboarding manager’s view of the Onboarding Tasks page after the task-
prevention-is-on is completed:
Reopening confirmation message from the onboarding manager’s view of the Onboarding Tasks page
after the task-prevention-is-on is completed:
Prevention of Reopen message on My Tasks page:
Prevention of Reopen message on onboarding manager's view of Onboarding Tasks page:

Inactive Edit button and message for a new hire after the task-prevention-is-on is completed:
Message when an onboarding manager who has the Ignore Prevention capability when attempting
to reopen I-9 Section 2 when the task-prevention-is-on is completed and E-Verify is in progress or
completed:

Configuring Onboard
• User Type Permissions
• Job Workflow
• Onboard Settings system settings
User Type Permissions
There are user type permissions that allow onboarding managers (using Onboard Manager) to reopen
some completed tasks. The fields are:
• Task Reopen - Ignore Prevention check box (new for this release). This capability allows a user type
to override the prevention configured in the workflow. By default, it is not selected, and it cannot be
selected unless one or both of the following check boxes are selected:
• Allow Reopen Own Tasks check box. By default, it is not selected.
• Allow Reopen Any Task check box. By default, it is not selected. Note: When selected, the Allow Reopen
This interrelationship means you can only override the prevention in respect to the other reopen
capabilities.
Task Reopen - Ignore Prevention check box (along with other task reopen check boxes):

Job Workflow
There is a new Prevent Task Reopen check box. By default, it is not selected.
• This setting is displayed on all workflow activities.
• The prevention of reopen is only enabled once the task the configuration is on is completed.
Prevent Task Reopen check box:

Onboard Settings
There are Onboard Settings system setting that allow new hires (using Onboard) to reopen some
completed tasks. The fields are:
• Allow New Hires to Reopen Completed Tasks check box. By default, it is not selected. When selected, it
is retroactive, allowing already completed tasks to be reopened.

Procedure
a. Display the Show drop-down list and select User Types. The Manage Users: User Type screen
displays.
b. In the Permissions pane, in New Hire Management, for the following check boxes, select both or
one:
• Allow Reopen Own Tasks check box.
• Allow Reopen Any Task check box.
c. Select the Task Reopen - Ignore Prevention check box.
a. Display the Show drop-down list and select Job Work flow. The Manage Job Workflow screen
displays.
b. Select a workflow, then select the Wrench icon.

c. In the resulting pop-up, select the Prevent Task Reopen check box.
• Allow New Hires to Reopen Completed Tasks check box

Configuring Reminders and Escalations
Reminders and escalations can be sent based on currently existing due-date configurations.
Introduction
Reminder and escalation emails can be sent to new hires and onboarding managers. When emails are
triggered can be tracked. Note: Gatekeeper sends the email. The reminder and escalation each have their
own designated template in Gatekeeper.
Change in Onboard New Hire and Onboard Manager

New hires (using Onboard New Hire) and onboarding managers (using Onboard Manager) can receive
reminder and escalation emails based on currently existing due date configurations.
Configuring Onboard
When configuring reminders and escalations, you are only presented with the applicable settings.
Onboard Settings
In the Onboard Settings screen, the fields needed to configure reminders and escalations are:
• Enable Reminder and Escalation check box (new check box). By default, it is not selected. Note: This
check box does NOT display if the Enable Talent Suite Configuration check box is not selected or if the
environment is non Talent Suite.
Manage Activity Fields

In the Manage Activity Fields Screen, the fields needed to configure reminders and escalations are:
• Enable Stand Alone Activity Settings check box (new check box). Note: When selected, the following
fields display.
• Reminder E-Mail check box, along with The reminder should be sent n days before the due date.
• Escalation E-Mail check box, along with The escalation should be sent n days after the due date.
Manage Job Workflow

In the Manage Workflow screen, when you select a workflow criteria (such as I-9 Section 1), then select
the Wrench icon, in the resulting pop-up, there are fields needed to configure reminders and escalations:
• Activity Due Date Settings check box, along with Activity due within n calendar days after the
completion of the x activity. Note: When selected, the following fields display.
• Reminder E-Mail check box, along with The reminder should be sent n days before the due date.
• Escalation E-Mail check box, along with The escalation should be sent n days after the due date.

Procedure
System Settings screen displays.
• Enable Reminder and Escalation check box
5. Select the System Configuration tab, and from the Show drop-down list and select Activity Fields.
The Manage Activity Fields screen displays.
• Select the Enable Stand Alone Activity Settings check box. Note: When selected, this displays
the Reminder and Escalation fields, which allow you to configure the associated reminder and/or
escalation emails.
– Optionally, configure the Reminder Email. This sends the email to the task owner.
- Enter the days before the due date.
- Note: You do not see the configuration for the reminder correspondence template, user types,
and persons.
– Optionally, configure the Escalation Email. This sends the email to the new hire.
- Enter the days after the due date. Note: You do not see the configuration for the correspondence
template
- Optionally, select the user types that can be notified.
- Optionally, select the specific users who can be notified.
– In Additional Recipients, select additional user types and persons you want to receive the
reminder/escalation emails .
7. Display the Show drop-down list and select Job Workflow. The Manage Job Workflow screen
displays.

8. In Workflow Criteria, select a workflow (such as I-9 Section 1), then select the Wrench icon. In the
resulting pop-up, there are fields needed to configure reminders and escalations:
• Select the Activity Due Date Settings check box. When selected, this displays the Reminder and
Escalation fields, which allow you to configure the associated reminder and/or escalation emails.
• Optionally, configure the Reminder Email. This sends the email to the task owner.
– Enter the days before the due date.
– Note: You do not see the configuration for the reminder correspondence template, user types, and
persons.
• Optionally, configure the Escalation Email. This sends the email to the new hire.
– Enter the days after the due date. Note: You do not see the configuration for the correspondence
template
– Optionally, select the user types that can be notified.
– Optionally, select the specific users who can be notified.
• In Additional Recipients, select additional user types and persons you want to receive the
reminder/escalation emails .
Configuring Due Dates

Talent Suite tasks with due dates appear first in the task list when due. When they are overdue they
appear in highlighted text.
To configure due dates:
1. Enable calendaring (System Settings > Onboard Settings > Enable Calendaring Settings).
2. Configure the due-date settings for each workflow activity (Job Settings > Job Worklow > activity
wrench icon).
Two options:
• Based on completion of activity (activity is due x days after other specified activity)
• Based on start date (activity is due x days before/after Proposed Start Date). In B2O mapping, use tag
jobapplication.candidate.
Note: The Start date that displays on the task in the Talent Suite is displayed with whatever
date is mapped to jobapplication.OnboardStartdate (usually the same field as is mapped to
jobapplication.candidate).
Defining Which Fields Drive Due Date Functionality

You can define which fields drive due date functionality.
Introduction
There is an additional configuration on date fields to define which fields drive due date functionality.
Note: There is no visible change to Onboard Manager or Onboard New Hire.
Configuring Onboard
• Labels and Custom Fields
• Job Workflow
Labels and Custom Fields
There is a new Due Date Driving Field check box. By default, it is not selected.

This setting is only applicable to date type fields belonging to Applicant and Job Application entities.
For Job Application, the Candidate Start Date (default field JobApplication.candidateStartDate) MUST
ALWAYS BE SELECTED (cannot be deselected) to be a due date driving field in labels and custom fields.
Note: These due date driving fields display in the Manage Job Workflow screen for use at each activity
level to configure due date settings.
Applicant:
Job Application:

Job Workflow
The Due Date Driving Field check box on the Manage Labels and Custom Field screen for Applicant and
Job Application entities allows you to configure due date settings in the Manage Job Workflow screen for
use at each activity level.
There is a new Activity Due Date Settings check box. By default, it is not selected. Associated with this
check box are the following options:
• Activity Due within n Calendar Days After the Completion of the x Activity
• Activity Due within n Calendar Days After/Before x
Note: You can change the default option of New Hire Start Date - [ JobApplication.candidateStartDate ] to
any of the Applicant date fields configured as due date driving fields on the Manage Labels and Custom
Fields screen (via Due Date Driving Field check box) . The options display in Display Name - [DB Field
Name] format as a drop-down. If the option is inactivated for any field, you cannot select it, but it is visible
in previously selected activities.
Note: You can also select reminder/escalation emails.
Activity Due Date Settings and Options:
Procedure
3. Display the Show drop-down list and select Labels and Custom Fields. The Manage Labels and
Custom Fields screen displays.
4. For field class Applicant and field class Job Application (Candidate Start Date), select the Due Date
Driving Field check box.
displays.
7. Select a workflow, then select the Wrench icon.

8. In the resulting pop-up, select the Activity Due Date Settings check box, then select an appropriate
option. Note: You can also select reminder/escalation emails:
• Activity Due within n Calendar Days After the Completion of the x Activity
• Activity Due within n Calendar Days After/Before x
Configuring Form Markup and Mapping

Do you have new or modified Onboarding forms to present to your new hires and need to understand how
to prepare and configure the form in the Onboarding system?
MANAGE AND EDIT FORMS
The Onboarding system allows organizations to prepopulate Onboarding data into PDF form fields.
You can also upload other form formats to be displayed as an informational attachment (without
field mapping). All Onboarding forms need to be associated with an activity and added as a workflow
attachment in order to be available to users (New Hire/HR users).
If the form is a mapped PDF, you will first need to create a writeable PDF version of the form, and name
the form fields. This requires the user to have a full version of Adobe Acrobat (or other software that can
create/edit PDFs) installed.
Please also refer to Adobe Writer system documentation or online help for more detailed instructions on
writing Adobe PDFs.
BASIC PDF WRITING/FORM MARKUP INSTRUCTIONS

Marking Up a New Form (Initial Markup)
1. Open the PDF form, and select Tools/Edit.
2. If the form has not been marked up previously, you will be prompted with the following message,
indicating that no form fields have been detected: Currently, there are no form fields in this PDF. Do you
want Acrobat to detect form fields for you? Select either:
• Yes. Form will prepopulate with prenamed fields based on Adobe’s ability to detect where fielded
data is supported.
• No. Form will be placed in Edit mode. No fields will be automatically added. Instead, all fields must
be manually added by selecting Add New Field.
Best Practice: Use simple naming conventions with no spaces. Enter underscore (_) where a space would
normally be (for example, First_Name).
Field Types (Text Field and Check Box)

Other field types are available but only Text Field and Check Box fields are needed for Onboarding form
mapping functionality.
Check Box fields must be named using cb_ (for example, cb_checking and cb_savings):

Some fields require specific naming in order to be correctly auto populated with applicable data. The
following table shows applicable required field names.
Table 3. Required Field Names

PDF Field Name (Standard Naming Rules) Description
EMPLOYEE_SIGNATURE Automatically prefills the Employees electronic
signature (collected on generic form activities)
EMPLOYEE_SIGNATURE_DATE Automatically prefills the date that each form is
electronically signed
EMPLOYER_SIGNATURE Automatically prefills the assigned users electronic
signature (collected on generic form activities). For
example, Recruiter, Hiring Manager.
EMPLOYER_SIGNATURE_DATE Automatically prefills the date that each form
is electronically signed by a system user. For
example, Recruiter, Hiring Manager.
SOCIAL_SECURITY_NUMBER Required naming convention to display an
unencrypted SSN. If any other naming is used, the
SSN appears encrypted to the end user.
Once the PDF form markup is complete (all desired data elements have been provided with a PDF field
and named accordingly), you are ready to configure a form.
FORM CONFIGURATION
Go to: Settings > Job Settings tab > Show statement > Forms > Manage and Edit Forms screen.
Add a New Form

1. Select the Add New Form icon to display empty fields for adding a new form.
2. Enter the Name and Display Name of the new form.
3. Enter the Activity Type (activity name) for this form to be associated with.
4. Specify the Document Path (or Browse and attach).
5. Select Upload to upload the form version. If the upload was successful, the form name will display in
the Upload Form display, shown as a link to the actual .pdf document.
6. Select the Save Form icon.
Note: To associate a document other than a PDF form with an activity or correspondence template, you
would follow the same steps above. You will not need to move on to the next set of instructions, as field
mappings are not supported on other document types.
Refer to the Onboard Configuration Reference Manual for a description of each field.
Map Text fields (PDF Forms Only)

The following are the steps to map one field. Repeat per field mapping required.
1. Display the Primary Fields drop-down list, and select the field entity (Field Class from the Labels and
Custom field’s configuration). If the field data:
a. Is collected on the associated Activity Type, those fields will be available for selection in the
Primary Fields drop-down.
b. Is not collected on the Activity Type, select the Entity from the Primary Fields drop-down, and then
move to the next step.
2. Display the Secondary Fields drop-down and select the system field you wish to map to this form. All
available fields will display from the applicable Primary Field Entity selected in the Step 1.
3. Display the Map To drop-down list, and select the form field to which you want to map the system
field.
4. Select the Save button by the Map To drop-down list to save the current mapping designation. Once
this mapping is saved, the mapping information displays.
5. Repeat these steps for each additional field mapping required.
Map Check Box Fields (PDF Forms Only)

1. Display the Primary Fields drop-down list, and select the field entity (Field Class from the Labels and
Custom field’s configuration). If field data:
a. Is collected on the associated Activity Type, those fields will be available for selection in the
Primary Fields drop-down.
b. Is not collected on the Activity Type, select the Entity from the Primary Fields drop-down, and
then move to the next step.
2. Display the Secondary Fields drop-down, and select the system field you wish to map to this form.
3. Display the Map To drop-down list, and select the form field to which you want to map the system
field.
this mapping is saved, the mapping information displays.
5. A Map Field hyperlink is added for the field.
6. Select the MAP Field hyperlink to display the Data Mapping For Check Box callout window. Use this
callout window to specify the values for which the check box will be enabled (selected) in the form
field.
7. Within the Data Mapping For Check Box callout window, the Enable the Check Box when the Field
Value Is field contains two values in its down-down:
• IN: Specifies that the check box will be selected for the value selected in the adjacent box.
• NOT IN: Specifies that the check box will be selected for the values that are not selected in the
adjacent box.
8. Select the Map button. Note: If using the IN option for multiple check boxes, you must map the field
for each check box and select only a single value in the list box. For example, you would map once
using the combination IN Checking; map a second time for the combination IN Savings.
9. Repeat these steps for each additional field mapping required.

Modify an Existing Form
1. Use the Show statement to filter the list of forms displayed in the list pane.
2. Select the name of the form you wish to modify. The details of the selected form display (Field
Mappings and hyperlink to Uploaded form).
3. Map additional fields, if necessary.
4. Remove mapped fields by selecting the Remove hyperlink.
5. Delete a form (if it is not currently in use).

Best Practice: If a form cannot be deleted, you can inactivate it to prevent it from being used
inadvertently. To inactivate a form, clear the Active check box.
ANNUAL FORM UPDATES (New PDF version, keep existing field mappings):
Organizations often have form versions updates on an annual basis. If you have a newly updated form
version, but the field mappings need to remain unchanged, perform the following steps to retain existing
mappings and prevent field mapping rework.
1. Copy fields from an existing form to the clipboard:
a. Use the Show statement to filter the list of forms displayed in the list pane.
b. Select the name of the form you wish to modify.
c. Select Upload Form hyperlink to open the current version of the form in use.
d. Place the form in Edit Mode (Tools/Edit).
e. Once in Edit Mode, right-click the PDF and choose Select All. All form fields should show as
selected.
f. Right-click again, and choose Copy (or Ctrl C).
2. Paste fields from Step 1 onto a new PDF form version:

a. Open the PDF version of the form you wish to update.
b. Place the form in Edit Mode (Tools/Edit).
c. When prompted with the message Currently, there are no form fields in this PDF. Do you want
Acrobat to detect form fields for you?, select No.
d. Paste (Ctrl V) form fields from the clipboard (Fields from step 1) onto new PDF version, and
rearrange/realign fields appropriately on the PDF.
e. Save your newly edited PDF file.
f. Specify the Document Path (or Browse and attach the newly saved version).
g. Select Upload to upload the form version. If the upload was successful, the updated form name will
display in the Upload Form display, shown as a link to a document.
h. Double check all field mappings and make any applicable modifications.
i. Select the Save Form icon.

BASIC WORKFLOW CONFIGURATION REGARDING FORM ATTACHMENTS
When you create a workflow step using an activity type that contains an associated form attachment, the
document will become available to be selected as an attachment for the activity. Different activity types
will display forms differently.
• GENERIC_FORM: This TS Template Type will display the form to the new hire for eSignature/Date OR a
non eSignature confirmation.
• NO_TEMPLATE: This TS Template Type will display the form as an attachment available in the Related
Documents section within the Talent Suite activity screen.
If a correspondence template is also associated to that same activity type, the document will also be
available to be selected as an Email Attachment.
Note: It is always recommended to complete ALL form maintenance in your Staging environment and
complete testing to confirm all form display and data mapping actions are correct before moving
configurations into the Production environment.
Configuring Dictionary D_GENDERS

D_GENDERS has two new selections.
• Gender Non-Binary / Third Gender
• Do Not Wish to Disclose
By default, these selections are disabled.
The existing gender selections still remain: Female, Male, and Prefer Not to Answer.
Manage Dictionaries screen, D_GENDERS:

SSN: Disabling of Cut, Copy, and Paste Mouse Clicks
For the standard applicant SSN (Social Security Number) field, certain mouse clicks are now disabled.
Onboard
The following screens are where mouse right-click & cut (CTRL+X), copy (CTRL+C) and paste (CTRL+V)
are disabled for the standard applicant SSN field:
• I-9 Section 1
• I-9 Section 2
• I-9 Section 3
• W-4
New hires, when entering their SSN (single and/or field confirmation/validation), cannot cut, copy, or
paste into or from either of the fields. All entries into both fields must be manual. Even for a single SSN
field, paste is not permitted; the number must be manually entered. There is no cut/copy/paste for touch
screens.
Configuration
Clients can configure the standard applicant SSN field (Applicant. APPLICANT SOCIAL SECURITY
NUMBER) in any other task or in the Personal Information screen via the Onboard Configuration
application, in the Manage Activity Fields screen.
Third-Party Approver
I-9 tasks can be assigned to a third-party approver.
Overview
Enabling a Third-Party Approver allows people other than the new hire or onboard manager to approve I-9
Section 2.
USE IN ONBOARD NEW HIRE
A new hire does not enter third-party approver details for I-9 Section 2. Note: Previously, there were
fields in the interface that allowed new hires to enter third-party details. These fields were removed from
the interface.

Onboarding managers are assigned an Assign I-9 Approver task where they can select the approver type
(internal/external) for the I-9, and also add external approvers. Note: For third-party approval, IBMers
were removed from the External list and were properly listed in the Internal list.
• Internal Approvers. This is a prepopulated list of internal third-party approvers. Note: Administrators
must use the user import feature in the Admin application to do a one-time sync to give all their
necessary Talent Suite users access to Onboard and assign them to the THIRD-PARTY-USERGROUP
user group.
• External Approvers. This is a prepopulated list of external third-party approvers. They are not
employees, but need to approve I-9 Section 2 (for example, external legal counsel). Note: All existing
third-party approvers who were previously created from I-9 Section 1 are shown as External Approvers.
If clients want to move any of the approvers from External to Internal, they must create a maintenance
ticket that contains the list of users who will be assigned as internal approvers.
• Add External Approvers. This allows users to add external approvers on the fly. Users cannot use this
option to add existing employees who do not have access to Onboard.
Select an Approver Type: Internal Approvers:
Select an Approver Type: External Approvers: Note: When an onboarding manager selects an External
Approver, that person receives an email with a link to access and complete Form I-9. The approver can
copy the URL into their browser and complete the form. If approvers have not used Onboard, they receive
a separate email with login credentials.
Add External Approver:

Reopen Assign I-9 Approver:
PROCESS AND CONFIGURATION

1. Transfer the responsibility of assigning a third-party approver from the new hire to the employer. This
means new hires will no longer need to enter the third-party approver details in the I-9. These fields
will be removed.
2. Split existing third-party approver into two new approver types: internal approvers (actual employees
and existing users) and external approvers (for example, external legal counsel).
• All existing third-party approvers that were previously created from I-9 Section 1 are shown as
External Approvers.
• If clients want to move any of the approvers from External to Internal, they must create a
maintenance ticket that contains the list of users who will be assigned as internal approvers.
3. On the Manage Activity Fields screen, there is a new activity called Assign I-9 Approver. It is a
standard activity like I-9 Section 1 and Onboarding US W4, so is already created and cannot be
duplicated. It allows clients to configure who the third-party approver for the respective new hire
should be.

4. On the Manage Job Workflow screen, add a new workflow activity called Assign I-9 Approver into
the workflow. This activity allows clients to configure who the third-party approver for the respective
new hire should be.
a. During the dark launch, the Assign I-9 Approver activity is inactive and read-only by default.
Clients who need it can make it active through a maintenance ticket using DB script.
b. The default task owner for this activity is: Hiring Manager.
c. The Allow Third Party I-9 Section 2 Approver check box must be deselected to avoid the new hire
entering third-party details again.
d. The Assign I-9 Approver workflow must precede the I-9 Section 1 workflow. It should never be
after the I-9 Section 1 workflow, but can be moved to an earlier place in the process.
e. The activity has three sections:

• Assign Internal Approvers: This is a prepopulated list of users who are assigned to the third-
party user group. Responsible users can select a user and select Submit to assign Section 2
to that user for approval. Note: Administrators must use the user import feature in the Admin
application to do a one-time sync to give all their necessary Talent Suite users access to Onboard
and assign them to the third party approvers user group.
• Assign External Approvers: This is a prepopulated list of external people who are not employees
but need to approve I-9 Section 2 (for example, external legal counsel).
• Add External Approvers: This allows users to add external approvers on the fly. Users cannot use
this option to add existing employees who do not have access to Onboard.
5. Allow approvers to be assigned for a new hire from Brassring. Clients must pass the user name of the
approver as part of the job application entity in the B-O integration. Within the XSL mapping:
<JobApplicationEntity>
<thirdPartyApproverName>
<xsl:value-of select="$Onboard/*:Candidate/*:UserArea/
*:Id[@idOwner='ThirdPartyApproverName']/*:IdValue" />
</thirdPartyApproverName>
a. The user must already have access to Onboard as a third-party user. Otherwise, this user is not
assigned, and an error message will display during the B-O integration.
b. Approvers can also be assigned via the V2 services.
c. The user is assigned as an internal approver and the details are autopopulated in the approval
activity. The responsible user type must review and complete the activity.
6. Add two new markers to the third-party approval communication template:

• <%=due.date%>. Displays due date for I-9 section 2 approval activity to be completed.
• <%=new hire.startdate%>. Displays the start date of the new hire.
Enable Third Party I-9 Section 2 Approver

New hires can enable a third party to complete the I-9 Section 2 on their behalf.
About this task

Third-Party approval allows people other than the new hire or onboard manager hire to approve Form I-9
Section 2.
A setting called Use Third Party Approver allows this feature to be enabled so that it is available to the
new hire in the Onboard I-9 Section 1 activity.
Procedure
displays.
4. Select the TS I-9 and Everify workflow.
5. Select the Wrench icon for the I-9 Section 1 activity.
6. In the resulting pop-up, select the Allow Third Party I-9 Section 2 Approver check box.
7. After third-party approval is turned on, new hires are presented with an option to specify an outside
approver to complete the Section 2 activity.
8. Two emails are sent if a third-party approver accesses the Talent Suite for the first time. The first
is an email to set up a password, security questions, and security answers. Third-party users who
previously accessed the Talent Suite receive the Form I-9 Assistance Required email with a link
to access the task. They can also upload relevant documents to the section after they access the
task. Trying to access the Talent Suite to complete I-9 through the link to the task in the Form I-9
Assistance Required email just works for registered users. First-time users must create a password
before they access the link in the Form I-9 Assistance task email.
9. After they complete I-9 Section 2, onboarding managers verify the hire's I-9 data, and approve the
form. Onboarding managers view the signed copy of the Form I-9. If there is a data discrepancy,
onboarding managers reset the Section 1 activity, so that the new hire can make required updates.

10. All onboarding third-party activity is reportable and exportable. Note: If the new hire is dispositioned,
the third-party user account is disabled and any related tasks turn inactive.
Enable Branching
For the third-party I-9, a prerequisite is that branching must be enabled.
To do so, access the System Configuration tab, then in the Show statement, select System Settings. The
System Configuration: Manage System Settings screen displays.
From its list pane, select Onboard Settings. The Onboard Settings screen displays.
Select the Enable Field Branching check box. It enables field branching, which allows only relevant fields
to be displayed to a new hire based on previous answers within the same task. Note: Used with Manage
Activity Fields.
Assign I-9 Approver Task

The following provides an overview of the Assign I-9 Approver task.
• For Assign I-9 Approver task:
– The Adhoc workflow step option is disabled for the Assign I-9 Approver task.
– The Allow Third Party Approver option is disabled if the Assign I-9 Approver is added into the
workflow.
– The reopen of Assign I-9 Approver task is not allowed if I-9 Section 2 is completed with receipts.
• On the Assign I-9 Approver page, there is an Opt Out button for a third-party task. If a task is opted
out, the following message displays: If you opt-out of this task you will not be able to go back and fill out
this form; the task will be completed.

Assign I-9 Approver Task - Status: Opted Out:
• Change Completed By for a third-party task.
Reassign Approver When I-9 Section 2 Is Open

A user can reassign/update the I-9 Section 2 approver (either internal or external) while I-9 Section 2
is open (draft, in progress, or overdue). This is useful in scenarios where the initial approver is not able to
approve or is unavailable.
Two validations were added:
• When the approval activity is reopened, the link for active/in-progress I-9 Section 2 activity in the My
Tasks page is disabled. Once the approval activity is completed, the link is again enabled.
• When the user tries to complete I-9 Section 2, the system checks the status of the approval activity:
– If approval activity exists (in the workflow) and is complete, then I-9 Section 2 is marked as
complete.
– If the approval activity exists and is not complete, then the following error message displays: The
current activity cannot be completed as a preceding I-9 approval activity has been reopened. Please
contact the hiring manager and have them close the earlier activity.
Email Markers Extended to Custom Emails

Third-party email markers can be used for custom emails.
These changes are specific to correspondences configured in Onboard.
This allows clients to create additional emails based on their business processes to either send additional
notifications to third-party approvers or include third-party information to other users.
You can configure the following tags in the body of custom e-mail templates and attach them to third-
party activity: Assign I-9 Approver.
• <%jobApplication.thirdPartyApprover.Third Party Approver First Name%>
• <%jobApplication.thirdPartyApprover.Third Party Approver Last Name%>
• <%jobApplication.thirdPartyApprover.Third Party Approver E-mail Address%>
These values will be populated once Assign I-9 Approver task is completed (third-party approver is
already assigned).

User Type/Group - Third-Party Approver
The THIRD_PARTY_ROLE user type is available for users who only complete third-party approvals. Any
user can have a second user group called THIRD-PARTY-USERGROUP added, and that user will be
added to the drop-down to select an internal approver.
There are some users who have no access to Onboard Manager and are only occasionally an approver.
Those users can be loaded in the system with a:
• User Type of THIRD_PARTY_ROLE.
• User Group of THIRD-PARTY-USERGROUP.
Those users should be set to ACTIVE_NO_ACCESS for their OB_MANAGER_ACCESS.
Functionally, those users will not see the Onboard Manager application because of their
ACTIVE_NO_ACCESS permission, and they will be available to be selected as a third-party approver
because of their THIRD-PARTY-USERGROUP permission.
If such a user is selected as an approver, the THIRD_PARTY_ROLE user type toggles the user's permission
from ACTIVE_NO_ACCESS to ACTIVE when the I-9 Section 2 level is open to be completed. Once the I-9
Section 2 activity is completed, the user is automatically logged out and their license access is toggled
from ACTIVE to ACTIVE_NO_ACCESS.
User Type/Group Mapping from B-O Integration

This topic provides example I-9 third-party approver user type/group coding from BrassRing to Onboard
integration.
The following is the original, typically used user type and user group code. This is usually found near
the end of the xslt file.
The following is the user type and user group code that is commented out (not used). It uses  to end the comment.
The following is the user type and user group code only processed conditionally. In this case, the user
type and user group are only used if the country is not US.

I-9: Auto-Complete Third-Party Approver Assignment Template
An admin can configure the Onboard I-9 Third Party Approver Assignment template to be auto-
completed when the approver is passed through B-O integration so that the admin doesn't need to
manually complete the task.
Onboard Manager:
• If there is no data, or if the data found does not have a user associated with the correct user group, then
no auto-completion is performed.
• The configuration setting drives the allowing of auto-completion.
• If Onboard Start is completed, then Assign I-9 Approver must be manually completed.
When configured at Level 3, Assign I-9 Approver will auto-complete only after the completion of a Level 2
task.
Result in Onboard Manager:

A new setting called Enable I9 ThirdPartyApprover Assignment Auto-Completion was added to
Onboard Settings and it MUST be enabled for this functionality to work.
The task is marked as completed by Onboard SystemUser in the database to show the difference when
the setting is enabled.
I-9: Auto-Complete Third Party Approver Assignment

Onboarding managers can configure the Onboard I-9 Third Party Approver Assignment to be auto-
completed when the approver is passed through B-O integration.
This means onboarding managers don't need to manually complete the task with V2 services.
If there is no data, or the data found does not have a user associated with the correct user group, then NO
auto-complete is performed.
It is assumed that third party user exists in Onboard with THIRD-PARTY-USERGROUP.
Enable I9 ThirdPartyApprover Assignment Auto-Completion check box in Onboard Settings in System
Configuration: Manage System Settings screen:

After the completion of the task before I-9 Third Party Approver, if the check box is selected, the Assign
I-9 Third Party Approver task is auto-completed.
Notes:
• When the Assign I-9 Third Party Approver task is at the second level in the workflow, it auto-completes.
Note: At the second level, the task is auto-completed with B-O, but if configured at the fourth level, the
task is completed once you manually complete the third level task, provided there is an approver tag in
the B-O payload.
• The Third Party Approver tag is needed for auto-completion of the Assign I-9 Third Party Approver task,
which must be sent via B-O integration.
• The Assign I-9 Third Party Approver task will show as being completed by a System User.
• Onboard Start completion is needed for the auto-completion of the Assign I-9 Third Party Approver
task. Note: Auto-completion of Third Party Approver will not work if Onboard Start is completed with V2
service.
• If the default configuration needs to be overridden for specific cases – for example, Assign I-9 Third
Party Approver must be manually completed – the following mapping (which is optional in B-O) is
needed:
<JobApplication>
<disableThirdPartyTaskAutoCompletion>
<xsl:value-of select="$Onboard/*:Candidate/*:CandidateProfile/*:UserArea/
*:Id[@idOwner='disableThirdPartyTaskAutoCompletion']/*:IdValue" />
</disableThirdPartyTaskAutoCompletion>
The value in the payload to support this mapping is:
<Id idOwner="disableThirdPartyTaskAutoCompletion">
<IdValue>true</IdValue>
</Id>
User Management
Managing Onboard Users in a Talent Suite Environment

User management for Onboard in a Talent Suite environment.
About this task

This topic provides a brief overview of user management for Onboard in a Talent Suite environment.
User management is done via the Talent Suite Admin application, from its Manage Users menu/screens.
Refer to the Talent Suite Admin Application Guide for detailed information about using the Admin
application.
Admin application in the Talent Suite:

Admin application navigation menu and resulting Manage Users menu:
Procedure
1. In the Talent Suite, access the Admin application by first selecting the icon.
2. In the resulting application row, select the Admin icon. Note: To launch the Onboard Manager
application, select the Onboard Manager icon.
3. Display the Admin navigation menu by selecting the icon.

4. From the menu, expand the Manage Users menu item. You can perform the following tasks:
• Search Users (and edit existing user
• Add New User
• Import Users (bulk import)
• Export Users (bulk export)
5. To add a new user, select Add New User from the Admin menu. The Add New User screen displays.
Enter Profile and Account information and select Save or Save and Continue. On the resulting page, in
the Access pane, select Onboard to expands its fields.
6. To search for existing users, select Search Users from the Admin menu. The Search Users screen
displays. Do a search (or advanced search) to locate a user.

7. Regardless of whether you did Add New User or Search Users, on the resulting page, scroll to the
Onboard pane, and select Onboard to expands its fields. You see the following screen:
• Select Enable or Disable for the License Status field,

• Select the Hide App Tile check box if you don't want the Onboard Manager application tile to
display in the Talent Suite.
• Enter the user type in the OB_MANAGER_USER_TYPE field. Refer to the User Types topic for a
description of the allowable entries.
• Enter the user group in the OB_USER_GROUP field. You can enter more than one. To do so,
use this format: entry|*|entry. Note: User Groups are managed from the Onboard Configuration
application.
• Enter user locations in the OB_USER_LOCATIONS field. You can enter more than one. To do so, use
this format: entry|*|entry.
•
8. To do a bulk import of users, select Import Users from the Admin menu. The Import Users screen
displays. Note: When manually entering a locale, you can't use the same format as what you see in
various drop-down lists for the Locale field. For example, enter: en_US.

9. To do a bulk export of users, select Export Users from the Admin menu. The Export Users screen
displays.
User Types
User types control which users can access applications, as well as what functionality is available to the
user within each application.
In the Talent Suite, you enter user types using the Talent Suite Administration (the Admin application).
There are user type fields you must enter for Onboard as well as for Talent Suite Administration (the
Admin application), which is needed for user management and other administrative tasks.
Note: You can enter more than one user type in some fields. Sometimes this is needed in order for a user
to have access to all needed functionality.
• In fields that contain a text box, use a pipe character ( | ) along with an asterisk ( * ) to enter more than
one entry. For example, enter usertype|*|user type.
• In fields that use a drop-down, use the Ctrl key to select multiple entries.
The following illustration shows the Onboard screen in the Admin application. It is followed by a table
that lists the user types you can enter:

Table 4. Onboard User Types
USER_TYPE Field Enter
OB_MANAGER_USER_TYPE System Admin. This user type can do ALL administrative
tasks:
• Create new hire
• View all hires (All or Req Team)
• Perform actions on new hires (edit/view new hire
profile, enable print new hire docs)
• New hire display (All, Req Team, Location)
• Task Completion (unrestricted or owned by user)
• Reopen Tasks (All Tasks, Own Tasks)
• View encrypted fields
• Reports (legacy)
• System maintenance (legacy)
Recruiter. This user type has limited capabilities:
• New hire display (Req Team)
• Task Completion (owned by user)
• Reopen Tasks (owned by user)
• View encrypted fields
• Reports (legacy)
Hiring Manager. This user type has limited capabilities:
• Perform actions on new hires (view new hire profile
only)
Coordinator. This user type has limited capabilities:
OB_USER_GROUP user group.

OB_USER_LOCATIONS user locations.
The following illustration shows the Talent Suite Administration screen in the Admin application. It is
followed by a table that lists the user types you can enter:

Table 5. Talent Suite Administration (Admin application) User Types
TS_ADMIN_USER_TYPE Access To
Field
ADMIN (configure ALL Perform ALL Admin application administrative tasks: configure users,
administrative tasks) Single Sign-On (SSO), security (password policy and 2-step verification),
branding, and access to Admin application help.
Note: To limit Admin application functionality, refer to the entries that
follows.
ADMIN_MANAGE_USERS Manage Users > Search users

(only configure users: search,
Manage Users > Add new user
add, import/export)
Manage Users > Import users
Manage Users > Export users
ADMIN_SECURITY (only Security > Password PoliciesSecurity > 2-Step Verification

configure security: password
policy and 2-step verification)
ADMIN_BRANDING (only Branding
configure branding)
SSO Administrator (only SSO > Inbound
configure Single Sign-On
SSO > Identity Source
(SSO))
SSO > Identity Source
User Types: Prevent Task View/Edit/Completion

System administrators can prevent/restrict user types from completing tasks they can see but are not
responsible for. This ensures compliance and mitigates confusion.
This can be configured per task, per workflow.
Prevent User Types from View/Edit/Completion of a Task
On the Manage Job Workflow screen, in the configuration pop-up, a Prevent User Type(s) from View/
Edit/Completion of this Task check box was added to each task per workflow. It has all user types for the
client available for selection. In the database,the selected user type is saved with the UsertypeID.

Restrict Accessing Tasks for Prevented User Types
• Restrict accessing tasks for prevented user types.
• For user types that are configured to prevent the completion of a task, those users tasks are read-only
(not clickable).
For the user belonging to Prevented User Type, the link to view the task is removed for this release.
Onboard Manager, Onboarding Tasks:
For other user types, responsible user link is available to view and complete the task:
Known Defect 242676 - Prevented user type user is able to complete Tasks through Bulk Actions if he has
unrestricted capability.
User Changes Via CSV/Admin Application

This topic describes changes to users made by CSV/Admin application. Such user management is NOT
part of the Onboard Configuration application.
Manage Users User Type Screen: List Reordering

In the Onboard Configuration application, on the Manage Users: User Type screen, the selection list is
reordered.
Previously, the order was: User, User Type, User Group.

Now, the order is: User Type, User Group, User.
Hiring Manager User Type: Activity Restriction for Claim Tasks

For the Hiring Manager user type, there is a capability that allows activity restriction for claim tasks.
For certain tasks, an onboarding manager can open a menu that has a Claim Task option. The system can
be configured so that the menu does not display.
CONFIGURATION
There is a capability in the Manage Users: User Type screen: Allow Ability to Claim Tasks. By default,
this capability is only assigned to the Hiring Manager user type. Note: For other user types, it must be
manually assigned.
There is an activity level check box in the Manage Activity Fields screen: Restrict Claim Tasks. It has
a boolean value and is saved to the KT_ACTIVITY table. By default, this setting is disabled. These tasks
cannot be claimed by the responsible user if the setting has been enabled.
• The selection/deselection of the check box quickly changes whether the Claim Task menu option
displays in Onboard Manager.
• You do not need to start a new workflow to enable the setting.
• This will take effect even for an existing task.
There is a capability: CAP_ALLOW_CLAIM_TASKS. On the System Configuration: Manage Display Text
screen, the Display Text field contains: Allow Ability to Claim Tasks.
There is a column in KR_ACTIVITY for Activity Level Settings.
• Property name is: restrictClaimTasks.
• Column is: RESTRICT_CLAIM_TASKS.
• Type is: boolean.
Allow Ability to Claim Tasks check box on the Manage Users: User Types screen:
Restrict Claims Tasks check box on the Manage Activity Fields screen:

Allow Ability to Claim Tasks display text on the System Configuration: Manage Display Text screen:
System Admin User Type as Primary Recruiter

Situation: Client has a System Admin (super user) who is also the Primary Recruiter for a number of jobs
coming into Onboard. Once in Onboard, that user isn't given the option to be a Primary Recruiter, only a
Primary HM.
Question: Is there a way to add Primary Recruiter to a System Admin persona in Onboard? The persona
for a System Admin is set at Administrator. In other words, what options does a client have if a System
Admin user type with an Administrator persona needs to have the ability to also be the Primary Recruiter.
Answer:
1. If the System Admin user type must also be the Primary Recruiter, the Recruiter persona must be
used. This is the only persona that allows for the user type to be both the Primary HM and the Primary
Recruiter.
2. If you need a System Admin to have the Recruiter persona, it is best practice not to change the default
System Admin user type. It is better to clone the Recruiter user type, rename it to Super User (or
corresponding user type) and set the permissions from there. This enables a baseline (QA tested) user
type with Administrator persona that is untouched in the system, allowing it to be referenced if there is
a need to see how this normally acts in the Onboarding system.
3. There are system changes that occur to user types based on their coinciding personas. The main
differences are in the Dashboard, Correspondences, and possibly Responsible Users, depending on
how workflows are set up.
4. Lastly, and most importantly, all these decisions should be based on the conversation that occurs
between the Onboard team and a client. During user type discussions, it is always good to determine
if a client plans on using their System Admin in any type of Recruiter role; if they need the System
Admin and Recruiters separated, and so on. A good understanding of the use of user types early in the
process will help alleviate questions and places everyone in the right direction early in the process.

SSOID: Talent Suite Onboarding New Hire Export
What is the SSOID?
When creating a new hire export for an Onboarding Talent Suite client, you must add the element SSOID
to the export. This is not a field in the system, so you will not be able to add it to your export mapping
document as you would a field.
SSOID is a unique identifier created by Onboarding for the use of updating the new hire in Gate
Keeper. This happens behind the scenes, but the PSE group is aware of it and knows how to export it.
A hive ticket to the PSE to add this element to the export is all that is needed. You can make this a part
of your New Hire Export ticket or your migration New Hire Export TS changes ticket. Example of this hive
ticket is 184350.
Why must the SSOID be exported in the New Hire Export for Talent Suite clients?
The SSOID must be exported to the client's HRIS system from Onboarding and should be stored by the
client as a field for each record in their HRIS. Everything filters through the Talent Suite.
When new hires get sent to Onboard New Hire from Brassring, they are sent a link to the Talent Suite
where they log in and complete their Onboarding tasks. Occasionally a new hire will be a recruiter, hiring
manager, admin, and so on, and will need access to Brassring and Onboard.
Since these new hires already came through Onboard New Hire and are present in Gate Keeper, the
SSOID is the unique identifier for Gate Keeper to update this new hire as also a user of Brassring and
Onboard in the Talent Suite.
The way users are provisioned for the Talent Suite, you have to produce a csv file to the Gate Keeper team,
giving certain users access to the different interfaces in the Talent Suite. This SSOID must be in the file for
anyone who came through Onboard New Hire and also needs to be a user anywhere in the Talent Suite.
Migration/Upgrade implementations only: It's very important that this be discussed early in the process
because a client's New Hire Export for Onboarding must change. While it would seem not to be an issue to
add a field to the export and have a client build that into their import and house that in a field in their HRIS
system, it is a big issue for certain clients. Some clients outsource their HRIS imports and have no one in
the company who can build fields into imports or add new fields in their HRIS to support the SSOID. Such
clients need to find resources to modify their HRIS system, and this shouldn’t happen late in the process
when Go Live is near.
Integrations
Integrations within Onboard

The Onboard team does its best to accommodate clients’ requirements for data formats, transfer
protocols, and security standards.
Note: This isn't standard integration information. It describes add-ons that are possible with upgrades.
Overview:
• Proven over the course of thousands of integrations.
• Integrate to systems such as: HRIS, Payroll, or Data Warehouse.
• Formats: XML, flat files, or Access DB.
• Protocols: FTP, SFTP, SOAP, HTTPS, and so on.
• Delivery: Real Time or Batch.
• Security: Encrypted pay loads or data files.
Integrations:

Data Integrations - Import:
Data Integrations - Export:
Import:
Export:
Import/Export Features:
• Supported formats: HR-XML, CSV, XML
• Mapping

• Data Transformations
• Encryption: PGP, GPG
• Transport: FTP, SFTP
• Monitoring
• Error Notifications
B–O Integration: Best Practices/Lessons Learned

THINGS TO WATCH FOR
Duplicate email addresses. When consulting with clients using both BrassRing and Onboard, ensure they
understand that all users must use a unique email address. If it is not unique, it will cause an error and the
integration point can fail because of it.
The production and staging sites are not identical. BrassRing IC, Onboard IC, and client should always
keep sites the same.
During the B-O integration, multi-select Dictionary fields cannot be used. They will not import
correctly into Onboard.
Any Requisition field used in BrassRing cannot be displayed in the Onboard New Hire application
unless they are configured as an Applicant field in Onboard.
Any Dictionary field in BrassRing that is an auto-fill field only sends a code value to Onboard, not the
description. Since most clients send the description, this can cause issues if the auto-fill field is included
in the B-O integration.
BrassRing and Onboard use different field validations. Because of this, the validations in Onboard
cannot be more restrictive than those used in BrassRing. If they are, the integration can fail due to a
validation error.
Any time you send a Dictionary value from BrassRing into Onboard, the Dictionary value must be
present in Onboard. If it is not, the integration will fail unless you have informed the PSE that you want
that field to be set to auto-create values on the fly. Doing so will allow the new value to be added to the
dictionary automatically.
User Groups and User Types must match exactly. If they are not exact, the integration will fail. When
setting up the integration, confirm that the user group used in BrassRing is the same one as in Onboard.
Any field that is required in Onboard must have the field required in BrassRing. Otherwise, it can
cause the integration to fail if the new hire does not have the field populated.
BEST PRACTICES
There must be internal communication when setting up the B-Onboard integration. If either side is aware
of something that could potentially impact the integration, they must inform the group.
There should also be communication between sides when setting up the HR Status to be used as the
trigger for the integration, and when setting up the subscription with the fields to be used during the
integration.
BrassRing IC should inform the client that all user accounts must have a unique email address.
The first activity in the Onboard workflow must have a user responsible assigned to the activity.
• That user must be on the requisition team.
• The best way to ensure this is done is by hard-coding the user responsible (Kenexa Recruiter) to
the integration. Doing so puts that user on every single requisition that is passed from BrassRing to
Onboard.

Troubleshooting the B-O Integration
Many of the BrassRing to Onboard integration errors are resolvable on the client side, without the
intervention of IBM.
If a support ticket must be opened, include:
• Time of the integration failure
• Candidate’s name
• Job requisition number
• Error message received
For a list of B-O integration candidate export errors and how to troubleshoot them, select this link.

IBM®
Onboard Configuration Reference Manual
IBM
Contents
Onboard Configuration Reference Manual.............................................................. 1

What's New.................................................................................................................................................. 1
Introduction................................................................................................................................................. 1
System Configuration - System Settings..................................................................................................... 2
Manage Onboard Settings...................................................................................................................... 3
Manage New Hire Integration Settings.................................................................................................. 6
Managing Email Settings........................................................................................................................ 7
Managing Miscellaneous Settings.......................................................................................................... 9
Manage Job Settings............................................................................................................................ 12
Manage Audit Trail Settings................................................................................................................. 13
System Configuration - Part One............................................................................................................... 14
Manage TS Filter and Display Fields.................................................................................................... 15
Manage Task Groups............................................................................................................................ 16
Manage Correspondence Templates................................................................................................... 17
Manage Tool Bar Settings.....................................................................................................................20
Manage Conditions............................................................................................................................... 22
Manage System Locales....................................................................................................................... 25
Manage Labels and Custom Fields...................................................................................................... 28
Manage Activity Fields......................................................................................................................... 36
System Configuration - Part Two...............................................................................................................43
Manage Dictionaries............................................................................................................................. 43
Manage Display Text.............................................................................................................................51
Manage Screen Appearance................................................................................................................ 54
Manage Field Sequence....................................................................................................................... 56
Manage Field Driving Rules.................................................................................................................. 60
Users.......................................................................................................................................................... 65
Manage User Types.............................................................................................................................. 65
Manage User Groups............................................................................................................................ 72
Manage User Details.............................................................................................................................76
Job Settings............................................................................................................................................... 76
Manage Job Workflow.......................................................................................................................... 76
Manage and Edit Forms........................................................................................................................86
Manage Job Templates........................................................................................................................ 91
Manage Franchises............................................................................................................................ 104
Personal Settings..................................................................................................................................... 106
Changing a User's Personal Settings................................................................................................. 107
Specifying Logout Warning Settings.................................................................................................. 109
Specifying Task Settings.................................................................................................................... 109
Specifying Proxy User Settings.......................................................................................................... 110
Multiple New Hire Portals........................................................................................................................111
Managing New Hire Portal Settings................................................................................................... 112
Configuration Illustrations.......................................................................................................................118
Onboard Global Toolbar..................................................................................................................... 118
Onboard Settings Tab.........................................................................................................................119
Onboard Configuration Order............................................................................................................ 120
ii
Onboard Configuration Reference Manual
This reference manual summarizes the overall/general configuration of Onboard, which is the back-end
application for the configuration of Onboard Manager and Onboard New Hire applications in the Talent
Suite environment. Refer to the Onboard Configuration Guide for specific "how-to" information about the
most important Onboard configuration and how they affect Onboard Manager and Onboard New Hire
applications.
What's New
Learn what's new.
Table 1. New Items

Item Topic
View-Only Task Implementation for Activities Manage Job Workflow
There is view-only task implementation for
GENERIC_FORM_ACTIVITY, NO_TEMPLATE, ONBOARD_START,
ONBOARD_END, and STATE_FORM_ACTIVITY.
On the Manage Job Workflow screen, in the configuration pop-up,
there is a Prevent User Type(s) from View/Edit/Completion of
this Task check box. This can be configured per task, per workflow.
For multi-step tasks, users who are view-only can only view the
steps that are completed.
Introduction
The structure of this document mirrors the tab structure used in Onboard. For example, in Onboard, there
are tabs for System Configuration, Users, Job Settings, Utilities, Personal Settings, and Multiple New Hire
Portals.
This document describes Onboard in the Talent Suite environment, and how to implement the basic
configurations associated with each tab. For example, how to configure onboard settings, new hire
integrations, user types, dictionaries, system locales, labels, custom fields, correspondence, conditions,
and so on. These configurations affect how Onboard New Hire and Onboard Manager applications display/
function in the Talent Suite.
Because this document only discusses Onboard in a Talent Suite environment, it does not discuss screens
or fields used only for a non Talent Suite environment.
This guide only describes basic/general configuration. Refer to the Onboard Configuration Guide for
how-to topics about the most important Onboard configuration topics.
Training and Badges

Onboard Configuration Reference Manual 1

System Configuration - System Settings

System settings are the default global settings.
Introduction
You can manage the following system settings:
• Onboard Settings
• New Hire Integration Settings
• Email Settings
• Miscellaneous Settings
• Job Settings
• Audit Trail Settings
How to Access the Screen

System Settingsscreen displays.
2 Onboard Configuration Reference Manual

4. Select the system setting you want to manage.
Manage Onboard Settings

You can enable Onboard settings such as I-9 Section 3 settings, Calendar settings, and Sign and Submit
form functionality.
Introduction
You use Onboard Settings on the Manage System Settings screen to screen to configure Onboard
settings.
This includes:
• Enable Calendaring Settings
• Enable Admin Sign & Submit Functionality
• Enable Talent Suite Configurations
• Enable Task Claiming Notification emails
• Enable Reminder and Escalation
• Enable Manage New Hires
• Enable Field Branching
• Enable HTML Coding in Field Name
• Enable I9 ThirdPartyApprover Assignment Auto-Completion
• Allow New Hires to Reopen Completed Tasks
• Enable I-9 Section 3
• Number of Days (before document expiration) to Create I-9 Section 3 Task
• I-9 Section 3 Task Responsible User
• Upload State Form based on Job State
• Job Req. Number for Employee Search Action
• Disable Prepopulation of Data in Form I-9 Wizard
• Enable New Hire Synchronization with Admin

1. Display the System Configuration: Manage System Settingsscreen.
2. In the list pane, select Onboard Settings. The Onboard Settings screen displays.
Tasks You Can Do on This Screen

• - Modify and save Onboard settings.
Field Descriptions on This Screen

Screen Item Description
Enable Calendaring Settings check box Enables administrative users to schedule
appointments from the activity screen, filter
dashboard panel data by date, and associate tasks
to dates.

Enable Talent Suite Configurations check box Enables Talent Suite configurations. When
selected, it reveals ALL Talent Suite configurations
to a client. It is specifically used during an upgrade
to make configuration BEFORE clients go live.
Once live, the setting remains enabled to display
all the Talent Suite configurations, which include:
User Type, Activity, State Form, and workflow
configurations.
You can:
• Configure the employee status indicator (via
Employee Indicator check box) on the Manage
Job Workflow screen. This indicator is a built-in
function that indicates a new hire's onboarding
completion status. Based on the indicator, a
new hire can access selected social features,
but not all of the tools, until he/she completes
onboarding and is considered an employee. Once
a new hire becomes an employee, he/she has
access to additional social tools including social
profile, news feed, communities, and people
search. Selecting this check box assures a
seamless transition from new hire to employee
because it changes the employee status of the
new hire.
• Add/edit instructional text (via Activity
Instructional Text check box) for an activity
function in the Manage Job Workflow screen.
• Configure the Generic Form Activity template in
the Manage Activity Fields screen.
• Enable tax credit settings in the Tax Credit
Settings pane of the New Hire Integration
Settings on the System Configuration: Manage
System Settings screen.
Enable Task Claiming Notification emails check box Enables task claiming notification emails.
Enable Reminder and Escalation check box Enables reminders and escalations based on
currently existing due-date configurations. By
Note: There are also reminder and escalation fields
default, it is not selected.
on the Manage Activity Fields screen and Manage
Job Workflow screen.
Enable Manage New Hires check box Enables the Manage New Hires screen and its
filters (in Onboard Manager). By default, this
setting is not selected.
Enable Field Branching check box Enables field branching. This allows only relevant
fields to be displayed to a new hire based on
previous answers within the same task. Note: Used
with Manage Activity Fields.

Allow New Hires to Reopen Completed Tasks check Enables some completed tasks to be reopened.
box By default, it is not selected. When selected, it is
retroactive, allowing already completed tasks to be
Note: There are user type permissions that can
reopened.
also selected that allow some completed tasks to
be reopened: Allow Reopen Own Tasks check box • The status of the task must be Completed.
and Allow Reopen Any Task check box. • Onboarding managers can only reopen tasks they
were authorized to open.
• With a reopened task, the data is overwritten (so
only the most current data is retained).
• This is a retroactive feature, allowing already
completed tasks to be reopened.
• The task status for a reopened task changes from
Completed to In Progress.
• As it relates to conditions, reopening/editing
does not create new tasks nor change already
created tasks.
• A menu item allows onboarding managers to
reopen a completed task, and then provide a
reason for the reopen.
• An Edit button allows new hires to make changes
to a reopened task.
The completed tasks onboarding managers can
reopen are:
• No Template
• State Forms. Note: Onboarding managers just
reopen a state form. The new hire is the person
who will make changes.
• Onboarding US W4. Note: Onboarding managers
just reopen a W-4 form. The new hire is the
person who will make changes.
• I-9 Section 2. Note: A completed I-9 Section 2
task can be reopened from a task list page unless
it is associated with an already In Progress or
Completed E-Verify task. Therefore, if an I-9
Section 2's corresponding E-Verify task is In
Progress or Completed, the I-9 Section 2 cannot
be reopened from a task list page. An error
message occurs. There can be no errors with I-9
Section 2.
The completed tasks new hires can reopen are:
• No Template
• State Forms
Enable I-9 Section 3 check box Enables I-9 Section 3.

Number of Days (before document expiration) to Indicates the number of days before document
Create I-9 Section 3 Task expiration to create I-9 Section 3.
I-9 Section 3 Task Responsible User Indicates the user type (Hiring Manager, I-9
Administrator, Recruiter, and so on).
Disable Prepopulation of Data in Form I-9 Wizard If selected, disables prepopulation of new hire
check box information in the I-9 wizard.
Enable New Hire Synchronization with Admin Synchronizes the Talent Suite and Onboard. It is
check box (configured at client creation, so is enabled for all new Talent Suite clients by default,
already selected, and cannot be unselected) and enabled by Database script for all upgrade
clients. It cannot be enabled/disabled.
Enable I9 ThirdPartyApprover Assignment Auto- Allows an admin to configure the Onboard I-9 Third
Completion check box Party Approver Assignment template to be auto-
completed when the approver is passed through
B-O integration so that the admin doesn't need to
manually complete the task.
Specifying Onboard Settings

1. Display the Manage System Settingsscreen.
2. In the list pane, select Onboard Settings. The Onboard Settings screen displays.
3. Select the check box for each setting that should be enabled.
4. Select the Save icon .
Manage New Hire Integration Settings

You can specify E-Verify and Work Opportunity Tax Credit (WOTC) options used with Onboard.
Introduction
You use New Hire Integration Settings on the Manage System Settings screen to screen to specify
• E-Verify settings
• Work Opportunity Tax Credit (WOTC) settings
Note: The Enable Talent Suite Configurations check box on the Onboard Settings pane of the System
Configuration: Manage System Settings screen must be selected in order for tax credit settings in the
Tax Credit Settings pane to be available.

2. In the list pane, select New Hire Integration Settings. The New Hire Integration Settings screen
displays.

• - Modify and save E-Verify and WOTC settings.

E-Verify Settings
Enable E-Verify check box Enables the E-Verify feature.
E-Verify Username Specifies the username for accessing the IBM
Kenexa internal E-Verify web service.
E-Verify Password Specifies the password for accessing the IBM
Kenexa internal E-Verify web service.
E-Verify Webservice URL Specifies the URL for the IBM Kenexa internal E-
Verify web service.
Tax Credit Settings
Enable Tax Credit Integration check box Enables the Work Opportunity Tax Credit (WOTC)
feature.
Tax Credit Vendor Name Specifies the WOTC vendor name.
Tax Credit Company ID Specifies the WOTC company ID.
Username Specifies the WOTC account username.
Show Password check box Allows the WOTC account password to display.
Allow New Hire Document Upload check box Allows upload of new hire documents. If you want
a new hire (using Onboard) to be able to upload
WOTC-related documents, select this.
Specifying New Hire Integration Settings

2. In the list pane, select New Hire Integration Settings. The New Hire Integration Settings screen
displays.
3. To enable the E-Verify feature, select the Enable EVerify check box. Specify the necessary information
for the E-Verify option fields.
4. To enable the WOTC feature, select the Enable Tax Credit Integration check box. Specify the
necessary information for the WOTC option fields.
Managing Email Settings

Email settings affect system-wide automated email features, such as reply-to and system exception
addresses, encoding options, and enabling of email functionality for specific user types.
Introduction
Email settings are contained in two tabs: one for Platform settings and one for Onboard settings. You
use the Platform tab to specify email settings that apply to the platform.s These settings include reply to
addresses, senders, delay intervals, encoding option and Smart Email options. You use the Onboard tab to
specify email settings that apply to Onboard.
You use Email Settings on the Manage System Settings screen to manage email settings.


2. In the list pane, select Email Settings. The Password Policy Settings screen displays.

• - Modify and save email settings.
Field Descriptions on This Screen - Platform Tab

E-mail Sender Specifies the email address used to send system
generated emails.
E-mail Sender Name Specifies the email sender name for the system
generated email.
System Exception E-mail Sender Specifies the email sender to which the system
automatically sends notifications when system
exceptions, such as failed delivery, occur.
Forgot Password E-mail Sender Sends a message to the system helpdesk to
retrieve the email sender password.
Reply to Address Specifies the address to which responses to
system generated emails are sent.
E-mail for Company Wide Administrator Specifies the email address for the company wide
administrator. This email address is shown in the
new user email and on the login page (contact
administrator link).
RC Company Name Specifies the company name used on
correspondence generated by the system.
Company Logo Specifies the location where the graphics file of
the client logo is stored. The graphics file enables
the company logo to appear in system generated
email messages. Note: Accepted file formats
are .gif, .jpg, .jpeg, .tif, .png, and .bmp. Maximum
file size is 5MB.
Company Watermark Specifies the location where the graphics file
of the client watermark is stored. The graphics
file enables the watermark to appear in system
generated email messages. Note: Accepted
file formats are .gif, .jpg, .jpeg, .tif, .png, and .bmp.
Maximum file size is 5MB.
System Exception E-mail Address(es) Specifies the email addresses to which the system
automatically sends notifications when system
exceptions, such as failed delivery, occur. Note:
This information is defined when the site is initially
created. You should not modify this information.
Failed E-mail Delay Interval (Min) Specifies the interval (in minutes) at which
rejection emails are processed.
Max E-mail Attachments Specifies the maximum number of attachments
that can be attached to correspondence.
E-mail Encoding Specifies the encoding for the emails sent by the
system.

Smart E-mail Address Specifies the Smart Email address used to track
email and scheduling requests in the system.
Smart E-mail Account Specifies the account associated with the Smart
Email address.
Smart E-mail Password Specifies the password associated with the Smart
Email account.
Field Descriptions on This Screen - Onboard Tab

Enable E-mails To Specifies the system users for whom automated
email functionality is enabled.
Specifying Email Settings

1. Display the Manage System Settings screen.
2. In the list pane, select Email Settings. The Email Settings screen displays.
3. Select the Platform link to display the platform-specific options, or the Onboard link to display the
Onboard-specific options.
4. Specify information as needed.
Managing Miscellaneous Settings

Miscellaneous settings encompass a variety of configuration settings that do not fall under other system
settings categories.
Introduction
Miscellaneous settings are contained in two tabs: one for Platform settings and one for Onboard settings.
You use Miscellaneous Settings on the Manage System Settings screen to manage configuration
settings that do not warrant a separate category.

2. In the list pane, select Miscellaneous Settings. The Miscellaneous Settings screen displays.

• - Modify and save miscellaneous settings.

Auto Logout (Minutes) Specifies the number of minutes of account
inactivity that can elapse before a user is
automatically logged out of the system.

Rows Per Multi-Page Table For search result tables that span multiple pages,
this specifies the number of rows that display on
each page. Leading Practice: 10 rows per page.
Max Number Records Returned Specifies the maximum number of records that can
be returned in a search. Note: The default value for
quick searches is 2000 records.
RC Large Drop Down Minimum Specifies the number of entries at which a drop-
down list is considered a large controlled list.
Note: Large controlled lists are lists that contain
an extremely large number of entries, which may
require excessively long download times.
Large Drop Down Maximum Specifies the maximum number of results retrieved
for a field using large controlled lists.
Max Upload Size (Thousands of Bytes) Specifies the number of bytes that can be
uploaded for an activity attachment (maximum of
5000).
System Locale Specifies the default locale setting for the
system. The locale controls formatting options
(for example, dates, numbers, currencies, postal
codes, and so on) across the system for different
geographical areas.
Default Time Zone Specifies the default time zone setting for the
system.
Display Host Name with Page ID Specifies whether the name of the local server that
is processing the current user session should be
displayed in parenthesis after the Page ID value.
Maximum Number of Rows That Can Be Sorted Specifies the maximum number of rows that can be
(Searches) sorted in search pages.
Maximum Number of Rows That Can Be Sorted Specifies the maximum number of rows that can be
(Reports) sorted in report pages.
Scheduled Reports Processing Time Specifies the time at which reports should be
processed.
Scheduled Reports Auto-Delete Days Specifies how many days pass before processed
reports are automatically deleted from the system.
Company Logo for Login Screen Specifies the location and file name for the
company logo image that appears on the login
screen. Note: Maximum file size is 5 MB. The
following file types are supported: gif, jpg, jpeg,
tif, png, and bmp. Note: Height: 54 pixels; Width:
unspecified.
Company Logo for Global Tool bar Specifies the location and file name for the
company logo image that appear on the Global Tool
bar. Note: Maximum file size is 5 MB. The following
file types are supported: gif, jpg, jpeg, tif, png, and
bmp. Note: Height: 18 pixels; Width: 115 pixels.
Splash Page Message Specifies the text that displays on the system
splash page.

Application URL Specifies the Onboard application URL. Enter
the staging or production application URL as
applicable. Note: The hyperlink is the same across
all clients but is different in staging and production.
Export Record Limit Specifies the maximum number of records an
exporting file can hold. Note: If the exporting
record number is larger than the limit, the system
generates multiple files and appends numeric
suffixes to the file names to differentiate.
Enable Privacy Policy Link Enables or disables the Privacy Policy link on the
global footer and beneath the Login button on the
Login and Proxy Login screens. Note: This check
box is selected by default. If it is not selected, the
Privacy Policy link does not appear.
Privacy Policy URL Specifies the URL for the Privacy Policy link. Note:
This drop-down list does not appear unless the
Enable Privacy Policy check box is selected.
Enable Terms of Use Link Enables or disables the Terms of Use link on the
global footer and beneath the Login button on
the Login and Proxy Login screens. Note: If it is
not selected, the Terms of Use URL link does not
appear.
Terms of Use URL Specifies the URL for the Terms of Use link.
Note: This field drop-down list does not appear
unless the Enable Terms of Use Link check box is
selected.
Enable Conditional Workflow Enables the conditional workflow feature.
Export File Record Limit (for Reports) Specifies the maximum number of records an
exporting file can hold.

OFCCP Search Record Keeping Indicates whether the system tracks all candidate
searches for OFCCP reporting purposes.
Show OFCCP Hidden Searches Indicates whether the Hidden Searches check box
displays on the Search Candidates screen.
Enable Ethnicity Indicates whether the Ethnicity field displays in
addition to the Race field on the EEO page.
New Hire Waiting Period (Days) Specifies the number of days after a candidate
status of Hired is changed to a status of Active.
Applicant Re-Submittal Waiting Period in RC Specifies the number of days that must elapse
before an applicant can be resubmitted to a job.
Specifying Miscellaneous Settings

2. In the list pane, select Miscellaneous Settings. The Miscellaneous Settings screen displays.

Manage Job Settings

Job settings affect the processes around creating job requisitions, including the generation of requisition
numbers, job aging, and viewing candidates who apply for open positions.
Introduction
If a client uses location management or candidate pooling, those settings are also in job settings.
You use Job Settings on the Manage System Settings screen to manage job settings. You use the
Platform tab to specify job settings that apply to the platform: Enable Location Management. You use
the Onboard tab to specify Job Requisition Settings for Onboard. IMPORTANT: The selections you make
control which configuration screens display.
Location Management
Location management settings provide location support to accommodate clients with a retail structure.
Location support enables users to view only the jobs and applicants for the locations with which they are
associated. Locations are maintained as dictionary values. Administrators can associate specific locations
with users as they are entered into the system.

2. In the list pane, select Job Settings. The Job Settings screen displays.

• - Modify and save job settings.

Enable Location Management Settings
Enable Location Management Enables the location management functionality
and makes the Job Location field required on the
Construct Job and Add Users screens. Important:
If a user has location based capability but a job
does not have the Job Location field enabled or
the field is empty (if configured as an optional
field), the user may not be able to see the job
if the user has the capability to view only the
jobs tied to his/her location. Likewise, if a user
has location based capability but the user's profile
does not have the Location Field enabled or the
field is empty (if configured as an optional field),
the user may not be able to see jobs if the user has
the capability to view only the jobs tied to his/her
location.

Job Requisition Settings
Auto Incremented Indicates whether job requisition numbers
generated by the system increment automatically.
Enter Starting Job Requisition Number If the auto-increment feature is enabled, this
option indicates the starting job requisition number
from which incrementing begins.
Construct Job Wizard Mode Specifies the Construct Job screen displays in
wizard mode, which enables users to toggle
between tabs as needed and to validate content
on demand. Note: This check box is selected by
default for new client installations; however, clients
can choose to clear the check box to use the
Construct Job screen in its original format.
Job Description Fields Mode Indicates the default mode (view or edit) for the
Job Description fields on the Construct Job screen.
This field is set to View by default to improve
system performance.
Specifying Job Settings

2. In the list pane, select Job Settings. The Job Settings screen displays.
Manage Audit Trail Settings

Audit Trail settings determine which system entities can be reported on in the standard Audit report.
Introduction
Audit Trail settings determine the reportable system entities in the standard Audit report.
When an entity is selected, all its related fields become reportable. Note: The selected entities are
reportable for all user types with the appropriate system capabilities for which the Edit Audit Trail Settings
and View Audit Trail Report for System Settings user type options are enabled.
You use Audit Trail Settings on the Manage System Settings screen to configure audit trail settings.

2. In the list pane, select Audit Trail Settings. The Audit Trail Settings screen displays.

• - Modify and save audit trail settings.

System Settings check box Enables reporting of system settings fields. This
option is selected and locked down by default.
Applicant check box Enables reporting of applicant fields.
User check box Enables reporting of user fields.
Job check box Enables reporting of job fields.
Activity check box Enables reporting of activity fields.
Specifying Audit Trail Settings

2. In the list pane, select Audit Trail Settings. The Audit Trail Settings screen displays.
3. Select the check box for each entity that should be reportable.
System Configuration - Part One

System configurations affect how users are able to interact with core system functionality. They affect or
define fundamental aspects of Talent Suite applications.
System configurations control:
• How to make features available to users in an organization.
• How to display information.
• How to define the building blocks of key functionality (for example, activities, dictionaries, and
templates).
• How to define feature-specific settings.
• How to integrate the system with external applications.
Because system configurations address such a wide variety of functionality, the System Configuration tab
contains many screens. In this guide, the screens are presented in two parts.
The topics in Part One cover the following system configurations:
• TS Filter and Display Fields
• Task Groups
• Correspondence
• Toolbar Settings
• Conditions
• Locales
• Labels and Custom Fields
• Activity Fields

Manage TS Filter and Display Fields
You can customize default columns and filters that display on the Manage New Hires page of Onboard
Manager.
Introduction
You use the TS Filter and Display Fieldsscreen to customize default columns and filters. You can
configure the fields that can be used as filters and configure fields that will be displayed in search results.

3. Display the Show drop-down list and select TS Filter and Display Fields. The TS Filter and Display
Fieldsscreen displays.

• - Modify and save a TS filter and display field.
Configuring Public and Private Filters
The filter type is Public or Private. Standard filters are Public, and client-specific custom filters are
Private. Public filters are not specific to the user/client.
• They cannot be customized. Instead, users can create a copy of the public filter, save it as a private
filter, and make changes as per their need.
• They are common for all users, and cannot be deleted or renamed.
• They can be assigned as the default filter.
• Add public filters for the base client.
• There is a new property/column: IS_PUBLIC.
Private filters are specific to a user/client.
• All existing filters created by users will now display in the private filter section.
• Save link is disabled.
• Delete icon is hidden.
• Name field cannot be edited, but it can be selected as a default.
The Load filter pop-up displays the filter type (Public/Private) against each filter name. First, group filters
by Public, then by Private.

Manage New Hires Columns Displays the Available Columns and the Selected
Columns, and allows the columns to be moved
between the two as needed.
Available Columns Available columns.
Selected Columns Selected columns.

Allows you to move columns as needed.
Directional arrows
Manage New Hire Filters Displays the Available Filters and the Selected
Filters, and allows the filters to be moved between
the two as needed.
Available Filters Available filters.
Selected Filters Selected filters.
Allows you to move filters as needed.
Directional arrows
Manage Task Groups

You can configure tasks to be associated to task groups to make configuring them easier.
Introduction
You use the Task Groupsscreen to configure tasks to be associated to task groups.

3. Display the Show drop-down list and select Task Groups. The Task Groups screen displays.

• - Add a task group.
• - Modify and save a task group.

Task Group Name Name of the task group.
Description Description of the task group.
All Tasks Displays all available tasks/activities.
Allows you to move tasks as needed.
Directional arrows
Tasks Assigned Displays all mapped tasks/activities.

Manage Correspondence Templates
Correspondence templates control the content and usage of emails automatically generated or manually
sent via the Talent Suite system.
Introduction
There are two types of templates:
• System Correspondence. Included with the system.
• Custom Correspondence. Created by administrators or deity users.
You can link correspondence templates to organization levels, activities, disposition codes, ratings, or
events to specify when the email associated with the template is generated. If you do not link the
template to any of these items, you can send the email manually.
The new_user_created template allows the welcome email in the correspondence log to be resent to a
hire. It is available by default. If a new hire hasn't logged in, then the welcome email is resent. Otherwise,
the forgot password email is sent.
Clients can decide which templates they want to use, and configure them to be automatically sent (upon
completion of a trigger task). For example, an email can be automatically sent to new hires after the
Onboard Start activity is completed.
You use the Manage Correspondence Templates screen to work with correspondence templates.

3. Display the Show drop-down list and select Correspondence. The Manage Correspondence
Templates screen displays. Note: You can use the Show statement to limit the display of templates in
the list pane to either system or custom templates.

• - Create a new template.
• - Make a copy of the currently selected template that must be saved with a different name.
• - Modify and save the currently selected template.
• - Display a preview of the email generated with the template. Note: Regarding a preview for resending
a new user email, the following message displays: Preview option for this email template only available
from the Talent Suite Admin page (Navigation Path -> ...). Access to Admin page dependent on user
privileges.
• - Delete the currently selected template.

Active Check box Makes the selected template active or inactive.
Status (list pane) Lists the status of each template.
Name (list pane) Lists the name of each template.
Name Indicates the name of the selected template.

Organization Level(s) Specifies the organization levels that have access
to the template. Select this link to open the
Organization Structure window, which you can use
to select organization levels. Note: If the client is
not using organization levels, this link does not
appear on the screen.
Activity Name Links the template to a workflow activity. Select
this option and then select an activity from the
drop-down list that displays next to the option.
When a template is linked to a workflow activity,
the correspondence is sent when the activity
becomes current.
Disposition Code Links the template to a disposition code. Select
this option and then select a disposition code from
the drop-down list that displays next to the option.
When a template is linked to a disposition code,
the correspondence is sent only if an employee is
dispositioned with the specified disposition code.
Rating Links the template to the action of rating an
applicant. Select this option and then select a
rating from the drop-down list that displays next
to the option.
Event Name Links the template to an event (for example, the
dismissal of a task, initiation of a tax credit check,
and so on). Select this option and then select an
event from the drop-down list that displays next to
the option.
None Select this option if you do not want to link the
template to an activity, disposition code, rating, or
event. Note: Many core correspondence templates
have None selected.
Send Type Specifies whether the correspondence is sent
automatically, sent only upon confirmation, or
never sent.
Include Attachment(s) Specifies any applicant attachments (resume,
cover letter, or additional documents) included by
default.
From Specifies the email sender. This defaults to
an email address determined by the client
organization.
To Specifies who receives the email. The system
contains predefined database tags that identify
individuals or groups of recipients. You can enter
% in this field to display a list of available tags from
which you can choose.
Reply To Specifies the reply to address for the email. This
address is specified in email system settings; there
is no need to specify an address unless it differs
from what is specified in the email system settings.

CC and BCC Specify any recipients you want to copy or blind
copy. As with the To field, you can enter <% to
display a list of available tags.
Language Displays fields for specifying options for the
template in an additional language. Note: If the
client has not purchased additional languages, this
field displays as read-only.
Subject Specifies the subject of the email.
Body Specifies the email text. You can format the
appearance of this text. As you enter text, you can
insert database tags to pull in information from the
system database. For example, in your salutation,
you might insert a tag to pull in an employee’s
first name. To insert a database tag, select the
Suggest Content icon to display the Suggestion
Box pop-up. You can display a list of appropriate
database tags by entering <% followed by the first
few letters of the entity with which it is associated
(for example, job for job tags, app for employee
(applicant) tags, act for activity tags, and so on).
Select the Add Content button in the Suggestion
Box pop-up to insert the tag in the correspondence
template.
Use Company Logo Includes the company logo in the template.
Use Company Watermark Includes the company watermark in the template.
Use Personal Outgoing E-mail Encoding If you are using double-byte character languages,
select this check box to ensure that your emails are
sent correctly.
Creating a Correspondence Template

When creating a new correspondence template, you can build one from scratch or clone an existing
template.
About this task

You can link the template to an organization level, an activity, a disposition code, a rating, or an event.
You can also specify the recipients and the content and indicate whether the correspondence includes the
company logo or the company watermark, and whether it uses personal outgoing email encoding.
The following procedure describes how to create a new correspondence template from scratch.
Procedure
1. Display the Manage Correspondence Templates screen.
2. Select the Create New Template icon to refresh the screen and display blank fields.
3. Provide information for each section. Note: You can preview the email by selecting the Preview icon .

Modifying a Correspondence Template
You can modify an existing correspondence template by changing its options and content, or by making it
active or inactive.
About this task

When a template is:
• Active, it is available for use.
• Inactive, it is unavailable, but still stored within the system.
Tip: Inactivation is recommended instead of deleting a template. If an organization changes its mind
about using the template, it is easier to reactivate it rather than create it again.
Procedure
1. To modify a correspondence template:
• Display the Manage Correspondence Templates screen.
• Select the name of the template you want to work with to display its content and options.
• Make your changes and then select the Save icon .
2. To make a correspondence template active or inactive:
• Display the Manage Correspondence Templates screen.
• Select the name of the template you want to work with to display its content and options.
• Select the Active check box to make the template active or clear the check box to make the
template inactive.
• Select the Save icon .
Deleting a Correspondence Template

You can delete a correspondence template only if it is not currently in use.
About this task

If you cannot delete a template, you can deactivate it to prevent it from being used.
Procedure
1. Display the Manage Correspondence Templates screen.
2. Select the template you want to delete.
3. Select the Delete icon .
4. When the confirmation message appears, select the OK button.
Manage Tool Bar Settings

Tool bar settings allow you to specify the default configuration of the global tool bar for each available
user type.
Introduction
By configuring the tool bar, you determine which features and functionality each user type can access.
Users can personalize their tool bars, within the confines you determine, using the Configure Tool Bar
Settings icon in the global tool bar.

You use the Manage Toolbar Settings screen to specify the default configuration of the global tool bar for
each available user type.

3. Display the Show drop-down list and select Toolbar Settings. The System Configuration: Manage
Toolbar Settings screen displays.

• - Specify and save the tool bar configuration for each available user type.

User Type (list pane) Identifies the user type for which the tool bar
configuration is currently displayed.
Menu Group Identifies the tool bar menu group for which items
are currently displayed.
Available List Lists all items available for inclusion in the selected
menu group.
Selected List Lists all items that selected for inclusion in the
selected menu group.
Move button Moves a selected item between the Available List
and the Selected List.
Directional button Moves a selected item vertically one position.
Configuring the Global Tool Bar

You can specify the default configuration of the global tool bar for each available user type.
About this task

For each user type, you can specify which available items appear in each menu group and the order in
which they appear. You cannot move items to different menu groups or change the order in which menus
appear on the tool bar.
Tool bar configurations should reflect the permissions assigned to each user type. Review user type
settings prior to configuring the tool bar.
The Manage Toolbar Settings screen allows you to select a user type in the list pane and then select a
menu group to display the associated settings. You can add, remove, and reposition items for each menu
group.
Procedure
1. Display the Manage Toolbar Settings screen.
2. In the list pane, select the user type for which you want to configure the tool bar.
3. Display the Menu Group drop-down list and select the menu group for which you want to specify menu
items. Note: The selections available in the Menu Group drop-down are determined by the enabled
product licenses.

4. To add items to the menu group, select the appropriate items in the Available List and then select the
Move button.
5. To remove items from the menu group, select the appropriate items in the Selected List and then
select the Move button.
6. To reposition an item in the menu group, select the item in the Selected List and then select a
directional button until the item is in the correct location.
7. Repeat steps 3-6 for each menu group. Note: If you select:
• Configure Toolbar Settings from the Menu Group field, users can personalize their tool bars.
• View from the Menu Group field, then in the Selected List section, select Jobs, on the global
tool bar, View Jobs is present. All relevant job information is available at a glance on the Job
Details page. The job status/posting display contains three pieces of information, Status, Posted,
and Summary.
9. Configure the tool bar for additional user types as needed.
Manage Conditions
If you are tasked with creating a conditional workflow for a client, you must first define the conditions
assigned to workflow activities.
Introduction
The system determines whether a conditional activity is executed based on whether the condition is
satisfied.
You use the Manage Conditionsscreen to define conditions that can be used in conditional workflows.
Note: You cannot access the Manage Conditions screen unless the Create Manage Conditions check box is
selected in the Administration settings for your user type.

3. Display the Show drop-down list and select Manage Conditions. The Manage Conditionsscreen
displays.

• - Add a condition.
• - Copy a condition.
• - Modify and save a condition.
• - Delete a condition.

Language Enables you to add conditions in additional
languages. Note: The drop-down list is not
available until you save the condition in the base
language.
Existing Conditions (list pane) Lists all conditions that were defined.
Condition Name Specifies the name of the condition.

Description Specifies a brief description of the condition.
View Condition Displays the condition expression.
Denotes the start of a grouped condition (a
Start Grouping icon condition within a condition).
Field Specifies the field to which the condition applies.
Condition Specifies the condition applied to the specified
field. The list of available conditions varies based
on the type of field specified. Depending on the
condition you select, additional fields, such as a
Value or Date field, may appear to allow further
definition of the condition.
Denotes the end of a grouped condition.
End Grouping icon
Operator Specifies an operator for multiple conditions, if
necessary. Select AND to specify that all of the
conditions must be met. Select OR to specify that
at least one of the conditions must be met.
Add button Adds the currently specified condition.
Edit button Opens the currently selected condition for editing.
To select a condition, select it in the Selected
Conditions list.
Delete button Deletes the currently selected condition. To select
a condition, select it in the Selected Conditions list.
Cancel button Deselects the currently selected condition.
Remove Grouping button Removes the grouping (parentheses) from a
condition.
Selected Conditions Lists all condition expressions for the currently
selected condition. You can select a condition in
this list to select it.
Copying a Condition
If an existing condition is similar to a new condition you want to add, you can copy the existing condition
and modify it to create the new condition.
About this task

If a template cannot be deleted, you can deactivate it to prevent it from being used.
Procedure
1. Display the Manage Conditions screen.
2. In the list pane, select the condition you want to copy. Tip: To filter the list of conditions displayed in
the list pane, you can enter all or part of a condition name in the Existing Conditions search box in the
list pane. As you enter, the list refreshes to display only the conditions with names that contain the text
you entered in the search box.
3. Select the Clone icon to copy the selected condition.
4. In the Condition Name text box, enter a name for the condition.

5. In the Description text box, enter a brief description of the condition purpose.
6. Modify the condition details as needed.
Adding a Condition
When adding a new condition, you can specify multiple conditional expressions using the AND/OR logical
operators.
Procedure
2. Select the Add icon to display empty fields for adding a new condition.
3. In the Condition Name text box, enter a name for the condition.
4. In the Description text box, enter a brief description of the condition purpose.
5. In the Create Conditions section of the screen, select the Field text box and start typing the name of
the field you want the condition to evaluate. As you enter text, a pop-up list displays, listing system
fields that contain the entered text.
6. In the pop-up list, select the name of the field you want to use in the condition.
7. The field name is added to the Field text box.
8. Display the Condition drop-down list and select the condition you want applied to the field. Note: The
values that appear in the Condition drop-down list are based on the type of field you selected. For
example, if you select a date field, such as Date of Birth (Applicant), the conditions that display in the
list are related to dates, such as On or before, Between, and so on. If you select an integer field, such
as Max Additional Compensation (Job), the conditions that display in the list are related to numeric
values, such as Equal, Does not equal, Less than, Greater than, and so on. Depending on the condition
selected, a value or date field displays to enable you to complete the condition.
9. Display the Value drop-down list or the Date Picker and select the appropriate value or date for the
condition.
10. Display the Operator drop-down list and select the appropriate value for your condition (And, Or, or
None).
11. Select the Add button to add the condition to the Selected Conditions list.
12. The full conditional expression appears in the View Condition box.
13. If you need to create a grouped expression, select the Start Grouping icon to denote the start
of the group. Tip: You use grouping to set off multiple conditions that require the use of a logical
operator. For example, if the condition states the Job Code field is either Job Code Entry One OR Job
Code Entry Two AND the country is not India, then group the condition for the Job Code Entry field
and separate it from the condition for the Country field, as shown in the following example:
• (Job Code(Job) Equal 'JobCode Entry One' Or Job Code(Job) Equal 'JobCode Entry Two') And
Country (Applicant) Does not equal 'India'
14. Repeat steps 6-10 to add more conditions as needed.
15. If you created a grouped expression, select the End Grouping icon to denote the end of the
group.

Modifying a Condition
You can modify conditions by changing the name or description; by adding, deleting or modifying
conditional expressions; or by removing grouping (if applicable).
Procedure
2. In the list pane, select the condition you want to modify. Tip: To filter the list of conditions displayed in
list pane. As you enter text, the list refreshes to display only the conditions with names that contain the
text you entered in the search box.
3. If you want to add a conditional expression, specify the expression details and then select the Add
button.
4. If you want to modify a conditional expression, select the expression in the Selected Conditions list,
make your changes and then select the Edit button.
5. If you want to delete a conditional expression, select the expression in the Selected Conditions list and
then select the Delete button.
6. If you need to cancel the selection of a conditional expression, select the Cancel button.
7. If you want to un-group expressions that were grouped, select one of the grouped expressions in the
Selected Conditions list and then select the Remove Grouping button.
Deleting a Condition
You can delete a condition only if it is not currently in use in a workflow.
About this task

If you cannot delete a template, you can deactivate it to prevent it from being used.
Procedure
2. In the list pane, select the condition you want to delete. Tip: To filter the list of conditions displayed in
list pane. As you enter, the list refreshes to display only the conditions with names that contain the text
you entered in the search box.
3. Select the Delete icon .
Manage System Locales

A locale is a group of formatting options (for example, name, date, number, currency, and so on) that
reflect the formatting standards used in specific geographical areas.
Introduction
Locale settings define the formats that display on system screens for items that may vary by country or
region, such as name, address, currency, date, and time formats.
Although a default system locale is set when a site is created, individual users can select their own locale
to ensure they are using the formatting standards prevalent in their local areas.
For example, an organization with offices in the United Kingdom and China could define locales for each
of these locations. A user in England can select the U.K. locale to ensure that formatting options specific
to England (for example, a long date format of dd MMMM yyyy or a currency of U.K. Pounds) are used

throughout the system. Likewise, a user in China can select the China locale to ensure that formatting
options specific to China (for example, a person name format of Last Name First Name or a currency of
China Yuan Renminbi) are used throughout the system.
Note: A locale does not specify the language in which system screens are displayed. However, each locale
defined appears in the Language drop-down list on the login page.
You use the Manage System Locales screen to define the locales available for users to select in their
personal settings.

3. Display the Show drop-down list and select locales. The Manage System Localesscreen displays.

• - Add a locale.
• - Copy a locale.
• - Modify and save a locale.

Locale (list pane) Lists all currently defined locales.
Status (list pane) Lists the status of each locale.
Active check box Makes the selected locale active or inactive. Note:
The Active check box is selected by default when
you first create or copy a locale. Once you save the
locale, you cannot change this setting.
Language Language that drives the time, date, and sort order
formats for the locale. The selected language also
becomes the name of the locale. Users see the
language links/options in Onboard ONLY if multiple
languages are configured. If a single language is
configured, no language links or menus display.
Country/Region Country or region for which the locale is defined.
Formatted Person Name Display format for names.
Formatted Mailing Address Display format for mailing addresses.
Currency Code Currency code for the locale.
Currency Symbol Currency symbol for the locale.
Long Date Format Display format for long date entries.
Short Date Format Display format for short date entries.
Month/Year Format Display format for month/year entries.
Time Format Display format for time entries.
Number Format Display format for numbers.

Distance Unit Distance unit of measure for the locale (for
example, miles or kilometers).
Sorting Order of Text The text sorting order for the locale. Note: Three
sort order options are available:
• Alphabetic - to support English, Western
European, and Asian languages.
• Pronunciation (Pin-Yin) - to support Asian
languages.
• Stroke Count and Bopomofo (Mandarin phonetic
symbols) - to support Asian languages.
Creating a Locale
You can create a locale for any of the available languages.
About this task

Available languages are configured at the database level during the initial staging site setup.
Note: You can also create a new locale by copying an existing locale.
Procedure
1. Display the Manage System Locales screen.
2. Select the Add icon .
3. Specify the language and the formatting options.
Copying a Locale
If an existing locale is similar to a new locale you want to add, you can copy the existing locale and modify
it to create the new locale.
Procedure
1. Manage System Locales
2. Display the screen.
3. In the list pane, select the locale you want to copy.
4. Select the Copy icon to copy the selected locale.
5. Specify the language and modify formatting options as needed.
Modifying a Locale
For existing locales, you can modify any of the options except for the language.
Procedure
1. Display the Manage System Locales screen.
2. Select different formatting options, as necessary.

Manage Labels and Custom Fields
The default or out-of-the-box configuration includes standard fields with default specifications for
attributes that determine how the fields are displayed, whether field validations are applied, and whether
the fields are enabled, searchable, required, or encrypted.
Introduction
The default specifications and the selection of standard fields represent the most common configuration.
Clients may want to configure additional fields to ensure the application reflects their nomenclature and
business practices. To accommodate client needs, you can modify attributes for standard fields or create
new fields and add them to screens as needed (and as allowed).
• Add custom fields for Applicant entity
• Display dictionary values as radio buttons
• Edit field labels, validations
• Enable/disable
• Encryption
• Required/optional
• Dictionary used on field
• Height/width

3. Display the Show drop-down list and select Labels and Custom Fields. The Manage Labels and
Custom Fields screen displays. Note: Use the Show statement to display standard fields or display
options for creating a custom field.

• - Modify and save standard fields, or create and save custom fields.

Field Class (list pane) Specifies the field class (entity) for which fields
are displayed in the list pane. When you select a
field class from the drop-down list, the list pane
refreshes to display the fields associated with the
selected field class.
Field Name (list pane) Enables you to search for a field by field name. To
search for a field, enter the full or partial field name
in the Field Name text box. The list pane refreshes
to display only the fields that match your search
text.
Display Label (list pane) Enables you to search for a field by display label.
To search for a field, enter the full or partial display
label text in the Display Label text box. The list
pane refreshes to display only the fields that match
your search text.

Restore Defaults button Restores default settings to a standard field that
was modified.
Field Name Indicates the name of the field.
Enabled Indicates whether the field is currently enabled.
For core fields that must be enabled at all times,
this check box is visible, but cannot be changed.
Display Label Specifies the label used on screen to identify the
field. Note: Although the display label and the
field name may sometimes be the same, they are
different attributes. The field name identifies the
field for system use and tracking; the display label
specifies how the field is identified on screen for
the end user. If a client wants to change the name
of a field on screen - for example, change cell
phone to mobile phone - you would change the
display label for the field.
Field Category Allows you to view/edit the category mapped
to any Talent Suite entity field. It is a drop-
down mapped to dictionary D_FIELD_CATEGORY.
NewHire and Requisition are the default available
values, but by selecting the book icon , the value
is changeable.
Field Type Indicates how the field functions. If you are
working with a standard field, you cannot change
the field type. If you are creating a custom field,
this item appears as a drop-down list and you
select a field type. The following field types are
available:
• Boolean: Displays a check box. Allows a user to
enable or disable a feature or to select multiple
items in a table.
• Dictionary: Displays a drop-down list from which
users can select a single item. Items that appear
in the list are stored as dictionary values.
• Multi-Selectable Dictionary: Allows users to
select multiple items from a list. Items that
appear in multi-select lists are stored as
dictionary values.
• Date: Displays a calendar pop-up that can be
used to specify a date.
• Integer: Accepts numeric values from 0 - 9
and does not support any non-numeric values,
including special characters.
• String: Accepts alphabetic and numeric values
for short answers. If space is needed for an
explanation or a lengthy answer, you can specify
a text area of a specific height (in rows) and a
specific width (in characters).

Create New Field icon Lets you add a custom field for the Applicant entity.
Note: The Create New Field icon only displays
when you access the Manage Labels and Custom
Fields screen from the System Configuration tab. It
does not display if you access the Manage Labels
and Custom Fields screen from the Multiple New
Hire Portals tab. You can add unlimited custom
fields for the Applicant entity, and configure each
of the custom dictionaries, custom dates, custom
Boolean, custom integers and custom string data
types.
Searchable Field Indicates whether the field can be used in search
criteria.
Required Indicates whether user input is required. If this
check box is unchecked, user input is optional.
Field Validation Indicates which field validation rules, if any, are
applied to the field. Field validation rules are
predefined rules against which the format of a field
entry is compared to determine whether it is valid.
Note: Remove any field validation by deselecting
(CTRL+Click) any highlighted value in the Field
Validation field.
Display Format Indicates the format in which data appears for date
fields and text fields that house postal code or
currency values. Available formats are:
• None
• Short Date
• Long Date
• Postal Code
• Currency
Encrypted check box Indicates whether the field data is encrypted.

Searchable Field check box Indicates whether the field data is searchable.
Due Date Driving Field check box Define which fields drive due date functionality.
This setting is only applicable to date
type fields belonging to Applicant and Job
Application entities. For Job Application,
the Candidate Start Date (default field
JobApplication.candidateStartDate) MUST ALWAYS
BE SELECTED (cannot be deselected) to be a due
date driving field in labels and custom fields. By
I-9 Section 2 Start Date Driving Field check box Applies to all date fields. It allows admin users to
configure from which date field the new hire start
date should be populated. By default, the check
box is unchecked.
Display as Radio Buttons in NHP Enables the display of dictionary field values as
radio buttons in Onboard activity forms.

Field Validation Variables Specifies variables required for field validation
rules. This item does not appear on screen if there
are no validation rules assigned to the field. The
variables required vary depending on the type of
validation rule that is assigned to the field.
Modifying Standard Fields

If a standard field doesn’t meet a client’s needs, you can change its attributes to suit the client’s
preferences for how it displays, whether the format is validated, or whether it is required, searchable
or encrypted.
About this task

If the client doesn’t want to use the field, you can disable it if it isn’t a required core field. Disabling a field
prevents it from displaying on screen.
Standard fields are categorized by field class. A field class identifies a specific feature, aspect of
functionality, or a sub group of related fields. For example:
• Fields categorized under the Job field class pertain to job requisitions, including fields that appear on
job templates and fields used to track the requisition status.
• Fields categorized under the Job Application field class pertain to the job application process, including
fields used to gather referral information, fields used to disposition applicants, and fields used by
applicants to authorize screenings.
• Fields categorized under the Phone field class pertain to applicant phone numbers, including fields to
identify the level of phone number, whether it is a primary contact number, whether a recruiter can
leave a message at that number, and so on.
Procedure
1. Display the Manage Labels and Custom Fields screen.
2. In the Show statement, display the By Field Class For drop-down list and select Standard Fields.
3. In the Show statement, display the In Language drop-down list and select the appropriate language.
4. In the list pane, display the Field Class drop-down list and select the field class with which the field
is associated. All the fields associated with the selected field class display in the list pane.
5. To specify a specific field or limit the number of fields listed, enter all or part of the field name in
the Field Name text box in the list pane, or enter all or part of the display label in the Display Label
text box. For example, if you know the field name is Approval Date, you can enter approval date to
display only the Approval Date field in the list pane. If you aren’t sure of the precise name, you can
enter approval to display only the fields with approval as part of the name or display label.
6. In the list pane, select the field you want to modify. Note: If a field appears in light gray text in the list
pane, it is not currently enabled in the system. When you make your changes, you need to select the
Enabled check box to enable the field.
7. Make your changes. Note: If you assign a validation rule to the field the system may display
additional required fields pertaining to the selected rule.
8. In the Field Validation field, remove any field validation by deselecting (CTRL+Click) a highlighted
value.
10. If you need to undo your changes, select the Restore Defaults button.

Creating Custom Fields
If a client’s needs go beyond modifying a standard field, you can create a custom field and add it to the
appropriate system screen.
About this task

The steps you take in the Labels and Custom Fields screen create the custom field and make it available
for use. However, you must use the Manage Field Sequence screen to add the field to a system screen.
When creating a custom field, consider the following:
• How the field is used. This determines the field type you use.
• Which field class it belongs to. This determines the system screens to which the field can be added.
Note: The number of fields you can add differ based on the field class with which you are working.
Procedure
1. Display the Manage Labels and Custom Fields screen.
2. In the Show statement, display the By Field Class For drop-down list and select Custom Fields.
3. In the Show statement, display the In Language drop-down list and select the appropriate language.
4. In the list pane, display the Field Class drop-down list and select the field class for which you create
the field. Note: Not all field classes allow the addition of custom fields.
5. Display the field type drop-down list and select a field type.
6. Specify Display Label text and any other attributes as necessary.
7. Add a custom field for the Applicant entity by selecting Applicant then selecting the Create New Field
icon . Note: This icon only displays when you access the Manage Labels and Custom Fields screen
from the System Configuration tab. It does not display if you access the Manage Labels and Custom
Fields screen from the Multiple New Hire Portals tab. You can add unlimited custom fields for the
Applicant entity.
8. Select the Save icon . The custom field and its display label text appear in the list pane.
9. If you need to undo your changes, select the Restore Defaults button.
Field Validation Rules and Descriptions

Validation is applied in the Labels and Custom Fields screen.
Table 2. Field Validation Rules and Descriptions

Rule Name Rule Description Field Type
Alphabetic Only contains characters a-z or String
A-Z.
Alphanum Only contains characters A-Z, a- String
z, or 0-9.
capability Begins with “CAP_CUSTOM_”. String
Only contains upper case
alphabetic (A-Z), numeric (0-9),
or underscore (_).
Cazip Format is LNL NLN, where L is a String
A-Z (capitals only), N is 0-9, and
the separating space is required.
For example, “A1B 2C3”.

Table 2. Field Validation Rules and Descriptions (continued)
Cost Non-negative monetary value. String
Must be a non-negative integer
of one to ten digits, or a non-
negative float, where a float is
one to ten digits followed by
a decimal point, followed by at
most two digits.
Date / Date Validator Valid date value Date
Date / Past Date Valid date value / past date Date
Date / Future Date Valid date value / past date Date
Dictionary Value(s) must be among the Dictionary
currently enabled values for the
associated dictionary.
Digit Dash Only contains characters 0-9 or String
hyphen (-).
Email Check the following: String
• Contains no whitespace.
• Contains one at-sign (‘@’).
• Contains at least one period (‘.’)
after the at-sign.
Email List Check to see that this is a list String

of semicolon (‘;’) separated email
addresses, where each email
address obeys the email rule.
Field Name Alphabetic (A-Z, a-z), or numeric String
(0-9) or underscore (_).
Integer Integer value Integer
Integer<X>to<Y> Must be an integer value String, Integer
between X and Y. For example,
integer0to100 means that the
value must be an integer
between 0 and 100.
Integer Max <X> Must be an integer value less String, Integer
than or equal to X. For example,
integermax100 means that the
value must be an integer less
than or equal to 100.
Integer Min <X> Must be an integer value greater String, Integer
than or equal to X. For example,
integermin100 means that the
value must be an integer greater
than or equal to 100.
Lens Punctuation Must contain at least the String
following six characters in any
order: “@&-’,.”.

Max Length N The field length must be no String, Integer
greater than N. For example, Max
Length 4 means that the field
length must be no greater than 4.
Max Length Approval Length no greater than 900. String
Max Length Cand Name Length no greater than 10. String
Max Length Cand Password* Length no greater than 10. String
*This is not a Talent Suite
Gatekeeper user password
validation.
Max Length Dict Entry Length no greater than 40. Dictionary

Max Length Email Length no greater than 100. String
Max Length Email Body Length no greater than 32000. String
Max Length Email List Length no greater than 1000. String
Max Length Extension Length no greater than 6. String
Max Length Generic Length no greater than 200. String
*Typically set as default String
field validation.
Max Length Job Desc Length no greater than 32000. String

Max Length Name Length no greater than 50. String
Max Length Non Job Desc Length no greater than 2000. String
Max Length Note Length no greater than 2000. String
Max Length Phone Length no greater than 25. String
Max Length Resume Length no greater than 64000. String
Max Length Text Value Length no greater than 500. String
Max Length Zip Length no greater than 12. String
Min Length N The field length must be no less String
than N. For example, Min Length
4 means that the field length
must be no less than 4.
Min Length Cand Name Length no less than 4. String
Min Length Cand Password* Length no less than 4. String
*This is not a Talent Suite
Gatekeeper user password
validation.
Min Length Resume Length no less than 50. String

Name Only contains the following: String
• alphabetic (A-Z, a-z)

• apostrophe (‘)
• comma (,)
• hyphen (-)
• period (.)
• space ( ), must be in the
middle, not leading or trailing
Non Alpha Doesn’t contain any alphabetic String

value.
Non Negative Greater than or equal to zero. String
No Space Doesn’t contain any blank space. String
Numeric Numeric value. Only contains 0-9 String
and “.”.
Path Begins with a slash (/), contains String
no consecutive slashes, and only
contains the following:
• alphabetic (A-Z, a-z)
• hyphen (-)
• numeric (0-9)
• period (.)
• slash (/)
• space ( ), must be in the
middle, not leading or trailing
• underscore (_)
Positive Greater than zero. String

Range Reject Days Range from 1 to 90 inclusive. String
SSN Social Security Number. Format String
is NNN-NN-NNNN, where N is a
digit.
US CA Phone Format is NNN-NNN-NNNN, String
where N is a digit.
US Zip Format is NNNNN or NNNNN- String
NNNN, where N is a digit.
ZIP String
Pattern String
Field Confirmation String, Date, Integer

Bank Routing Number When new hires enter a bank String
routing number, the Talent Suite
system validates that the data
entered is the correct ABA
routing number.
US CA Phone Format is NNN-NNN-NNNN, String
where N is a digit.
Manage Activity Fields

Activities are the building blocks of workflows.
Introduction
You use the Manage Activity Fields screen to create/modify activities, select activities, and display fields
that you can add to the selected activity.
Every step in a workflow is an activity, and you can:
• Attach forms and correspondence templates to activities so they can be included in workflow steps.
• Associate additional functionality, such as phone screen or interview questions, with activities.
The fields and options:
• Specified for an activity affect the options users see when completing the activity, regardless of whether
it is completed via a task, in the Applicants tab, or in the Current tab.
• Users see are controlled by activity settings and field properties configured in the Manage Activity Fields
screen.
• Determine which fields and disposition codes display on the tab, as well as the applicant status and the
“success button” the user selects to complete the activity. For applicants, activity settings determine
the feedback status they see.
Users can also configure:
• Enhanced e-signature as an option on tasks. Note: If configured here and you want it on a task, you
must also configure in the workflow.
• Standalone settings.

3. Display the Show drop-down list and select Activity Fields. The Manage Activity Fieldsscreen
displays.

• - Add new activities.
• - Make a copy of the currently selected activity that must be saved with a different name.
• - Modify and save core activities.
• - Preview activity fields.

Active check box Makes the selected activity active or inactive.
Activity Names and Fields (list pane) Lists all available activities and the fields that can
be added to each activity.
No fields can be added to the following template
types; instead, they come with a standardized set
of fields for all clients. (You cannot create a custom
activity from these.)
• I-9 Section 1
• I-9 Section 2
• I-9 Section 3
• E-Verify
• State Forms
• Tax Credit Check
Fields can be added to the following template
types:
• No_Template
• Generic Form Activity. You can configure
whether or not the Generic Form Activity
requires a signature. Note: The Enable New
Hire Synchronization with Admin check box
on the Onboard Settings pane of the System
Configuration: Manage System Settings screen
must be selected in order to configure the
Generic Form Activity template (including the E-
Signature Required check box).
To:
• Select an activity and display its details, display
the drop-down list and select an activity name.
• View available fields, expand the Available Fields
node in the list pane and then expand the node
for an entity.
• Search for an activity, enter text in the text box,
and select the Go icon.
Go command.
Go icon

Display Settings Control how the activity displays.
• Name: Specifies the activity name.
• Display Name: Specifies the label for the
activity name. This field differentiates the actual
template name that appears to the Onboarding
Manager and the Display Name of the activity
that appears to the new hire.
• Template Type: Enables the inclusion of
additional functionality within the activity.
• TS Template Type: Talent Suite template type.
– This field acts as a quick identifier and
ready reference to identify whether an
activity belongs to the Talent Suite or the
standalone Onboard system, and facilitates
quick migration of clients to the Talent Suite.
– The TS Template Type drop-down is available
for E-Verify, I-9 Sections 1, 2, 3, and W-4 and
State form activities.
– The Enable Talent Suite Configurations setting
must be enabled in System Settings > Onboard
Settings for you to view the TS Template Type
field in the Manage Activity Fields screen.
– When administrators create a new Talent Suite
template activity, they can ignore the default
Template Type drop-down list and select from
the TS Template Type drop-down list.
– The Talent Suite template type options
that appear in the TS Template Type
drop-down list are driven by dictionary
D_TS_ACTIVITY_TEMPLATE.
• Success Button Label: Specifies the label for
the success button, which is the button a user
selects to complete the activity and move to the
next workflow step.
• Encrypt Uploaded Documents check box:
Indicates whether documents uploaded to the
system during completion of the activity are
encrypted.
• Allow Bulk Completion check box. Allows
completion of bulk actions. It is visible only for
the activities whose Talent Suite template type is
No Template or Onboard Start or Onboard End.
By default, it is not enabled for all activities.
• Restrict Claim Tasks check box. For the Hiring
Manager (HM) user type, there is a capability that
allows the ability to claim tasks. It has a boolean
value and is saved to the KT_ACTIVITY table.
By default, this setting is disabled. These tasks
cannot be claimed by the responsible user if the
setting has been enabled.
• Enable Stand Alone Activity Settings check box.
Note: When selected, the Stand Alone Activity
Settings pane displays. It contains:
– Responsible User Types drop-down.
Disposition Codes Specifies the disposition codes available for the
activity. You select a disposition code by selecting
its check box. Each selected code is represented
by a disposition code button in the Applicants tab.
Actions Define milestones, phases and status for the
activity.
• Job Milestone: One of five milestones each job
may move through during the hiring process
– Closed to new applicants, Interviews begun,
Posted externally, Released from hold, or
Revealed to hiring manager.
• Job Phase: Indicates whether the job is in the
selection phase or the hiring phase.
• Job Sub Phase: Indicates the most recent action
that has taken place.
• Applicant Job Status: Indicates the applicant’s
status regarding the job (for example, application
completed, review, screening, and so on). Note:
This value cannot be changed once a candidate
has applied to a job.
• Applicant Feedback Status: Indicates the status
an applicant sees in the application during
completion of the activity (for example, Your
application is in review, Complete an evaluation,
Authorize background check, and so on). Note: If
this field is blank, the previously specified status
continues to display.
Field Name Specifies the name of the field as tracked by the

system.
Label Specifies the name of the field as it is displayed to
users.
Required Indicates whether the field is required.
Type Indicates the type of information the field displays.
Dictionary Specifies the name of the dictionary that contains
options associated with the field, if applicable.
View Only Indicates the field is displayed in read-only mode.
Enabled Indicates the field is enabled for use in the activity.
Field Validation Specifies a validation rule applied to the field.
Display Format Indicates the format in which data appears for date
fields and text fields that house Social Security
numbers or postal code or currency values.
Correlate Forces the system to maintain the value specified
for the field in a correlated activity.

Reorder text box and Go (Arrow) icon Reorders field hierarchy sequence. When you enter
a number in the Field Properties section Search
Number text box, and select the Go icon , the
field reorders to the hierarchy level for the number
entered in the text box.
Delete icon Deletes the selected field from the activity.
Moves the selected field upward one row.

Upward arrow icon
Downward arrow icon Moves the selected field downward one row.
Creating an Activity
If the core activities cannot be used or modified to meet all the client’s needs for workflows you can
create new activities.
About this task

When you create a new activity, none of the options in the Activity Settings section are specified and only
the Notes field is specified in the Field Properties section. If you do not need the Notes field, you can
remove it after you add at least one other field to the activity.
Note: Once you create a new activity, you cannot delete it, so ensure a new activity is really necessary
before you create one. If you create an activity but find that it is not needed, you can deactivate the
activity, which makes it unavailable for use in workflows.
Configuring I-9 Section 2 Third-Party Approval
Note: If clients are using Third-Party Approval, they must deselect the Allow Third Party I-9 Section 2
Approver check box in the workflow configuration to avoid the new hire entering third-party details again
in Section 2.
1. Transfer the responsibility of assigning a third-party approver from the new hire to the employer. This
means new hires will no longer need to enter the third-party approver details in I-9 Section-1. These
fields will be removed.
2. Split existing third-party approver into two new approver types: internal approvers (actual employees
and existing users) and external approvers (for example, external legal counsel).
3. Create a new approval activity that allows an onboard manager or a preassigned responsible user type
to assign the approver for a new hire.
a. A new activity called I-9 Section-2 Approver must be added into the workflow. This will allow
clients to configure who the third-party approver for the respective new hire should be. The default
task owner for this activity is: Hiring Manager. Note: This activity should never be after Section 1,
but can be moved to an earlier place in the process.
b. The activity has three sections:
• Assign Internal Approvers: This is a prepopulated list of users who are assigned to the third-
party user group. Responsible users can select a user and select Submit to assign Section 2
to that user for approval. Note: Administrators must use the user import feature in the Admin
application to do a one-time sync to give all their necessary Talent Suite users access to Onboard
and assign them to the third party approvers user group.
• Assign External Approvers: This is a prepopulated list of external people who are not employees
but need to approve I-9 Section 2 (for example, external legal counsel).
• Add External Approvers: This allows users to add external approvers on the fly. Users cannot use
this option to add existing employees who do not have access to Onboard.

4. All existing third-party approvers that were previously created from I-9 Section 1 are shown as
External Approvers.
5. If clients want to move any of the approvers from External to Internal, they must create a maintenance
6. Allow approvers to be assigned for a new hire from Brassring. Clients must pass the user name of the
approver as part of the job application entity in the B-O integration. Within the XSL mapping:
<JobApplicationEntity>
<thirdPartyApproverName>
<xsl:value-of select="$Onboard/*:Candidate/*:UserArea/
*:Id[@idOwner='ThirdPartyApproverName']/*:IdValue" />
</thirdPartyApproverName>
a. The user must already have access to Onboard as a third-party user. Otherwise, this user is not
assigned, and an error message will display during the B-O integration.
b. Approvers can also be assigned via the V2 services.
c. The user is assigned as an internal approver and the details are autopopulated in the approval
activity. The responsible user type must review and complete the activity.
7. Add two new markers to the third-party approval communication template:
• <%=due.date%>. Displays due date for I-9 section 2 approval activity to be completed.
• <%=new hire.startdate%>. Displays the start date of the new hire.
Procedure
To create a new activity:
1. Display the Manage Activity Fields screen.
2. Select the Add icon . The screen refreshes and displays empty fields for creating a new activity.
3. In the Activity Settings section, enter a name for the activity in the Name text box.
4. If necessary, display the Template Type drop-down list and select a template enter. Note: The need
to specify a template type depends on what action is taken to complete the activity.
5. In the Success Button Label text box, enter the label text that displays on the success button.
6. If you want documents uploaded as part of the encrypted activity, select the Encrypt Uploaded
Documents check box.
7. Select the check boxes for the disposition codes associated with the activity.
8. Select options for the job milestone, job phase, job sub phase, applicant job status and applicant
feedback status, as needed. Note: Only the job phase and applicant job status are required fields.
To add a field to the activity:
9. Expand the Available Fields node in the list pane and then expand the node for the entity you use to
add a field. Available fields are displayed as hyperlinks; fields that have already been added display
as plain text.
10. In the list pane, select the link for the field you want to add. The field is added to the Field Properties
section.
11. If necessary, use the upward arrow and downward arrow icons to move the field to a
different position.
12. Specify the appropriate field properties.
13. Add more fields as needed.
15. To see what the activity looks like in the Applicants tab, select the Preview icon . Note: New
activities are active by default. If you need to make an activity inactive, clear the Active check box and
then save the activity.

Copying an Activity
If an existing activity field is similar to a new activity field you want to add, you can copy the existing
activity field and modify it to create the new activity field.
About this task

Copying an activity field is available for all legacy activities and nonstandard activities in the Talent Suite.
You do not see the Clone icon for system activities in the Talent Suite.
You can only clone activities of these TS Template Types: NO_TEMPLATE,GENERIC_FORM_ACTIVITY,
ONBOARD_END, ONBOARD_START.
When you select the Clone icon, all the current activity's field information is automatically copied,
excluding the Name field. You must enter the new activity name, and optionally, modify any other details.
When you select Save, a new activity is created with the given name.
Procedure
2. In the list pane, select the activity field you want to copy.
3. Select the Clone icon to copy the selected activity field.
4. Specify the language and modify activity settings as needed.
Modifying an Activity
You can modify an activity by changing the activity settings or by adding, modifying or deleting fields.
About this task

Fields available for addition to the activity are grouped by entity in the list pane.
Note: You can modify an activity only if it is not currently in use in an active workflow.
Procedure
2. To modify an activity:
• In the list pane, display the drop-down list and select the name of the activity you want to modify.
• Modify the activity settings and field properties as needed.
3. To add a field to the activity:
• Expand the Available Fields node in the list pane and then expand the node for the entity used to
add a field. Available fields are displayed as hyperlinks; fields that have already been added display
as plain text.
• In the list pane, select the link for the field you want to add. The field is added to the Field
Properties section.
• If necessary, use the Up and Down icons to move the field to a different position.
• Specify the appropriate field properties.
• Add more fields as needed.
• To see how the activity looks, select the Preview icon .

4. To remove a field:
• Select the field name in the Field Properties section. The screen refreshes and highlights the
selected field.
• Select the Delete icon . The screen refreshes and the field is removed from the activity and once
again made available in the Available Fields list.
System Configuration - Part Two

Because system configurations address such a wide variety of functionality, the System Configuration tab
contains a large number of screens. In this guide, the screens are presented in two parts.
The topics in Part Two cover the following system configurations:
• Dictionaries
• Display Text
• Screen Appearance
• Field Sequence
• Field Driving Rules
• System Settings (discussed in its own section)
Manage Dictionaries
Dictionaries contain values that populate drop-down lists and multi-select drop-down lists in the
application.
Introduction
Clients often want to add custom values or custom dictionaries and selectively enable or disable
dictionary values for specific organization levels.
There are two types of dictionaries:
• System Dictionaries: These are provided by default. The dictionary names cannot be modified and
the dictionaries cannot be deleted. However, you can configure values in these dictionaries. System
dictionaries can be private or public:
– Private: Values can be updated (renamed). You cannot add or delete values.
– Public: Values can be added, deleted, and updated.
• Custom Dictionaries: These dictionaries are created for clients. Their names can be edited, they can be
deleted, and their values can be configured.
You use the Manage Dictionaries screen to work with system and custom dictionaries. The Manage
Dictionaries screen contains three tabs (Dictionary, Organization Level, and Import/Export) or two tabs,
if the client is not using organization levels.

3. Display the Show drop-down list and select Dictionaries. The Manage Dictionariesscreen displays. It
contains

• - Add a new dictionary.

• - Modify and save the currently selected dictionary.
• Dictionary tab - Update dictionary values.
• Organization Level tab - Enable or disable dictionary values for specific organization levels (available
only if the client is using organization levels).
• Import/Export tab - Import or export dictionary values.
Adding a Dictionary
If a client adds custom drop-down or multi-select fields to the application you need to add custom
dictionaries to house the drop-down values.
Introduction
You can create a new custom dictionary, then use the Dictionary tab to add values or use the Import/
Export tab to import values as a group.
Leading Practice: When creating a new dictionary, use the following naming convention:
C _SECTION_FIELD_NAME
Where:
• C identifies the dictionary as a custom dictionary.
• SECTION refers to the functional area with which the dictionary is associated (job, candidate, activity or
system).
• FIELD NAME refers to the name of the field for which the dictionary supplies values.
You use the Add icon on the Manage Dictionariesscreen to display the New Dictionary – Custom
Dictionary screen, which allows you to add a new dictionary. After you save the new dictionary, you
populate it by adding new values manually from the Dictionary tab or by importing values using the
Import/Export tab.

3. Display the Show drop-down list and select Manage Dictionaries. The Manage Dictionaries screen
displays. It contains an Add icon, and also three tabs (Dictionary, Organization Levels, and Import/
Export) or two tabs, if the client is not using organization levels.
4. Select the Add icon. The New Dictionary – Custom Dictionary screen displays.
Field Descriptions on This Tab

Dictionary Title Specifies the name of the dictionary.
Sorting Type Specifies the element by which the dictionary
values—once added—are sorted.
Sorting Order Specifies whether the dictionary values are sorted
in ascending or descending order.
Dictionary Values Lists the values added to the dictionary. You cannot
add values until you save the new dictionary, at
which time additional screen options appear.
Value in English(US) Specifies the Dictionary value in English(US)
Alpha Key Specifies the Alpha Key value.

Add, Delete, Update Adds, deletes, or updates a value/Alpha Key
according to the option chosen.
Enabled Enables the values/Alpha Key.
Apply button Applies the values/Alpha Key.
Creating a New Dictionary

1. Display the Manage Dictionaries screen.
2. Select the Add icon . The New Dictionary – Custom Dictionary screen appears.
3. Select the Active check box, if it is not selected by default, to make the dictionary active. Note: You
can change the status only for custom dictionaries. You can deactivate a custom dictionary only if it is
not currently in use.
4. Enter a name for the dictionary in the Dictionary Title text box.
5. Select the Save icon . The screen expands to include the Dictionary, Organization Levels, and
Import/Export tabs.
6. Add dictionary values manually (refer to Updating Dictionary Values) or import dictionary values (refer
to Importing and Exporting Dictionary Values).
Updating Dictionary Values

Although dictionary options vary depending on the type of dictionary you are working with (system versus
custom, private versus public), the process for managing dictionary values is the same for all dictionaries.
Introduction
Management of dictionary values includes changing the sort type and order, changing the value text,
adding or deleting values (if allowed), and enabling or disabling values.
You use the Dictionary tab on the Manage Dictionariesscreen to update dictionary values. You can:
• Work with individual values within a dictionary.
• Do minor changes.
• Add, modify or delete a small number of values.
Note: For extensive changes, use the Import/Export tab to make changes in an xml or csv file, and import
the changes back into the system.
How to Access the Tab

3. Display the Show drop-down list and select Manage Dictionaries. The Manage Dictionariesscreen
displays. It contains three tabs (Dictionary, Organization Levels, and Import/Export) or two tabs, if
the client is not using organization levels.
4. Select the dictionary for which you want to update values.
5. If not already selected, select the Dictionary tab.

Language Displays fields for adding or modifying dictionary
values in other available languages. Note: If you
select a different locale from the Language drop-
down field, the dictionary value also displays in the
default language and also appears as an additional
column by the Alpha Key column.
Active check box Makes the selected dictionary active or inactive.
Status (list pane) Displays the status (active or inactive) of each
dictionary shown in the list pane.
Name (list pane) Displays the name of each dictionary shown in the
list pane.
Dictionary Title Indicates the name of the dictionary.
Sorting Type Specifies the element by which the values are
sorted. The following sort enter are available:
• Alphabetic: Sorts values in alphabetical order.
• Numeric: Sorts values in numeric order.
• Currency: For values containing currency
symbols, ignores the currency symbol and sorts
the values numerically.
• Custom: Sorts values in an order you specify
manually. To change the position of a value,
select the value and select the Promote Order
icon or the Demote Order icon to move the value
up or down in the list.
Sorting Order Specifies whether values are sorted in ascending or

descending order. Note: This option does not apply
to the Custom sorting enter.
Dictionary Values Displays all values currently defined for the
selected dictionary and indicates whether the
values are enabled.
Value in English (US) Identifies the value currently selected in the
Dictionary Values list. Note: By default, the value is
displayed in US English (the base language) unless
you use the Language drop-down list to specify
another available language.
Alpha Key Enables users to provide the client’s alphanumeric
codes for each of the dictionary values.
Add Adds a new dictionary value.
Delete Deletes a selected dictionary value.
Update Updates a selected dictionary value.
Enabled Enables a selected dictionary value.
Enabled System Wide For organizations using organization levels, enables
a selected dictionary value for all organization
levels.

Apply button Applies the selected action (add, delete, update,
and so on).
Updating Dictionary Values

1. Select the dictionary whose values you want to update. Tip: To find the dictionary you are looking
for, enter the dictionary name, or part of the name, in the Name text box in the list pane. The list of
dictionaries refreshes to display only those that match the text you entered.
2. If not already selected, select the Dictionary link to display the Dictionary tab.
3. To change the sort enter or order, display the Sorting Type or Sorting Order drop-down list,
respectively, and make a selection.
4. To update a dictionary value, select the value in the Dictionary Values box, change the text in the Value
in English text box and then select the Apply button.
5. To add a new value, select the Add radio button, enter the new value in the Value in English text
box and then select the Apply button. Tip: If you need to add a value in another language, select the
language from the Language drop-down list. A Value In <language > text box appears. Enter the value
entry in the Value In text box, select the Add radio button, and then select the Apply button.
6. To delete a value, select the value in the Dictionary Values box, select the Delete radio button and then
select the Apply button. Note: You cannot delete a dictionary value if it is currently in use.
7. To enable or disable a dictionary value, select the value in the Dictionary Values box and then select
or clear the Enabled check box. Note: If your organization is using a multi-layered organization level
structure, select the System Wide Enabled option.
Enabling/Disabling Dictionary Values for Organization Levels

Many organizations use organization levels to selectively choose which Talent Suite elements (for
example, workflows, correspondence templates, and so on) are made available to users in different parts
of the organization.
Introduction
Although dictionaries are available to all parts of an organization, some dictionary values might not
be applicable to all organization levels. For instance, some department names or job titles might be
applicable for one organization level but not another.
You can enable/disable dictionary values for a single organization level or multiple levels. You can also
choose to include an organization level’s sub levels, which are referred to as propagating changes to sub
levels.
You use the Organization Level tab on the Manage Dictionariesscreen to selectively enable or disable
dictionary values for individual organization levels or for multiple organization levels.

4. Select the dictionary for which you want to enable/disable values for organization levels.
5. Select the Organization Levels link to display the Organization Levels tab.

Configure/View Dictionary Values PER Org Level Enables the selection of a single organization level
for which values are enabled or disabled.
Configure/View Dictionary for Multiple Organization Enables the selection of multiple organization
Levels levels for which values are enabled or disabled.
Organization Level Display a hierarchical tree from which you can
select organization levels.
Propagate Changes to Sub Levels applies settings to the sub levels of the
organization levels you select.
Dictionary Values Displays the dictionary values for the selected
organization level. Select the check box for each
value you want to enable or disable.
Enable Enables the selected dictionary values for the
specified organization levels.
Disable Disables the selected dictionary values for the
specified organization levels.
Enabling/Disabling Dictionary Values for Specific Organization Levels

1. Select the dictionary whose values you want to enable/disable for organization levels.
2. Select the Organization Levels link to display the Organization Levels tab.
3. To apply the settings to an individual level, select the Configure/View Dictionary Values PER Org Level
radio button.
4. To apply the settings to multiple levels, select the Configure/View Dictionary for Multiple Organization
Levels radio button.
5. In the Organization Level section, select the appropriate organization levels. Tip: To enable or disable
values for organization sub levels, select the Propagate changes to sub levels check box.
6. In the Dictionary Values section, select the values you want to enable or disable.
7. Select the Enable or Disable button.
8. When the confirmation message appears, select the Yes button to apply your configuration changes
or select the No button to modify your selections.
Importing and Exporting Dictionary Values

The dictionary import/export feature enables you to work with dictionary values as a group if you need to
make extensive changes and then reload the values into the dictionary.
Introduction
For example, if you need to complete a job title audit, you can export the current values in the Job Title
dictionary to a csv or xml file, add or delete values, and import the values back into the dictionary.
When you import a file for a dictionary, the following occurs:
• The system imports the file content into the selected dictionary.
• All newly added values are enabled system-wide.
• If an existing value is in use, the system disables the value without replacing it.
• If a new value is added, it is appended to the list of existing values.

• If an existing, but disabled, value is re-entered via the import process, the value is enabled system-wide
and you need to manually disable the value.
You use the Import/Export tab on the Manage Dictionariesscreen when you need to populate a new
dictionary or make extensive changes to dictionary values.
IMPORTANT: Importing When Using Organization Levels. If a client is using organization levels, it is
important to ensure the initial dictionary settings for each organization level are specified in the Manage
Organization Levels screen before any new or modified values are imported to a dictionary. If values are
imported and dictionary settings are subsequently specified in the Manage Organization Levels screen,
dictionary values that were previously enabled for sub levels are removed.

4. Select the dictionary for which you want to enable/disable values for organization levels.
5. Select the Import/Export link to display the Import/Export tab.

Export Dictionary Values Enables the export of dictionary values to an xml or
csv file.
In Format Specifies the file format in which the values are
exported. This option appears only when the
Export Dictionary Values option is selected.
Import Dictionary Values Enables the import of dictionary values from an
xml or csv file.
Browse button Enables you to browse for the import file.
Upload File button Uploads the specified import file.
Go command.
Go icon
Exporting and Importing Dictionary Values

1. Select the dictionary whose values you want to import/export.
2. Select the Import/Export link to display the Import/Export tab.
3. Select the Export Dictionary Values radio button. A drop-down list appears, enabling you to specify
a file format for the export file.
4. Display the Export Dictionary Values In drop-down list and select xml or csv from the drop-down
list.
5. Select the Go icon . The File Download dialog box appears.

6. Select the Open button to open the export file or select the Save button to save the file to a location
of your choice.
7. Modify the export file as needed and save your changes.

8. Select the Import Dictionary Values radio button and select Browse to locate the updated CSV file.
Note: It is not possible to edit or delete dictionary values via the Import function.
9. Select Upload File to import the dictionary.
10. Once the file is uploaded, a drop-down menu displays. Select one of the two choices:
• Add. Deletes all existing dictionary values not in use and disables the values in use before adding
new values. The import replaces the current dictionary completely.
• Append. Appends new values to the dictionary without modifying any existing values. The import is
added to the current dictionary.
Exporting and Importing Dictionary Values in Code-Value Format or Other Formats

You can use codes with dictionary values. Existing data, however, does not include code values. In
order to import dictionary values successfully, you must use unique code values. If you don't follow
the following guidelines, the dictionary can become corrupted, and a script is needed to repair the data
values.
1. Export a xml or csv file, saving it locally.
2. Modify the export file as needed and save your changes. For example, for a csv file:
• Remove the #EntryOrder column.
• Add records to the dictionary.
• #DictionaryAlphaKey must not be blank, and each must be unique. Important: When the purpose
is to insert new values, you must create a new value with a unique #DictionaryAlphaKey instead of
updating existing dictionary values.
• #DictionaryValue must not be blank, and each must be unique.
3. Import the a modified xml or csv file.
Exporting and Importing Dictionary Values for System Private Dictionary

1. Select the D_DISPLAY_ENTRY_CODE dictionary.
2. Add/update dictionary values through the Manage Dictionaries screen, if required.
3. Add/update in default locale.
4. To add new dictionary values in the code-value format (for example, D_STATES) select the Import/
Export link.
5. Export D_STATES in CSV or XML format.
6. View the XML. There is now a new field code.
7. Add necessary data correspondingly and import the format.
8. Select the Save icon . D_States now has code and state data together (for example, MI Michigan).
9. Navigate to any screen using the D_STATES field list and view the values in the drop-down list
(displayed in the chosen display enter format).

Manage Display Text
You use the display text feature to selectively change how text displays on individual system screens.
Display text includes instructional text.
Introduction
For example, a client may want the City field to display as City in a job requisition template but may want
the same field to appear as Job City in the Advanced Applicant Search screen to make it clear the field
refers to the city where the job (rather than the applicant) is located.
Display text is categorized as follows:
• All messages.
• Buttons and page messages.
• Errors, warnings, info and validations.
• Field labels.
Additionally, display text items are associated with system entities (for example, job requisition, activity
form, field driving rule, and so on). The entity, and the item associated with the entity, is referred to as a
key.
For example, entity.jobRequisition.City is a key that refers to the City label associated with the job
requisition entity. When you view display text for this key, you see entries for every screen on which the
City label, as related to the job requisition entity, displays.
Each key and the item associated with it is referred to as a key-value pair. If multiple languages are
enabled, you can add display text in additional languages. Each display text item you add in another
language is referred to as a translation.
You use the System Configuration: Manage Display Textscreen to modify display text on individual
screens.

3. Display the Show drop-down list and select Display Text. The Manage Display Textscreen displays.

• Save Changes button - Modify display text.
• Add Translation button - Add display text in an additional language (add a translation).
• - Upload key-value pairs in a csv or xls format.
• - Download key-value pairs to a csv or xls format.

Key (list pane) Displays a list of keys for which you can view
display text. Select a key in the list pane to display
the text. Note: You can enter all or part of a key
name in the Key text box to filter the list pane
content.

Key Identifies the key currently selected in the list
pane.
Used On Lists the screens on which the display appears.
Display Text Specifies how the text appears on the associated
screen. This is where you modify the display text.
Screen Indicates the screen associated with the text in the
Display Text box. Note: This column should contain
a Display Text box for each page on which the key-
value pair is used. The GlobalKey screen indicates
the default display text that is used if there are no
screen-specific variations.
Candidate Portal Indicates whether the key-value pair is referenced
in one or more candidate portals or system wide.
Language Indicates the language in which the text in the
Display Text box appears.
Remove icon Removes the adjacent translation.
Save Changes button Saves your changes.

Add New Translation: Display Text Provides a place to specify display text when
adding a new translation.
Add New Translation: Language Provides a way to specify a language when adding
a new translation.
Add Translation button Adds a new translation.
Modifying Display Text

You can modify display text.
About this task

Because display text encompasses the entire system, it can sometimes be a daunting task to find the
display text item you want to modify. The Show statement on the Manage Display Text screen is very
useful for finding the correct item. The Show statement contains the following options:
Option Description
Show statement Specifies the screen to access – in this case, the
Display Text screen.
Of Type Identifies the type of display text you want to
show:
• All messages.
• Buttons and page messages.
• Errors, warnings, info and validations.
• Field labels.
Related To Identifies the entity with which the display text is

associated.

Option Description
For 2x and screen Specifies a specific screen on which the text
appears. If you don’t know which screen to select,
or if you want to see all screens on which the text
appears, select All.
And Contains Indicates specific text that should appear in the
key.
Procedure
1. Display the Manage Display Text screen.
2. Use the Show statement to limit the key choices in the list pane.
3. In the list pane, select the key for which you want to display text values.
4. Modify the text in the Display Text box for the appropriate screens.
5. Select the Save Changes button.
Adding a Translation
If multiple languages are enabled for the system, you can add a Display Text box for each language and
specify the language-appropriate text. This is referred to as adding a translation.
About this task

Note: Available languages are configured at the database level during the initial setup of the staging site.
This is not a system configuration. If additional languages are required but not available in your site,
contact the database administrator.
Procedure
2. Use the Show statement to limit the key choices in the list pane.
3. In the list pane, select the key for which you want to display text values.
4. In the Add New Translation section, enter the appropriate text in the Display Text box, select the
appropriate language from the Language drop-down list and then select the Add Translation button.
The new translation is added to each screen on which the display text appears.
5. If necessary, modify the text for individual screens.
Uploading and Downloading Key-Value Pairs

If you need to make large scale changes to display text, you can download the key-value pairs to a csv or
xls file, make your changes and then upload the new pairs to the system.
About this task

For example, if you need to replace “requisition” with “job” throughout the system, you can download the
key-value pairs, perform a find and replace operation in the csv or xls file and then upload the revised
key-value pairs to the system.
Procedure
To download key-value pairs:

2. Select the Download icon . The File Download dialog box appears.
3. Select the Save File option. The Save As dialog box appears.
4. Specify the location in which you want to save the downloaded file and then select the Save button.
The Download Complete dialog box appears.
5. Select the Open option to open the file.
6. Make your changes and save the file.
To upload revised key-value pairs:
7. Select the Browse button in the Display Text header. The Choose File dialog box appears.
8. Navigate to the location of the file containing the revised key-value pairs and then double-click the
file name.
9. Select the Upload icon to upload the revised key-value pairs.
Manage Screen Appearance

For screens that present user information in a table format (for example, search results or a list of open
jobs, and so on), clients can customize the sequence of columns on a screen.
Introduction
You use the Manage Screen Appearancescreen to add available fields to, or remove them from
applicable screens. You can also specify which field is used to sort the screen data and specify the
sort order.

3. Display the Show drop-down list and select Screen Appearance. The Manage Screen
Appearancescreen displays.

• - Specify which fields display in columns on screens that present data in a table format.

Screen Name (list pane) Lists all the screens for which you can use the edit
screen appearance feature. Select a screen name
in the list pane to display its field information.
For Talent Suite Onboard, the following screen
names are particularly important:
• PBUI -My Tasks Manager
• PBUI New Hire Profile
• PBUI New Hire Personal Info
• PBUI Home-Manager

Available Fields Lists all the fields available for inclusion on the
selected screen. Note: The Available Fields list
contains all fields available for inclusion on the
screen. You move fields from the Available Fields
list to the Selected Fields list to specify which
fields appear on the screen.
Moves the selected fields between the Available
Fields and Selected Fields lists or up or down a
level in either list.
Selected Fields Lists all the fields that display on the selected
screen.
Sorting Field Specifies the field by which the data on the screen
is sorted.
Sorting Order Specifies the sorting order for the screen data.
Restore Defaults button Restores the screen appearance to its default
setting.
Changing Screen Appearance

The screen appearance feature is limited to screens on which information is displayed in a table format.
About this task

The Quick Search Results screen is an example of a screen that displays information in a table format.
Each column in the table is a field that can be added, removed, or reordered.
Note: For screens that do not display information in a table format, you can modify appearance by
changing display text, changing field sequence, or managing labels and custom fields.
Procedure
1. Display the Manage Screen Appearance screen.
2. In the list pane, select the name of the screen you want to change.
3. To add a field to the screen, select the field name in the Available Fields list and then select the arrow
icon .
4. To remove a field from the screen, select the field name in the Selected Fields list and then select the
arrow icon .
5. To move a field to a different column on the screen, select the field in the Selected Fields list and then
select the arrow icons and to move the field to the previous or next column. Tip: You can select
multiple fields to add, remove or reorder. To select multiple fields, press and hold the Ctrl key while
selecting fields.
6. To specify a field by which to sort the screen data, display the Sorting Field drop-down list and select a
field.
7. To specify the order in which the sorting field data is sorted, display the Sorting Order drop-down list
and select Ascending or Descending.
9. If you need to return the screen to its default configuration, select the Restore Defaults button and
then select the Save icon.

Manage Field Sequence
You can reorder the sequence of the fields from screens, and add/remove fields.
Introduction
You use the Manage Field Sequencescreen to work with existing fields and to add custom fields. You
can add or remove fields, change the order of fields, and add or edit screen sections (group fields into
individual panels on a screen). When working with screen sections you can add columns and rows and
specify display options such as backgrounds, borders and alignment.

3. Display the Show drop-down list and select Field Sequence. The Manage Field Sequencescreen
displays.

• - Add, move, or reorder fields on a screen; add or edit sections and save the changes.

Page (list pane) Specifies the page (screen or portion of a screen)
for which you work with field sequence. You can
expand the entities in the list pane to display fields
that you can drag and drop to the selected page.
You can also drag fields from the page to the list
pane if there are no restrictions for removing the
fields from the page.
For Talent Suite Onboard, the following pages are
particularly important:
• PBUI - New Hire Profile (employee view from
Onboard)
• PBUI - New Hire Profile Manager View (manager
view from Onboard Manager)
• PBUI - Create New Hire Profile (manager view
from Onboard Manager for Create New Hire)
Glue Field (list pane) Defines two or more fields as a single unit
and displays the fields side by side without
necessitating the creation of a second column.
When you move glued fields, they move together
as a single unit.
Field Message (list pane) Allows you to add a text message to a screen, such
as an explanation about the fields on screen or the
type of information the user must provide. A field
message must be tied to a field.
Field Separator (list pane) Adds a horizontal line between fields.
Work Pane Displays the fields for the selected page.

Add/Edit Section Displays fields for adding a new section or editing
an existing section.
Add/Edit Section
Select Section Specifies the section you want to modify.
Parent Section Specifies the parent of the section you selected to
modify, if applicable.
Name Name of the selected section.
Vertical Ordering, Horizontal Ordering Specify the vertical and horizontal coordinates for
the section.
Advance Settings Displays fields for advanced settings.
Advance Settings
Default Label Indicates the default label the system assigns the
section. The default label is the same as the name
of the section. You can change the label text as
needed.
Label Alignment Specifies the vertical/horizontal alignment of the
section label.
Section Background Specifies the background color for the section, if
any.
Render Label Indicates whether the label text in the Default
Labels field is displayed. A value of true displays
the label text. A value of false prevents the label
text from displaying.
Section Alignment Specifies how the section aligns with the page.
Content Border Indicates whether the content within the section
displays a border. A value of true indicates a
border. False indicates no border.
Columns Specifies the number of columns the section
can contain. Note: This value does not force the
creation of columns; it only specifies how many
columns can be used if needed.
Section Border Indicates whether the section displays a border. A
value of true indicates a border. A false indicates
no border.
Content Background Specifies the background color for the content
portion of the section, if any.
Add button Adds a new section.
Apply button Applies specified changes to the selected section.

Adding, Removing and Reordering Fields
You can add fields to a selected page by dragging them from the list pane into the work pane. Likewise,
you can remove fields from a page by dragging them from the work pane into the list pane.
About this task

You can reorder fields on the page by dragging them to new locations within the work pane. If there are
multiple sections on a page, you can drag fields between sections.
Note: Changes you make are global and effective whenever a screen is accessed in edit mode. For
example, if you add a field to the Construct Job screen, the field is added to all existing job templates
and is effective the next time a job is created using a template. Likewise, if a job is in the Construction
or Selection phase, the field is added to the Job Details page but is not effective until the user views the
page in edit mode.
As you drag fields between panes or sections, a movement icon displays with your mouse pointer to
indicate when you can release the mouse button to place the field. When the icon displays as , the
field is in a transient location, and releasing the mouse button does not place the field. When the icon
displays as , the field is in an acceptable location, and releasing the mouse button places the field at
the location of the mouse pointer. When the icon displays as , the field is in an unacceptable location
and releasing the mouse button does not place the field.
Note: Some fields or sections cannot be modified. There is nothing on screen that indicates whether you
can modifiy a field or section. If you try to modify a restricted field or section, your changes is not saved.
Procedure
2. In the list pane, display the Page drop-down list and then select the page with which you want to work.
3. To add a field, expand the node for the appropriate entity in the list pane, drag the field from the
list pane to the target location and then release the mouse button. Tip: When you release the mouse
button, the field is placed at the location of the mouse pointer. If you are having difficulty placing a
field in a precise location, use the tip of the mouse pointer as a guide to the target location.
4. To remove a field, drag the field from the screen into the list pane and release the mouse button. Note:
You do not need to expand the node to which the field belongs. You can drag the field to any area in the
list pane and the system places the field with the correct entity.
5. To move a field to another location on the screen, drag the field to a new location and release the
mouse button.
Modifying a Section
Sections provide a way to group related fields and arrange them in an orderly fashion.
About this task

Using section settings you can specify where sections are located on the page, how many columns they
can contain, and whether they display borders and background colors.
Procedure
2. In the list pane, display the Page drop-down list and then select the page with which you want to work.
3. Select the Add/Edit Section link to display section settings.

4. Display the Select Section drop-down list and select the section for which you want to modify
settings. Note: If there is only one section on the page, the section is selected by default.
5. To make the section a sub section, display the Parent Section drop-down list and select a parent
section.
6. To change the name of the section, enter a new name in the Name text box.
7. To change the vertical or horizontal placement of the section, enter new values in the Vertical
Ordering and/or Horizontal Ordering text boxes. Note: If there is only one section on the page, the
vertical and horizontal ordering each default to 1.
8. Select the Apply button to apply the changes.
9. To modify advanced section settings:
• Select the Advance Settings link to display advanced settings.
• Make your modifications.
• Select the Apply button to apply the changes.
Adding a New Section

When you add a new section to a page, the Parent Section, Name and Vertical Ordering fields are blank
and you can specify information as needed.
About this task

The advanced settings fields display default values, which you can change as needed.
Procedure
2. In the list pane, display the Page drop-down list and then select the page to which you add the
section.
3. Select the Add/Edit Section link to display section settings.
4. Select the Add button to refresh the page and display empty fields for the new section.
5. If you want to designate a parent section, display the Parent Section drop-down list and select a
section.
6. Enter a name for the section in the Name text box.
7. If you want to change the default advanced settings, select the Advance Settings link to display the
advanced settings fields.
8. Make your changes as needed.
9. Select the Apply button to add the new section to the page.
10. Add fields to the new section.
Deleting a Section
You can delete a section.
About this task

Note: If you need to delete a section, remove the fields in the section and then select the Delete Section
icon . Keep in mind the deletion is permanent, and the section cannot be recovered. If you simply do
not want a section to appear, you can delete the fields from the section without deleting the section.
IMPORTANT: You should NEVER delete the Compensation section on the Construct Job screen. If you do
not want the section to appear, remove all the fields for the section, but do not delete the section.

Procedure
1. Remove the fields in the section.
2. Select the Delete Section icon .
Manage Field Driving Rules

If you need to enable a selection in one field to determine the values available in another field (for
example, selecting US in the Country field to ensure that only US states appear in the State field), you can
create a field driving rule (also referred to as a binding rule).
Introduction
Creating a field driving rule is a two-part process. First you create a rule definition and then you specify
the rule data.
You use the Manage Field Driving Rulesscreen to create and modify field driving rules and rule data. The
Manage Field Driving Rules screen contains two tabs.

3. Display the Show drop-down list and select Field Driving Rules. The Manage Field Driving Rules
screen displays.

• - Create a new field driving rule.
• - Modify and save an existing field driving rule.
• - Delete a field driving rule.
• Rule Definition tab - Create or modify a rule definition.
• Rule Data tab - Specify or modify rule data.
Creating a Rule Definition

You use the Rule Definition tab to specify driving fields and driven fields.
Introduction
In its most basic form, a field driving rule has two main components:
• Driving field. The field that determines available values in another field.
• Driven field – The field that is affected by the driving field.
A rule can contain just a primary driving field or primary and secondary driving fields, and one or more
driven fields. For example, in Recruit, minimum and maximum salary field values could be driven by
values selected in the Pay Rate Type and Job Location fields. In such a scenario, the pay rate enter and
job location fields would be the primary and secondary driving fields and the minimum and maximum
salary fields would be the driven fields. Each possible combination of values in the pay rate enter and
location fields would correlate to a salary minimum value and a salary maximum value.
If you define a driving rule to populate a text field, be aware that it always reverts to the driven value if
you access the page containing the field in edit mode. For example, if a driving rule is used to populate
the Posting Title field on the Job Details screen and a user changes the value in the field while creating a
requisition, the value reverts to the driven value any time the user accesses the Job Details screen in edit
mode.

After you specify the driving fields and an entity for the driven fields, a list of fields for the selected entity
display in screen. You select a driven field from the list.
You use the Rule Definition tab on the Manage Field Driving Rulesscreen to create a new rule definition.
After you create the rule definition, you can specify the rule values.

3. Display the Show drop-down list and select Field Driving Rules. The Manage Field Driving
Rulesscreen displays. It contains two tabs: Rule Definition and Rule Data.
4. If not already selected, select the Rule Defintion tab. Its fields display.

No Cache check box Indicates no cache.
Active check box Makes the selected rule definition active or
inactive.
Status (list pane) Lists the status for each rule.
Name (list pane) Lists the name of each rule.
Name Specifies the name of the rule.
Description Specifies a brief description of the rule.
Primary Driving Entity Specifies the entity from which you select the
primary driving field.
Primary Driving Field Specifies the primary driving field.
Secondary Driving Entity Specifies the entity from which you select the
secondary driving field, if necessary.
Secondary Driving Field Specifies the secondary driving field.
Driven Fields Entities Specifies the entity or entities from which you
select the driven fields.
Driven Field Lists all the fields associated with the selected
driven field entity.
Entity Identifies the entity for the listed fields.
Driven Displays a check box for each available driven field.
Note: If a check box does not display for a field, the
field is already in use as a driven field for another
rule. Although the field cannot be used again as a
driven field, it can still be used as a driving field in
other rules.
Creating a New Rule Definition

1. Display the Manage Field Driving Rulesscreen.
2. If not already selected, select the Rule Defintion tab.
3. Select the Add New icon to display empty fields for creating a new rule.

4. In the Name text box, enter a name for the rule. Leading Practice: When creating a new rule
definition, preface the name with C_ to indicate a custom rule. Using this naming convention groups
all custom rules together for easy access.
5. In the Description text box, enter a brief description of the rule.
6. Display the Primary Driving Entity drop-down list and select the entity for the primary driving
field. The screen refreshes and populates the Primary Driving Field drop-down list with the fields
associated with the selected entity.
7. Display the Primary Driving Field drop-down list and select the primary driving field.
8. If you use a secondary driving field, select an entity from the Secondary Driving Entity drop-down
list and then select a secondary driving field from the Secondary Driving Field drop-down list.
9. In the Driven Fields Entities list box, select the entity or entities for the driven fields.
10. Select the check box for each field affected by the values in the driving fields.
Specifying Rule Data

After you create the driving rule to identify the driving fields, you specify the driven field values that
correspond to each driving field value.
Introduction
You use the Rule Data tab to select values for driven fields based on the selected driving fields.
You can specify the values manually or export value information to generate a csv or xml file in which you
can input or paste data. Once the values are specified in the export file, you can import the data to the
system.
Using the previous example, you would specify driven field values for each possible combination of pay
rate type and location values. For instance, if there are two pay rate types and three locations, you would
specify a value for pay rate type 1 and location 1; pay rate type 1 and location 2; pay rate type 1 and
location 3; pay rate type 2 and location 1; pay rate type 2 and location 2; and pay rate type 2 and location
3.
If you need to specify only a small number of values, you can do so manually. However, if you need to
specify a large number of values (for example, states for multiple countries), you can manually specify
one value, export the data to a csv or xml file, enter or copy/paste the field values, and import the
information back into the Talent Suite system. The csv or xml file that is generated during the export
provides the correct format for specifying the values for each entity and each driving and driven field.
You use the Rule Data tab on the Manage Field Driving Rulesscreen to specify the necessary field
values.

3. Display the Show drop-down list and select Field Driving Rules. The Manage Field Driving
Rulesscreen displays. It contains two tabs: Rule Definition and Rule Data.
4. Select the Rule Data tab. Its fields display.

Generate Rule Data in Format Specifies a format for exporting existing values.
The available formats are csv and xml.

In Language Specifies the language in which the values is
exported.
Initiates the export process.
Import Rule Data Initiates the import process.

Add/Edit Rule Data Manually Enables you to specify values manually.
Language Specifies the language in which values is displayed.
Primary Driving Field Identifies the primary driving field defined in the
rule definition.
Primary Driving Field Data Value The primary driving field value for which you
specify driven field data. For example, if the
primary driving field is Pay Rate Type, this selection
would be one of the available pay rate types (for
example, annual, monthly, and so on).
Secondary Driving Field Identifies the secondary driving field (if applicable)
defined in the rule definition.
Secondary Driving Field Data Value The secondary driving field value for which you
specify driven field data. For example, if the
secondary driving field is Job Location, this
selection would be one of the available locations.
Driven Field Lists the driven fields defined in the rule definition.
Available Values Displays a list of all available values for each driven
field. Note: The Rule Data screen allows HTML tags
if the field is a text area field. The driven field is
displayed as a text area field only if a field is a:
• Standard field whose Field Type is set to Text in
Manage Labels and Custom Fields, or
• Custom string field marked as a text area.
Moves a selected value between the Selected

Arrow icons
Values and the Available Values list.
Selected Values Displays a list of values selected from the Available
Values list.
Save button Saves the currently displayed field value
specification. You select this button each time you
specify a value for a driven field.
Finish button Completes the rule data process.
Specifying Rule Data

1. Display the Manage Field Driving Rulesscreen and create the rule definition, using the Rule
Definition tab.
2. Select the Rule Data tab.
3. Select the Add/Edit Rule Data Manually radio button, if necessary (this should be the default
selection).
4. Display the Language drop-down list and select the language in which you want the values to display.

5. Display the Primary Driving Field Data Value drop-down list and select the first primary driving field
value for which you specify a driven field value.
6. If you are using a secondary driving field, display the Secondary Driving Field Data Value drop-down
list and select the first secondary driving field value for which you specify a driven value.
7. Select a value in the Available Fields list box and select the arrow icon to move the value to the
Selected Fields list box. Tip: You can also double-click a value in the Available Fields list box to move
it to the Selected Fields list box. Note: The Rule Data screen allows HTML tags if the field is a text
area field. The driven field is displayed as a text area field only if: a) A field is a standard field whose
Field Type is set to Text in Manage Labels and Custom Fields; or b) A field is a custom string field
marked as a text area.
8. Select the Save button to save the driven field value.
9. Repeat steps 6 – 8 for any additional secondary driving field values associated with the primary
driving field value.
10. Repeat steps 5 – 8 for each additional driven field value you need to define and then select the
Finish button. Note: If you modify a driven field value after it is used, the value is not updated until
the screen containing the field is accessed in edit mode. For example, if the job title HRMGR2 drives
a posting title value of HR Manager 2 and you change the driven field value to HR Manager II, a
requisition that currently shows the HR Manager 2 value is not updated unless you access the Job
Details screen for that requisition in edit mode. Once you do, the value updates automatically.
Exporting Rule Data

1. Display the Manage Field Driving Rulesscreen and create the rule definition, using the Rule Definition
tab.
2. Select the Rule Data tab.
3. Manually specify rule data for at least one driven field.
4. Display the Generate Rule Data in Format drop-down list, then select the file format (csv or xml) for
the rule data file, select a language from the In Language drop-down list, and then select the Go icon
.
5. When the File Download dialog box appears, select the Open button to open the export file or select
the Save button to save the export file to the location of your choice.
Importing Rule Data

The export file enables you to easily specify a large number of field values.
1. Enter or paste the value information into the export file and save your changes. This file is your import
file.
2. Select the Import Rule Data radio button and then select the Import Rule Data link to display a
browse button.
3. Select the Browse button, navigate to the location of the import file and then double-click the file
name.
4. The file is uploaded and a mode drop-down list appears. Two import modes are available:
• Append: Adds the values in the file to any existing values without overwriting.
• Overwrite: Overwrites all existing values with the values in the file.
5. Display the mode drop-down list and select an import mode.
6. Select the Save button.

Users
The Users tab enables you to specify information about users, user groups, and user types. These three
elements together define what each user can access and affect in the system.
In basic terms, user group settings affect field level permissions and are tied to organization levels. User
type settings affect system-wide capabilities, regardless of organization level.
The following table explains the relationship between users, user groups, and user types:
Table 3. Users
User Group User Type User
Definition A named group of A user profile An end user assigned to
users associated with characterized by a set of a user group and a user
a specific organization role-based permissions. type.
level. User types are also
referred to as personas.
Impact Specifies field level Specifies capabilities The assigned user group
permissions for every that determine what can and user type dictate
member of the group. be viewed, accessed and what functionality the
modified in the system. user can access and
modify and what
permissions the user
has at the individual
field level.
Manage User Types

There are default settings for a core set of user types. Clients, however, may want to modify those settings
or add new user types.
Introduction
On the Manage Users: User Type screen, for the Talent Suite environment, there are three permissions
categories:
• New Hire Management
• Administration
• Reports
The IBM Kenexa Talent Suite user type permissions are grouped under the New Hire Management
category. This allows configuration engineers to identify and enable required Onboard features easily for
clients.
For a non Talent Suite environment, on the Manage Users: User Type screen, there are seven permissions
categories: Job Requisitions, Applicants, Administration, Screens & Assessment, Activities, Tasks, and
Reports.
On the System Configuration: Manage System Settings screen, in Onboard Settings, the Enable Talent
Suite Configurations check box must be selected to display New Hire Management.
To switch back to the seven permissions categories, go to the Manage Users: User Type screen, and select
the Show Legacy Capabilities check box. Note: There is no need to switch back to the seven permissions.
The New Hire Management category contains all needed Talent Suite functionality.
You use the Manage Users: User Type screen to modify system capabilities for each user type or add
new user types and define capabilities for them. IMPORTANT: The selections you make control which
configuration screens display.

2. Select the Users tab to display user configuration options.
3. Display the Show drop-down list and select User Types. The Manage Users: User Type screen
displays.

• - Add a new user type.
• - Modify and save user type capabilities (modify capabilities by user type).
• - Copy user type details to create a new user type.

Active check box Makes the selected user type active or inactive.
Show Legacy Capabilities check box Displays legacy Onboard capabilities.
User Type (list pane) Displays a list of existing user types.
User Type
Name Indicates/specifies the name of the user type.
Description Gives a brief description of the user type.
Persona Specifies the persona associated with the user
type. A persona is an archetype representing
the needs and goals of a particular group
of users. Each persona has predefined default
capabilities. When you select a persona for a
user type, the default capabilities associated with
the persona are assigned to the user type. You
can subsequently modify those capabilities. Note:
Personas also determine some core functionality,
such as being a primary recruiter or controlling
which panels are available on the Dashboard.

Screen Item - Permissions Description
New Hire Management Provides access to capabilities associated with
new hire management, and controls what displays
in Onboard and Onboard Manager:
• Create New Hire. Allows onboarding managers
(using Onboard Manager) to use the Create New
Hire button to create a new hire profile.
• View All New Hires. Enables an Include All Hires
check box as a filter in the Currently Onboarding
screen in Onboard Manager. It also enables the
View and Edit New Hires capability when the Edit
New Hire check box is also selected.
• Edit New Hire. Enables the View and Edit New
Hires capability when this check box and the
View All New Hires check box is selected.
• View New Hire Profile. Enables the View New
Hire Profile capability.
• Enable Print New Hire Documents. Enables
the Print New Hire Documents in Onboard and
Onboard Manager, which also allows document
attachment to new hire profile.
• Edit New Hire Start Date. Enables an
onboarding manager to edit the new hire start
date. The updated start date is applied across all
the activities for that job application for the new
hire. By default, it is not selected.
• I9 Audit Report. Enables an I-9 audit report
that displays in Onboard Manager on the Job
Information page in a new hire profile. It
contains job application information. It can
only be downloaded by users who have the
CAP_I9_AUDIT_REPORTcapability.
• Bulk Actions:
– Bulk Communications. Allows an onboarding
manager to send an email to multiple new
hires.
– Bulk Task Completion. Allows onboarding
managers to complete tasks for a group of
new hires simultaneously per requisition/job
application rather than doing this individually.
– Bulk Discontinue. Allows an onboarding
manager to discontinue onboarding for
multiple new hires per requisition/job
application. This is not discontinuing them
system wide. This task is Requisition Number
specific. The onboarding manager must
provide a reason for the discontinuing (comes
from D_DISPOSITION_CODES dictionary). This
data is reportable and audit-able, and the
dictionary can be updated.
– Revert Bulk Discontinue. Allows an onboarding
manager to revert bulk discontinue.
– Export to Excel. Allows an onboarding
manager to do a bulk export.
New Hire Management (continued) Provides access to capabilities associated with
new hire management, and controls what displays
in Onboard and Onboard Manager:
• New Hire Display Criteria: To enable the New
Hire Display Criteria capability, select the New
Hire Display Criteria check box, and select one of
the following:
– View New Hires Matching Job Location
– View New Hires Matching Job Creator or
Participant or Location
• Task Completion Criteria: To enable the Task
Completion Criteria capability, which controls
access, select the Task Completion Criteria check
box, and select the Ability to View/Edit/Complete
Tasks Owned by the User Only option or the
Unrestricted Ability to View/Edit/Complete Tasks
option.
– Ability to View/Edit/Complete Tasks Owned
by the User Only
– Unrestricted Ability to View/Edit/Complete
Tasks
• Allow Reopen Own Tasks. By default, it is not
selected. Note: For the Allow Reopen check
boxes, you can select both or neither or one.
Note: There is an Onboard Setting that must
be selected in order for completed tasks to be
reopened: Allow New Hires to Reopen Completed
Tasks check box.
• Allow Reopen Any Task. By default, it is not
selected. Note: When selected, the Allow Reopen
• Task Reopen - Ignore Prevention. By default,
it is not selected, and it cannot be selected
unless one or both of the reopen check boxes are
selected. This allows a user type to override the
prevention configured in the workflow.
• View Encrypted Fields
• Allow Ability to Claim Tasks. For the Hiring
Manager user type, this capability allows activity
restriction for claim tasks. Note: For other user
types, it must be manually assigned.
• Enable Global Discontinue. The Discontinue
Onboarding option is based on this functionality.
By default, the check box is not selected for all
clients and all user types. This check box MUST
be selected to enable this functionality.

Administration Provides access to capabilities associated with
administration:
• Dictionaries:
– Manage system/custom dictionaries
– Rename private dictionary values
• Organization levels:
– Add/edit/view organization levels
– Configure Organizational Level Settings
• Jobs related:
– Create/edit job templates
– Manage Job Workflow Activity Lists
– Create job approval process
– Access field driving rules
– Access system default driving rules
– Manage Franchises
• Correspondence:
– Add/edit/manage Correspondence Templates
– Ability to customize message body in preview
mode (before sending)
• Settings:
– Manage the Order of Fields. This check box is
used with: Task Groups, Screen Appearance,
TS Filter and Display Fields, and Field
Sequence.
– Use Import & Export Utilities
– Manage Labels and Custom Fields
– View the system log
– Configure system settings
– Multiple New Hire Portal Settings
– Configure toolbar settings for user type
– Configure personal toolbar settings

Administration (continued) Provides access to capabilities associated with
administration:
• Miscellaneous:
– Manage forms
– Manage Document Templates
– View the My Onboarding Work Queue icon on
GTB
– View New Hire List
– Update personal settings of the primary user
when logged in as proxy user
– View encrypted fields
– Ability to add data to sublevels of the
organization
– Create Manage Conditions
– Enable Print New Hire Documents. Enables
the Print New Hire Documents in Onboard
and Onboard Manager, which also allows
document attachment.
– Disable Recruit functionality for Onboard only
clients
– Enable Activity Reset
• System settings:
– Access system settings tab: View and edit
administrator or hiring manager or recruiter
settings on the Settings screen
– Remove attachment
– Access Client Administration settings
• Audit Trail:
– Edit Audit Trail Settings
– View Audit Trail Report for System Settings

Reports Onboarding managers with access rights can view
reports by selecting the Reports link from the
Onboard Manager navigation menu.
You control which reports (by name) the
onboarding manager can access, and whether they
can generate new reports, generate My Reports,
download reports, state forms report, and so on).

Adding a User Type
If a client requires additional user types, you can add them as needed. You must use one of the existing
personas defined in the system.
About this task

Leading Practice: To promote efficiency, you can add one new user type and then copy and modify it to
create additional user types.
Procedure
1. Display the Manage Users: User Type screen.
2. Select the Add icon . The screen refreshes and displays empty fields for adding a new user type.
3. Select the Active check box, if not already selected.
4. In the Name text box, enter a name for the user type.
5. In the Description text box, enter a brief description of the user type.
6. Display the Persona drop-down list and select a persona.
7. Review the default capabilities in each category and make changes as needed.
Copying User Type Details to Create a New User Type

If an existing user type matches or closely resembles the configuration you need for a new user type, you
can copy the user type details and assign a new name to create the new user type.
About this task

Once you do the copy, you can then adjust the details as needed.
Note: You can copy the details for any existing user type except the Deity user type.
Procedure
2. In the list pane, select the name of the user type you want to copy. The details for the selected user
type display.
3. Select the Copy icon . The screen refreshes and a copy of the selected user type is displayed without
any text in the Name text box.
4. In the Name text box, enter a name for the user type.
5. Modify capabilities, if needed.
Modifying User Type Capabilities

You can turn individual capabilities on or off for a user type in any of the categories. You can also modify a
user type by changing the persona.
About this task

If users are logged in at the time you make your modifications, the changes are not reflected for those
users until they log out and log back in again.
Note: If you change the persona for a user type, the default capability settings for the persona are applied,
overwriting the previous settings.

Procedure
2. In the list pane, select the name of the user type you want to modify. The details for the selected user
type display.
3. To change the name or description, enter your changes in the Name or Description text boxes.
4. To change the persona, display the Persona drop-down list and select a persona.
5. To modify capabilities, select the Expand icon for the appropriate category and select or clear options
for the capabilities you want to modify.
Deleting a User Type

You can delete some user types.
About this task

You may need to delete a user type.
If a user type can be deleted, the Delete icon displays.
Important: No message displays asking if you want to delete.
Procedure
2. In the list pane, select the name of the user type you want to delete. The details for the selected user
type display.
3. Select the Delete icon . The user type is deleted.
Manage User Groups

If a client requests that users in different organization levels have different field permissions, you can
accommodate the preference through user groups.
Introduction
A user group determines field permissions for a group of users in an organization level. Field permissions
control access and usability options for individual fields, such as whether a field is displayed or hidden,
whether a field is required or enabled, or whether a field can be used as a search criterion or in ad hoc
reporting.
You use the Manage User Groupsscreen to set up user group field permissions (name a user group
and assign it to an organization level, and to define field permissions). The Manage User Groups screen
contains two tabs: User Groups and Field Permissions.

(
2. Select the Users tab to display user configuration options.
3. Display the Show drop-down list and select User Groups. The Manage User Groupsscreen displays.

• - Add a new user group.
• - Modify and save a user group.

• - Copy user group details to create a new user group.
• Field Permissions - Modify field permissions.
Field Descriptions on This Screen - User Groups

Active check box Makes the selected user group active or inactive.
User Group (list pane) Lists the existing user groups for the organization
level selected in the show statement. Note: If
no organization level is selected in the Show
statement, all user groups for all organization
levels are listed.
Users (list pane) Lists the number of users in each user group.
Name Specifies the name of the user group.
Description Provides a brief description of the user group.
Organization Level Specifies the organization level with which the user
group is associated.
Field Descriptions on This Screen - Field Permissions

Field Class Lists field classes that you can select to display
field permissions.
Restore Defaults button Restores the default field permissions for the
selected field class.
Field Name Identifies the name of the field.
Required Specifies whether the field is required for the
currently selected user group.
Enabled Specifies whether the field is enabled for the
currently selected user group. Note: If the system
requires a field to always be available, it is
automatically enabled and the Enabled option
becomes unavailable.
Display Label Indicates the label text that displays for the field in
the application screen.
Edit Specifies whether users in the selected user
group can edit the field. Note: Selecting this
option makes the field editable only in non-report
screens.

Set Once Specifies that a value can be entered in the field
only once for the selected user group in the
selected field class. For example, if an applicant
does not specify a value for the Race field and the
hiring manager specifies a value after meeting the
applicant, the field value cannot be changed. Upon
selecting this option, the following occurs:
• View and Edit permissions for the field take a
higher precedence than this setting.
• For standard applicant fields, the check box is
enabled only for the Race, SSN, and Gender
fields.
• For the Job and Activity field classes the field
displays to the user group as read-only.
No Edits After Approval Specifies the field cannot be edited after a job is
approved. Note: This field displays for the Job field
class only.
Search Specifies the field is searchable for the currently
selected user group. Note: Selecting this option
makes the field available only in non-report
screens.
Report Specifies the field can display in the criteria and
results screens of reports for members of the
selected user group.
Select All / Unselect All button Selects or clears all the options for the field.
Adding a User Group

When adding a new user group, you must name the group, assign it to an organization level, and define the
field permissions.
About this task

You use the User Groups tab to name the group and assign the organization level.
Note: You cannot delete a user group. If you add a new group and subsequently do not need it, you can
deactivate the group. You must assign users from the group to other groups.
Procedure
1. Display the Manage User Groups screen.
2. Select the Add icon . The screen refreshes and displays empty fields for adding a new user group.
4. In the Name text box, enter a name for the user group.
5. In the Description text box, enter a brief description of the user group.
6. In the Organization Level section, select the check box for the organization level with which the group
is associated.
7. Select the Save icon . The Field Permissions link appears.
8. Modify field permissions for the group.

Copying User Group Details to Create a New User Group
If an existing user group matches or closely resembles the configuration you need for a new user group,
you can copy the user group details and assign a new name to create the new user group.
About this task

Once you copy the user group details and assign a new name to create the new user group, you can then
adjust the details as needed.
Note: You can copy the details for any existing user group except the Deity user group.
Procedure
2. In the list pane, select the name of the user group you want to copy. The details for the selected
user group display. Tip: If there are a large number of user groups in the system, you can use the
Show statement to filter the list of user groups by organization level. Select the Select link in the Show
statement, select an organization level in the call-out window that appears, and then select the Go
icon .
3. Select the Copy icon . The screen refreshes and a copy of the selected user group is displayed
without any text in the Name text box. Note: Although not visible, the field permissions are copied as
well.
4. In the Name text box, enter a name for the user group.
5. In the Description text box, enter a description for the new user group.
6. In the Organization Levels section, select the check box for the organization level with which the user
group is associated.
7. Select the Save icon . The Field Permissions link appears.
8. Modify field permissions for the group, if necessary.
Modifying a User Group

You can modify user group details and permissions as needed.
Procedure
2. In the list pane, select the name of the user group you want to modify. The details for the selected
user group display. Tip: If there are a large number of user groups in the system, you can use the
Show statement to filter the list of user groups by organization level. Select the Select link in the Show
statement, select an organization level in the call-out window that appears, and then select the Go
icon .
3. Make your changes.
Modifying Field Permissions

Field permissions represent settings at a field-class level used to give access permissions to specific
groups of users.
About this task

A field class represents a set of fields common to an entity (for example, job, applicant, and so on) in the
system.

Every field on every system screen has field permission options, with defaults set upon site creation.
You modify field permissions by selecting a field class and enabling or disabling individual options for
each field. If necessary, you can restore default options for all fields in a selected field class.
You use the Field Permissions tab to enable or disable permissions for individual fields in a field class.
Procedure
2. In the list pane, select the name of the user group for which you want to modify field permissions. The
details for the selected user group display.
3. Select the Field Permissions link to display the Manage Groups: Edit Field Permissions screen.
4. In the list pane, select the name of the field class for which you want to modify permissions. The
details for the selected field class display.
5. Locate the appropriate field and modify options as needed.
6. Modify permissions for other fields as needed.
7. Repeat steps 4-6 as needed to change permissions for additional field classes.
9. If you need to reset the permissions for a field to the default configuration, select the Restore Defaults
button. Tip: If you select the Restore Defaults button, you cannot undo the action and reinstate your
previous settings.
Manage User Details

All user management is done via the Talent Suite Admin application, not from the Onboard Configuration
application.
User Management in the Talent Suite Environment

For Onboard in a Talent Suite environment , ALL user management is done via the Talent Suite Admin
application, from its Manage Users menu/screens.
Refer to the Talent Suite Admin Application Guide for details.
Job Settings
The Job Settings tab contains screens for working with configurations related specifically to jobs.
The following configurations are included in the Job Settings tab:
• Job Workflow
• Forms
• Job Templates
• Franchise Management
Manage Job Workflow

Although system administrators are typically responsible for creating and maintaining workflows, IBM
Kenexa creates initial workflows for the client during implementation.
Introduction
You use the Manage Job Workflow screen to create, modify, and delete workflows.
• Allows all Talent Suite supported tasks.
• Uses conditions and decision-making levels.

• Allows choice of attached forms for tasks.
• Allows configuration of:
– Document upload.
– Task type (required/optional/ad hoc and type of ad hoc).
– Log-out on completion.
– Employee Indicator
– Instructional text
– Attached activity emails
– Due date
Use the Add Activity at Level pane to add activities to the workflow and use the Workflow Criteria pane to
specify settings for each activity.
Note: The Enable Talent Suite Configurations check box on the Onboard Settings pane of the
System Configuration: Manage System Settings screen must be selected in order to configure (for an
activity function) the employee status indicator ( via the Employee Indicator check box) and to add/edit
instructional text (via Activity Instructional Text check box).
The following are the basic Onboard-specific activities used in work flows:
• Onboard Start
• Onboard End
• I-9 Section 1
• I-9 Section 2
• I-9 Section 3
• E-Verify
• State Form Activity

2. Select the Job Settings tab to display job workflow configuration options.
displays.

• - Add a new job workflow to the system.
• - Modify and save job workflow information.
• - Copy job workflow details to create a new job workflow.
• - Delete the currently selected job workflow. Note: If a workflow cannot be deleted, the Delete
Workflow icon does not appear on screen.

Language Specifies the language in which the workflow appears. Note:
When adding a new workflow, you cannot specify an additional
language until you save the workflow in the base (default)
language.

Type Specifies whether the workflow in internal, external or both.
Active check box Specifies whether the workflow is active or inactive.
Type (list pane) Lists the type of each workflow in the list pane.
Status (list pane) Lists the status of each workflow in the list pane.
Workflow Name (list pane) Lists the name of each workflow in the list pane.
Name Specifies the name of the workflow.
Display Name Specifies the name for the workflow that displays in the
application.
Description Provides a brief description of the workflow.
Talent Suite Workflow Specifies whether the workflow is a Talent Suite workflow
(Yes/No). If you select No, a Convert to TS Workflow icon

displays, allowing the workflow conversion.
Organization Level Specifies the organization levels that can have access to the
workflow.
Workflow Criteria Provides access to configuration options for each activity in the
workflow. Select the:
• Configure Activity (wrench) icon to display a call-out

window with configuration options. Note: The Prevent User
Type(s) from View/Edit/Completion of this Task check
box has all user types for the client available for selection.
System administrators can prevent/restrict user types from
completing tasks they can see but are not responsible for.
This can be configured per task, per workflow.
• Configure Conditions for Activity (eye) icon to display a

call-out window with condition configuration options.
• Arrow icons to move an activity a level in the workflow
activity sequence.
• Delete Activity icon to remove an activity from the
workflow.
Add Activity at Level Lists all activities available for addition to the workflow. Select
an activity to add it to the Workflow Criteria pane. Note: The
Activity list is sorted alphabetically by Activity name. This
allows the user to trace and add activity steps to Job Workflow.
If an activity is deleted from a Job Workflow, the Activity
list refreshes and displays the deleted activity alphabetically
instead of at the end of the Activity list. If an activity is created
and activated for a Job Workflow, the created activity appears
alphabetically in the Activity list pane.
Note: A new activity is recreated afresh. The previous version
is removed from the workflow and the newly created one is
tagged. Fields are arranged per the correct sequence.

Adding a Workflow
When you add a workflow, you specify the organization levels that have access to the workflow (if
applicable) and select activities for each level (step).
About this task

Other criteria you can specify include:
• Participant responsible for the activity.
• Whether the activity is mandatory or optional.
• Whether the system should send reminder tasks or emails to the appropriate participants.
• Whether any attachments should be included with the activity.
As you add activities to the workflow, they are added in a linear sequence by default. If needed, you can
specify that multiple activities can be completed concurrently.
Note: A new activity is recreated afresh. The previous version is removed from the workflow and the newly
created one is tagged. Fields are arranged per the correct sequence.
For each activity you add, you can specify the following settings.

Table 4. Adding New Workflow Functions
User Responsible Indicates whether a system user or an applicant
is responsible for completing the activity. The
following options are associated with this setting:
• Role: Identifies the responsible user by system
role (for example, recruiter, hiring manager, I-9
Administrator, and so on). Note: Assignment of
a responsible user is optional, not required.
For example, the responsible user is typically
unassigned for an onboarding activity if the
activity is completed by the new hire.
• Name: Identifies the responsible user by name.
Note: The user can be identified by role or name,
but not both.
• Primary Hiring Manager: Identifies the primary
hiring manager as the responsible user.
• New Hire. Identifies the new hire as the
responsible user.
• Logout on Activity Completion check box
• Allow Third Party I-9 Section 2 Approver check
box. Note: When configuring third-party approver
functionality, it must be deselected to avoid the
new hire entering third-party details again.
• Employee Indicator check box. Indicates the
point of time a new hire transitions and is
considered an employee for a specific client.
This is configured/customized for each client
on request. Note: This indicator can only be
set for a single activity in a workflow and
should be enabled only on a step that is not
skipped by conditions. When an activity with
this setting is completed, the employee indicator
is set for the associated new hire. A reset or
undo of the activity does not reset the setting
of the indicator. Note: Note: The Enable New
Hire Synchronization with Admin check box
on the Onboard Settings pane of the System
Configuration: Manage System Settings screen
must be selected for this to properly work.
• Enhanced E-Signature check box
• Activity Instructional Text check box. Enables
the inclusion of user-defined instruction text on
standard forms. Note: Note: The Enable Talent
Suite Configurations check box on the Onboard
Settings pane of the System Configuration:
Manage System Settings screen must be
selected for this to properly work.

Table 4. Adding New Workflow Functions (continued)
Activity Due Date Settings Allows reminders/escalations be sent based on
currently existing due-date configurations.
• Activity Due Within n Calendar Days After the
Completion of the x activity.
Note: When the Activity Due Date Settings check
box is selected, the following check boxes display:
• Reminder E-Mail check box, along with The
Reminder Should Be Sent n Days Before the Due
Date.
• Escalation E-Mail check box, along with The
Escalation Should Be Sent n Days After the Due
Date.
Workflow Step Is Indicates whether the activity is required, ad hoc

or optional.
• Required: The activity must be completed before
the next activity can occur. Note: The first
workflow activities with a status of Hired or
Started (determined by the Applicant Job Status)
must be designated as required activities, as do
the first and last activities in a workflow.
• Ad Hoc: The activity can be completed any time
between the current step and the last step of
the workflow. Ad hoc activities can be completed
more than once. For example, an Additional
Interview activity can be an ad hoc workflow step
that is completed more than once.
• Optional: The activity can be completed -- but is
not required -- before the next activity begins. If
you move to the next activity, you cannot go back
and complete the optional step.
Success Button Label Specifies the name of the button the user selects
in the application to indicate the activity is
completed. Enter the label text that should appear
on the button. If you specify a label here, it
overrides the label specified in the workflow
activity.
Enable Position Tracking Indicates the activity displays a position drop-
down list during the workflow execution to track
applicants to unique positions assigned to the
requisition. Note: This option is available only if
Position Management or Opening Level Tracking is
enabled.
Loopback Activity Specifies the workflow restarts at a previous point
in the process upon completion of the current
activity (for example, during the salary negotiation
process). The Loopback Activity specifies the point
(activity) at which the workflow restarts. Note: This
option cannot be used for ad hoc activities.

Table 4. Adding New Workflow Functions (continued)
Prevent Task Reopen check box Prevent/allows the reopen of a completed task. By
Activity Attachments Lists any attachments associated with the activity.
The attachments are made available to the
responsible user during completion of the activity.
Allow New Hire Uploads check box Allows new hire to upload documents.
Move to the Next Step After Approval Indicates the workflow process should
automatically resume after the approval process
for the activity is completed. Note: This option
does not appear unless an approval process is
selected.
E-mail Template Specifies the correspondence template, if any,
used with the activity. To specify a template,
display the E-mail Template drop-down list
and select a template associated with the
activity. Note: The E-mail Template drop-down
list does not appear until you select the Add
Correspondence icon in the call-out window.
If no correspondence templates are configured
for the activity in the selected organization level,
this drop-down list does not appear when you
select the icon. For information about configuring
correspondence for an activity, refer to Manage
Correspondence Templates.
E-mail Attachments Specifies any attachments included with the
correspondence and accessed outside of the
Talent Suite application. For example, a hiring
manager can view an offer letter as an email
attachment, or an applicant can receive an
offer letter via an email attachment. Note: This
option does not appear until you select the Add
Correspondence icon in the call-out window.
If no correspondence templates are configured
for the activity in the selected organization
level, this option does not appear when you
select the icon. For information about configuring
correspondence for an activity, see Manage
Correspondence Templates. For information about
associating a form with an activity enter (for
example, associating an offer letter with an activity
for extending a written offer), see Manage and Edit
Forms.
Procedure
1. Display the Manage Job Workflow screen.
2. Select the Add Workflow icon . The screen refreshes and displays empty fields for adding a new
workflow.

4. Enter a name, a display name and a brief description in the Name, Display Name, and Description
text boxes.
5. Select Yes for the Talent Suite Workflow drop-down.
6. Select the Organization Level link to display a call-out window with available organization levels.
7. In the call-out window, select the check box for each organization level that has access to the new
workflow. Note: If you want to automatically include all sub levels of any selected levels, select the
Propagate Changes to Sub Levels check box.
8. Select the OK icon to close the call-out window. The selected organization levels display as a
single link next to the Organization Level field. You can select the link to reopen the call-out window if
you need to modify your selections.
9. In the Add Activity at Level pane, select the first activity you want to add to the workflow. Note:
If the activities span multiple pages in the pane, you can use the arrows after the pane to display
additional activities. When the first activity is added, the Workflow Criteria pane appears.
10. Select the Configure Activity (wrench) icon for the activity to open the activity configuration
window.
11. Specify options for the activity and then select the Save icon in the activity configuration window to
save the information.
12. Close the activity configuration window.
13. Repeat steps 9-12 to add all necessary activities to the workflow. Note: The Level option in the Add
Activity At Level pane automatically increments by one each time you add an activity. If you want to
add multiple activities at the same level, you can manually select a level before you add an activity.
If you want multiple activities completed simultaneously, add them all to the same level, make all of
them required and then select the Make All the Activities in This Level Concurrent check box.
14. Select the Save Workflow icon to save all changes. Important: If you fail to select the Save
Workflow icon, none of the workflow activity information is retained if you navigate to another screen.
Copying a Workflow
If you need to create a new workflow and an existing workflow meets some or all your requirements, you
can save time by copying the existing workflow and modifying it as needed.
About this task

When you copy a workflow, all its configurations are copied. You only need to assign a name to save it as a
new workflow.
Procedure
2. In the list pane, select the name of the workflow you want to copy. Tip: Use the Show statement to
filter the list of workflows displayed in the list pane. You can filter the list by status (active, inactive or
any), enter (internal, external, both or any), description or organization level.
3. Select the Copy Workflow icon . The screen refreshes and a copy of the selected workflow is
displayed with the Name and Display Name text box values removed.
4. Enter new values in the Name and Display Name text boxes.
5. Modify activity settings or add/delete activities, if necessary.
6. Select the Save Workflow icon to save all changes.

Modifying a Workflow
You can modify a workflow by adding/deleting activities and by changing configuration settings for
individual activities.
About this task

If the modified workflow is being used in a job with any status other than job draft, the system saves a
new version of the workflow for jobs going forward. If the workflow is currently attached only to jobs with
the job draft status, the workflow updates with your changes.
Procedure
2. In the list pane, select the name of the workflow you want to modify. Tip: Use the Show statement to
filter the list of workflows displayed in the list pane. You can filter the list by status (active, inactive or
any), enter (internal, external, both or any), description or organization level.
3. Select the Configure Activity (wrench) icon for the activity to open the activity configuration
window.
4. Make your changes and then select the Save icon in the activity configuration window.
5. To move an activity to a different level or move an activity to a different sequence within the same
level, select the appropriate arrow icon by the activity. Note: there is a page refresh only after you
complete all the reordering.
6. To delete an activity, select the Delete icon next to the activity and then select the Yes button when
the confirmation message appears. Tip: If there are multiple activities in a single level, you can delete
all them simultaneously by selecting the Delete icon that appears in the panel containing the activities.
Deleting a Workflow
You can delete a workflow, but only under certain circumstances.
About this task

You can delete a workflow only if it is:
• Not the system default workflow.
• Not specified as required on a job template.
• Not used in a currently active job requisition or a requisition draft.
If a workflow cannot be deleted, the Delete Workflow icon does not appear on screen.
Leading Practice: If a workflow cannot be deleted, you can deactivate it to prevent it from being used
inadvertently. To deactivate a workflow, select its name in the list pane to display its details and then clear
the Active check box.
Procedure
2. In the list pane, select the name of the workflow you want to delete.
3. Select the Delete Workflow icon .
4. When the confirmation message appears, select the Yes button.

Creating a Conditional Workflow
A conditional workflow is a workflow in which a condition is specified for one or more activities.
About this task

The system determines if an activity needs execution based on whether the associated condition is
satisfied. Use conditions in a workflow to do the following:
• Determine whether an activity should be visible in the workflow. For example, if the workflow contains
an activity to perform a background check but state regulations prohibit screening anyone under the
age of 18, you can apply a condition that allows the background check activity to display only if the
applicant’s date of birth indicates an age of 18 or older. If the condition is not met -- that is, the date of
birth indicates an age younger than 18 -- the workflow activity is skipped.
• Trigger an approval process for an activity. For example, if an approval process is required when hiring
new headcount but not when back-filling a vacant position, you can specify a condition that triggers an
approval process only if the requisition is opened to fill a new position.
• Specify attachments that display when a condition is met. For example, if a job requires an applicant to
relocate, you can specify a condition to include a relocation document attachment with the activity.
• Specify correspondence to send when a condition is met. For example, you can specify a condition to
send an email with hourly pay information or send an email with bi-weekly pay information, depending
on whether an applicant being hired is an hourly employee or a salaried employee.
The system encounters a condition for a workflow activity, determines whether the condition has been
met, and responds accordingly. To create a conditional workflow, you must first create conditions using
the Manage Conditions screen and then use the Manage Job Workflows screen to assign conditions to
specific workflow activities.
Depending on the type of condition you are applying, you may need to define a decision level, which
specifies the workflow activity to which the system should proceed; based on the true/false status of the
condition.
Note: You cannot create a conditional workflow unless the Enable Conditional Workflow check box is
selected in the Miscellaneous Settings screen.
Procedure
2. At the appropriate level, add the activity that includes the condition.
3. Select the Configure Activity (wrench) icon and specify the activity settings. Upon closing the
Configure Activity window, the Configure Conditions for Activity (eye) icon appears next to the
Configure Activity icon.
4. Select the Configure Conditions for Activity (eye) icon to open the Configure Condition call-out
window.
5. Use the Configure Condition call-out window to specify a precondition for displaying an activity, to
specify a condition that triggers an approval process, or to specify attachments or email included with
an activity if a condition is met.
• If the activity should be visible only if a condition is met, display the Precondition for Visibility
drop-down list and select the condition you want to apply.
• If an approval process is triggered by meeting a condition, display the drop-down list adjacent
to the Approval Process Condition drop-down list and select the condition that must be met
to trigger the approval process. Note: The Approval Process Condition drop-down lists do not
appear unless there is an approval process associated with the workflow activity. You can specify
an available approval process in the Configure Activity window. For information about creating
approval processes, see Manage Approval Processes.

• If an attachment should be included if the condition is met, select the Add Conditions to Forms
icon to display the Condition drop-down list in the Activity Attachments section of the call-out
window, select the condition that needs evaluation, and then select the attachments in the
adjacent Activity Attachments drop-down list. Note: Selecting the Add Conditions to Forms icon
does not display the Condition and Activity Attachments drop-down lists unless there is at least
one form associated with the activity. For information about adding forms and associating them
with activities, see Manage and Edit Forms.
6. Use the Condition and Activity Attachments drop-down lists in the Activity Attachments section to
specify an attachment included if a specific condition is met.
• If correspondence should be included if the condition is met, select the Add Conditions to
Correspondence Templates icon to display the Condition drop-down list in the Correspondence
section of the call-out window, select the condition that needs evaluation, and then select
the email templates in the adjacent E-mail Template drop-down list. Note: Selecting the Add
Conditions to Correspondence Templates icon does not display the Condition or E-mail Template
drop-down lists unless there is at least one correspondence template associated with the activity.
For information about creating correspondence templates and associating them with activities,
refer to Manage Correspondence Templates.
7. Use the Condition and E-mail Template drop-down lists in the Correspondence section to specify an
email that is sent if a specific condition is met.
• Select the Save Activity Conditions icon in the call-out window.
• If necessary, insert decision levels.
8. To insert and configure a decision level:
• Display the Add Activity at Level drop-down list and select the level at which the decision point is
inserted.
• Select the Decision Making radio button. The screen refreshes and displays the Decision Making
option.
• Select the Decision Making option to insert a decision level in the workflow.
• Select the Configure Decision Level (wrench) icon to display the Decision Making Level call-out
window.
9. Use the Decision Making Level call-out window to specify which activity to proceed to depending on
whether a condition is true (Yes) or false (No).
• Display the Decision Condition drop-down list and select the condition that needs evaluation.
• Display the Output Level for Yes drop-down list and select the level (activity) to which the
workflow should proceed if the condition is true.
• Display the Output Level for No drop-down list and select the level (activity) to which the workflow
should proceed if the condition is false.
• Select the Save icon in the Decision Making Level call-out window, and close the window.
Manage and Edit Forms

For organizations that want to use forms to collect information, Onboard applications support the use of
PDF forms.
Introduction
You use the Manage and Edit Formsscreen to upload PDF forms and to map application fields to form
fields. these forms include:
• State forms
• Generic forms

Field mapping enables the system to prepopulate form fields with information already housed in the
onboard applications. You can also use this screen to modify existing forms or to preview or delete forms..
Input fields in forms can be mapped to fields in Onboard, making it possible to prepopulate several form
fields with information from the application database. All forms must be associated with an activity and
included in a workflow attachment to make them available to the system and/or external users.
Although administrators typically have access to manage forms, you may be asked by clients to add forms
to the system. You use the Manage and Edit Forms screen to add and map new forms.
You can also use the Manage and Edit Forms screen to associate Microsoft Word documents (without field
mapping) with an activity and/or a correspondence template, making it possible to include the document
as an attachment to a workflow step. To do this, you upload the document and specify the activity enter
with which it will be associated. When you create a workflow step using that activity enter, the document
is available for selection as an attachment for the activity. If a correspondence template is tied to that
same activity enter, the document will also be available to be selected as an email attachment. You make
these selections in the Configure Activity screen when creating a workflow. For more information, refer to
Managing Job Workflows.

3. Display the Show drop-down list and select Forms. The Manage and Edit Formsscreen displays.

• - Add a new form.
• - Modify and save a form.
• - Preview a form..
• - Delete a form. Note: If a form cannot be deleted, the Delete Form icon does not appear on screen.

Language Specifies the language in which the screen will be displayed.
Note: When adding a new form, you cannot specify an
additional language until you save the form in the base
(default) language.
Active check box Makes the selected form active or inactive.
Active (list pane) Indicates whether the form is active or inactive.
Activity Type (list pane) Indicates the type of activity with which the form is associated.
Name (list pane) Indicates the name of the form.
Name Specifies the name of the form.
Display Name Specifies the name with which the form will display when
accessed by users.
Description Specifies a description of the form.

Include Other Forms Specifies the inclusion of additional forms. If there are multiple
forms that should be attached to an activity, you can specify
them all at once. If you select the Include Other Forms
check box, additional fields appear to allow you to select the
additional forms you want to include.
Activity Type Specifies the type of activity with which the form will be
associated.
State Form Settings
Allow State Form Upload check box Allows new hires to download an editable/interim version of
the state PDF form, edit it, then upload the updated form back
into the application. This way, new hires can electronically
complete any worksheets/calculations that exist within the
form. The system captures the following information from the
new hire: First Name, Last Name, Employee or Beneficiary
Number. This secures the basic information, and locks the
fields before new hires are allowed to update the editable/
interim version of the PDF form.
Required Form check box Indicates form is required.
E-Signature Required check box Indicates an E-Signature is required.
Federal Form check box Indicates a form is federal.
Country Allows selection of a country.
State Allows selection of a state.
Upload Form
Document Path Specifies the system path to the location where the form is
located.
Browse button Allows you to navigate to the location where the form is stored.
Upload As The name of the file specified in the document path.
Max Size Indicates the maximum file size supported for forms.
Upload button Uploads the form specified in the Document Path field.
Primary Fields Identifies the system category of the field you want to map (for
example, employee-related fields, job-related fields, activity-
related fields, and so on).
Secondary Fields Identifies the field you want to map (for example, employee
first name, employee last name, and so on). Note: If a user
chooses the Education, Experience, References, Applicant
General Qualification – Language or Applicant General
Qualification – Skill option, an adjacent drop-down list will
appear. Select a number from the drop-down list in order to
map a specific instance of the field. Note: The maximum limit
for Education, Experience, References and Languages is 10.
The maximum limit for Skills is 15.
Tertiary Fields Identifies any additional options associated with the secondary
field that you want to map.
Map To Specifies the field in the form to which the currently specified
primary/secondary/tertiary fields will be mapped.

Save button Saves the currently specified field mapping options and clears
the fields to allow additional mapping. The mapped field
information is displayed after the form fields and options.
System Field Indicates the Talent Suite application field that was mapped.
Form Field Indicates the form field to which the system field is mapped.
Remove Provides a way to remove a mapped field.
Adding a Form
You add PDF forms so they can be associated with activities, mapped to system fields as needed, and
added to workflows.
About this task

Before you can add a PDF form and map it to Talent Suite fields, you must create a writeable PDF version
of the form and name the fields used for mapping.
Note: Refer to the Adobe Writer system documentation or online help for instructions about creating a
writeable PDF file and naming fields.
Once the writeable PDF file is available, you can upload it and map fields accordingly.
Procedure
1. Display the Manage and Edit Forms screen.
2. Select the Add New Form icon to display empty fields for adding a new form.
3. In the Name text box, enter the name of the new form.
4. In the Display Name text box, enter the display name for the new form.
5. If you want to include other forms, select the Include Other Forms check box. Note: If you select the
Include Other Forms check box, the screen refreshes to show a list of all active forms and an empty
list box. To specify additional forms, select one or more form names in the list box and then select the
arrow icon to move the selected form names to the list box.
6. Display the Activity Type drop-down list and select an activity type.
7. In the Document Path text box, specify the location of the form. You can select the Browse button to
navigate to the file location. Tip: You can select the Browse button to navigate to the file location. The
document name is automatically populated in the Upload As text box. If you want to change the name
of the file, you can modify the name in the Upload As text box.
8. Select the Upload button to upload the form. If the form uploads successfully, the file name displays
as a link in the Upload Form section of the screen.
9. Select the Save Form icon to save the form.
Mapping Fields, Questions, and Answers

Once you upload a form, you can map system fields, general eligibility questions or answers, or
prescreening questions or answers to the writeable fields in the client’s PDF form.
Procedure
2. To map the first field, display the Primary Fields drop-down list and select the category (entity) with
which the field is associated. Note: If you want to map a general eligibility or prescreening question or
answer, choose the appropriate question or answer option.

3. Display the Secondary Fields drop-down list and select the system field you want mapped to the
form.
4. If applicable, display the Tertiary Fields drop-down list and select the additional value associated
with the secondary field.
5. Display the Map To drop-down list and select the form field to which you want to map the system
field. Note: The Map To drop-down list contains the names of all the named fields in the writeable
PDF form. If you did not name the fields in the PDF file, the drop-down list is empty.
the mapping designation is saved, the Primary Fields, Secondary Fields, Tertiary Fields, and Map To
fields are refreshed and the mapping information is displayed in the screen.
7. Repeat Steps 2 - 6 to map additional fields.
8. 7. If you want to preview the form with the mapped fields, select the Preview Form icon or select
the form name link.
9. Ensure the Active check box is selected.
10. Select the Save Form icon to save the form. Note: To associate a document other than a PDF form
with an activity and a correspondence template (if applicable), complete steps 1-8 only; no mapping
is required.
Mapping Check Boxes

Once you upload a form, you can map system fields to check boxes in the PDF form.
Procedure
2. Display the Primary Fields drop-down list and select the category (entity) with which the field is
associated. Note: If you want to map a general eligibility or prescreening question or answer, choose
the appropriate question or answer option.
3. Display the Secondary Fields drop-down list and select the system field you want mapped to the
form.
4. Display the Map To drop-down list and select the form field for the check box to which you want to
map the system field.
5. Select the Save button by the Map To drop-down list to save the current mapping designation. A Map
Field link is added for the field.
6. Select the Map Field link to display the Data Mapping for Check Box call-out. You use the call-out
to specify the values for which the check box is enabled (selected) in the form. In the call-out, the
Enable the Check Box When the Field Value Is list box contains two values:
• IN: Specifies the check box is selected for the value selected in the adjacent list box.
• NOT IN: Specifies the check box is selected for the values not selected in the adjacent list.
7. Display the Enable the Check Box When the Field Value Is drop-down list and select IN or NOT IN.
8. In the adjacent list box, select the appropriate values.
9. Select the Map button. Note: If using the IN option for multiple check boxes, you must map the
field for each check box and select only a single value in the list box. For example, you would map
once using the combination IN Married; map a second time for the combination IN Married, but
withholding at higher Single rate; and map a third time for the combination IN Single.
10. Repeat Steps 2 - 10 for additional check boxes.
11. Ensure the Active check box is selected.

Modifying a Form
You can modify a form by removing and adding form fields.
About this task

You can use the Show statement to filter the list of forms by type (active or inactive) and by activity type.
When you change a form, the changes are applied to all instances of the form, including those already in
use.
Leading Practice: If you need to make changes that require uploading a new form or changing the
mapping within the PDF document, you need to check the mappings to ensure the PDF document still
populates properly.
Procedure
3. In the list pane, select the name of the form you want to modify. The details for the selected form
display.
4. Map additional form fields, if necessary.
5. If you need to remove a mapped field, select the Remove link for the field.
Deleting a Form
You can delete a form only if it is not currently in use.
About this task

You can use the Show statement to filter the list of forms by type (active or inactive) and by activity type.
Leading Practice: If you need to make changes that require uploading a new form or changing the
mapping within the PDF document, you need to check the mappings to ensure the PDF document still
populates properly.
Procedure
3. In the list pane, select the name of the form you want to delete. The details for the selected form
display.
4. Select the Delete Form icon .
5. When the confirmation message appears, select the Yes button. Leading Practice: If a form cannot be
deleted, you can deactivate it to prevent it from being used inadvertently. To deactivate a form, select
its name in the list pane to display its details and then clear the Active check box.
Manage Job Templates

A job template provides default data for clients to use when constructing job requisitions.
Introduction
This data can include field values, workflows, participants, approval processes, and evaluations
(prescreen, phone screen, and interview questions). Job templates are tied to organization levels.
You use the Manage Job Templatesscreen to work with job templates. The Manage Job Templates
screen contains three tabs:

• Job Template Details tab
• Participants tab
• Evaluations tab

3. Display the Show drop-down list and select Job Templates. The Manage Job Templatesscreen
displays.

• - Add a new job template to the system.
• - Modify and save a job template.
• - Copy a job template.
• - Delete a job template. Note: If a job template cannot be deleted, the Delete icon does not appear on
screen.
• Job Template Details tab. Specify default job details.
• Participants tab. Specify the participants associated with the job template.
• Evaluations tab. Specify the evaluations associated with the job template.
Adding a Job Template

When you add a new job template, you must fill out the required fields in the Job Template Details tab.
Specifying information on the Participants and Evaluations tabs is optional.
Procedure
1. Display the Manage Job Templates screen.
3. Specify a template name and description.
4. Specify necessary information in the Job Template Details tab.
5. If applicable, specify necessary information in the Participants tab.
6. If applicable, specify necessary information in the Evaluations tab.
Copying a Job Template

If an existing job template is similar to a job template you need to create, you can copy an existing
template and assign a new name. When you copy a job template, participants and evaluations are copied
as well as job details.
Procedure
2. Use the Show statement to filter the list of templates by status, template number, or a requisition
number.
3. In the list pane, select the template you want to copy.
4. Select the Copy icon .
5. In the Template Name text box, enter a name for the template.
6. If necessary, modify information in the Job Template Details tab.

7. If necessary, modify information in the Participants tab.
8. If necessary, modify information in the Evaluations tab.
Modifying a Job Template

You can modify a job template if necessary. When you modify a job template, existing jobs created
with the template are not affected. However, any new jobs created with the template reflect your
modifications.
Procedure
2. Use the Show statement to filter the list of templates by status, template number, or a requisition
number.
3. In the list pane, select the template you want to modify.
4. If necessary, modify information in the Job Template Details tab.
5. If necessary, modify information in the Participants tab.
6. If necessary, modify information in the Evaluations tab.
Deleting a Job Template

You can delete a job template, but there are restrictions.
About this task

You can delete a job template only if:
• The template is not the system default template.
• The template is not tied to any jobs.
• You have the required permissions to modify job templates.
Procedure
2. Use the Show statement to statement to filter the list of templates by status, template number, or a
requisition number.
3. In the list pane, select the job template you want to delete.
4. Select the Delete icon . Note: The system does not display a confirmation message before deleting
the job template.
Specifying Job Template Details

You use the Job Template Details tab to specify the default fields, organization levels, locations,
workflows, and posting options for the template.
Introduction
You use the Job Template Details tab to specify the default job details, such as prepopulated field
selections, organization levels, available workflows, and job posting details.
You can also use this tab to make fields required or optional and to specify which dictionary values display
in template drop-down lists.

displays.
4. Select the Job Template Details link.
Field Descriptions for Job Template Details

Active check box Makes the selected template active or inactive.
Status (list pane) Indicates whether a template is active or inactive.
Job Template (list pane) Lists all existing job templates for the parameters
specified in the show statement.
Template Overview
Template Name Specifies the name of the template.
Template Description Provides a brief description of the template.
Job Overview Note: The fields that display in the template
vary based on the client’s business needs
and preferences. The following fields are fields
commonly used by clients or fields directly related
to functionality. Not all these fields appear on all
templates and some templates use fields not listed
here.
Organization Level Specifies the organization levels that have access
to the template.
Job Code The job code for the job, as defined by the user.
Note: If position management is enabled in Job
Settings, the Job Code field is mandatory.
Working Title The job title.
Always Open Specifies whether the job remains open after
applicants are hired. Note: When you select this
option, the system disables the One Position,
Multiple Positions, Number of Openings, and Job
Expiration fields.
One Position Specifies the job has only one position. Note: This
field is available only if position management is
enabled in Job Settings.
Multiple Positions Specifies the job has multiple positions. Note: This
field is available only if position management is
enabled in Job Settings.
Total Number of Openings Specifies the total number of openings for the
job. Note: If position management is disabled,
the value for this field must be one or greater. If
position management is enabled, this field displays
a value based on the number of positions indicated
in the Position Number field.

Number of Openings Filled Indicates the number of openings for a job
that was filled. Note: This number is calculated
automatically by the system and displays in read-
only mode for all non-draft jobs. This number
always displays once the job is Open, irrespective
of the job status.
Current Number of Openings Indicates the current number of openings for
a vacant job. Note: This number is calculated
automatically by the system and displays in read-
only mode for all non-draft jobs. This number
always displays once the job is Open, irrespective
of the job status.
Position Number Lists vacant and backfill position numbers for
the selected job code. Note: The list of position
numbers available is based on the selected
organization level and the job code but excludes
the positions associated with open requisitions.
View Displays details for the selected position number.
Job Industry Specifies the job industry.
Job Category Specifies the EEO job category.
Job Group Specifies the EEO job group.
Priority Job Specifies whether the job is a priority job. If
selected, the job displays as a priority job in the
search results for a specified number of days after
the external/internal posting date. The jobs are first
sorted by the priority jobs and then by the date
the jobs were posted. Note: This option is available
only if it is enabled in the Manage Field Sequence
screen.
Priority Job Days The number of days for which the job is shown as
a priority job. This field is mandatory if the Priority
Job check box is selected.
Resume Required Specifies whether an applicant is required to
submit a resume when applying for the job.
Tax Credits Check Determines whether the tax credit check is
enabled for the job. When selected, the system
displays the tax credit screen to the applicant.
Note: This option is available only if the Enable
Tax Credits check box is selected in the Tax Credits
system settings screen.
Reason for Opening Specifies the reason for the job opening.
Job Expiration Date Specifies the job expiration date, at which time
the job status changes to Expired and the job
is removed from any job boards to which it was
posted.

Job Location
Standard Specifies the job is available for a single location.
Note: The Standard and Multiple Locations options
appear only if location management is enabled in
system settings.
Address 1 Specifies the street address where the job is
located.
Address 2 Specifies the secondary address information, if
any, such as a building or suite number.
City Specifies the city in which the job is located.
Country Specifies the country in which the job is located.
State/Province Specifies the state or province in which the job is
located.
Zip or Postal Code Specifies the zip or postal code for the job location.
Multiple Locations Specifies the job is available for multiple locations.
Job Location Specifies the primary location for which the job is
open. Note: This field appears only if you select the
Multiple Locations option.
Additional Locations Specifies additional locations for which the job is
open. You can select multiple locations from this
list. Note: This field appears only if you select the
Multiple Locations option.
Compensation
Various fields Specify compensation details. Note: These fields
vary based on client needs.
Posting
New Hire Portal Specifies the new hire portal with which the job is
associated.
Job Notes This Posting section enables you to enter notes and
keywords for the job posting.
Notes Displays any notes entered by previous users.
Keywords Enables users to enter keywords to correlate to
job searches applicants run. For example, if the
template is for a Nursing job, you might enter
Registered Nurse, Practical Nurse, and Critical Care
Nurse as keywords to ensure the job is returned in
a search a candidate might run when looking for a
nursing job.
Job Aging This Posting section enables you to enter aging
time lines for the job posting.
Time to Fill for This Template Specifies the target number of days it should take
to fill the job.
Time in Construction Phase Specifies the target number of days the job should
be in the Construction phase.

Time in Selection Phase Specifies the target number of days the job should
be in the Selection phase.
Time in Hiring Phase Specifies the target number of days the job should
be in the Hiring phase.
Specifying Job Template Details (whether adding a new template or modifying an

existing one)
1. Display the Manage Job Templatesscreen.
2. Select the Job Template Details link, if necessary, to display the Job Template Details tab.
3. Select the name of an existing template in the list pane or select the Add icon to add a new job
template.
4. Enter the template name and a brief description in the Template Name and Template Description
text boxes.
5. Select the Organization Level link and select the organization levels that access the template.
6. In the Job Overview section, specify the values that you want defaulted when users create a job
requisition using the template.
7. If you want to make a field required or optional, select the field label. If a field label displays in
light blue, underlined text, it is optional. Selecting the field label makes the field required, at which
time the text displays in highlighted, underlined text with an asterisk (*). Selecting the field label
for a required field makes the field optional. Tip: Some required fields cannot be made optional. If
a required field can be made optional, the mouse pointer changes to a hand icon when you hover
over the field label. If the mouse pointer does not change when you hover over the field label for a
required field, the system does not allow you to make the field optional.
8. If you want to modify the dictionary value selection for a drop-down list, complete steps 9 - 11;
otherwise, proceed to step 12.
9. Select the open-book icon by the drop-down list to display a pop-up showing the current
selection of dictionary values. You can specify at the template level which values appear in drop-
down lists when a user creates a job using the job template. One box shows the dictionary values, if
any, not selected to display in the drop-down list. The other box shows the dictionary fields currently
selected to display in the drop-down list.
10. To move specific fields to either box, select the fields and select the arrow icons to move the fields.
To move all values, making them unavailable in the drop-down list, select the None button. To move
all values, making them all available in the drop-down list, select the All button.
11. Select the Save button to save your changes.
12. Specify necessary values in the Job Location and Compensation sections.
13. In the Posting section, select the check box for each place to which the job posts.
14. If you want to make the selected workflow required, select the Must Use check box.
15. Enter the description, requirements, and responsibilities, as appropriate.
16. Select posting options, as appropriate.
17. If you want to specify goals for the time spent in each phase of the hiring process, enter values in the
Job Aging fields. Tip: If you want the system to automatically calculate job aging based on job aging
metrics, specify values for the Job Template Aging Auto Calculation and Percentage Time Elapsed for
Late Job Warning fields on the Job Settings screen.
18. If you want to specify keywords to correlate to job searches applicants run, enter them in the
Keywords text box.

Adding Participants and an Approval Process
In addition to specifying job detail information, you can optionally specify default participants and a
default approval for the process for the job.
Introduction
You can identify participants as the primary recruiter and the primary hiring manager for the job, if
needed.
You use the Participants tab to specify default job participants and a default approval process, if
applicable.

displays.
4. Select the Participants link.
Field Descriptions for Participants

Status (list pane) Indicates whether the template is active or
inactive.
Job Template (list pane) Lists all job existing job templates for the
parameters specified in the show statement.
Primary HM Specifies that a participant is the primary hiring
manager for the job. Note: You can specify only one
primary hiring manager.
Primary Recruiter Specifies that a participant is the primary recruiter
for the job. Note: You can specify only one primary
recruiter.
Removes a participant from the template.
Requisition Approval Process

Approval Process Specifies the approval process used for the job. If
the job does not need an approval process, select
None.
Must Use Specifies the selected approval process must be
used.
Allow Ad Hoc Specifies that users can use an ad hoc approval
process.
Add New Participant
Name Specifies the name of a participant as a search
criterion.
Search By Specifies a user type as a search criterion.
Add button Adds a participant to the approval process.

Specifying Participants and an Approval Process
2. Select the Participantslink to display the Participants tab.
3. Enter the first few letters of a participants first or last name in the Name text box. Suggested names
appear in a pop-up list as you enter letters.
4. In the pop-up list, select the name of the participant you want to add. Tip: You can select a user type
from the Search By drop-down list to filter the list of names that appear in the pop-up list. You can
also use wildcard characters in the Name text box to filter the list.
5. Select the Add button to add the participant. The Primary HM and/or Primary Recruiter check boxes
appear beneath the participant name if applicable (based on the participants user type).
6. If applicable, select the Primary HM check box, the Primary Recruiter check box, or both. Note: You
can specify only one primary hiring manager and one primary recruiter; however, you can designate a
single participant to serve in both roles.
7. Repeat steps 3 - 6 to add more participants as needed.
8. If you want to specify an approval process, display the Approval Process drop-down list in the
Requisition Approval Process section and then select an approval process. Note: The values that
display in this drop-down list are determined by the organization level that is selected in the Job
Template Details tab.
9. If you want to make the selected approval process mandatory, select the Must Use check box. If you
want users to use an ad hoc approval process, select the Allow Ad Hoc check box.
Specifying Evaluations
Clients can require the addition of evaluations to a job template to help distinguish between qualified and
unqualified applicants at various stages of the hiring process.
Introduction
Evaluations can include the following:
• Prescreening questions – Identify and optionally disposition unqualified applicants before any workflow
activities are completed.
• Prove It! assessments – Assess applicant skills. Assessments can be given at any point in the workflow.
• Selector assessments – Assess applicant behavioral qualities. Assessments can be given at any point in
the workflow.
• Job Fit assessments – Identify candidates whose job preferences match specific tasks or
characteristics of a job.
• Phone screen questions – Evaluate applicants during the phone screen activity.
• Interview questions – Evaluate applicants during the interview activity.
Note: In order to use Prove It! and Selector assessments in a job template, you must enable the
assessments in the External Application Settings screen. In order to add phone screen and interview
questions to a job template, you must include the phone screen and interview activities in the workflow
that is associated with the job template.
You use the Evaluations tab of the Manage Job Templates screen to add evaluations, assessments,
prescreening questions, phone screen questions and interview questions to a job template.


displays.
4. Select the Evaluations link.
Field Descriptions for Evaluations

Status (list pane) Indicates whether a template is active or inactive.
Job Template (list pane) Lists all existing job templates for the parameters
specified in the Show statement.
Add New Evaluation Displays buttons for adding prescreening
questions, Prove It! assessments and Selector
assessments, if enabled. Note: If phone screen or
interview activities are included in the workflow,
sections for adding phone screen and interview
questions automatically appear on screen. They do
not appear in the Add New Evaluation section.
Prescreening Questions
Select Category Drop-down List Lists categories of prescreening questions. The
category you select determines which questions
you can add.
Select Question Drop-down List Lists the prescreening questions for the category
you selected. Select a question that you want to
add.
Add button Adds the selected question to the job template and
displays question options.
Knockout Specifies the question is a knockout question. If
the applicant answers incorrectly, he or she is
automatically rejected for the job.
Answer Required Specifies the applicant must answer the question.
Must Use Specifies the question must be used for any job
that is created using the job template.
Repeatable Specifies the question can be repeated for an
applicant even if he or she has already answered
the same question for another job. If this check box
is not selected, the question is not presented to the
applicant if he or she has already answered it in
another job and the response from the previous job
carries over to the current job.
External Limits the question to applicants applying
externally.
Internal Limits the question to applicants applying
internally.
Favorable Answers Lists all available answers for the question. Select
each answer that should be considered a favorable
answer. Note: Favorable answers display only for
controlled list questions.

Deletes the question from the job template.
Remove This Evaluation Removes the prescreening evaluation and any

selected prescreening questions from the job
template.
Phone Screen
Template Drop-down List Lists available phone screen templates. The
template you choose determines the available
screen questions.
Select Question Drop-down List Lists the phone screen questions for the category
you selected. Select a question that you want to
add.
Add button Adds the selected question to the job template and
displays question options.
Answer Required Specifies the applicant must answer the question.
externally.
internally.
Favorable Answers Lists all available answers for the question. Select
each answer that should be considered a favorable
answer. Note: Favorable answers display only for
controlled list questions.
Deletes the question from the job template.

Prove It!
Category Lists available assessment categories. The
category you choose determines the available
tests.
Test Lists the tests for the category you selected. Select
a test that you want to add.
Min Score Specifies the minimum score that is needed to
pass the assessment. Note: The minimum score
displays as read-only on the Construct Job screen..
Weight Specifies the weight given to the minimum test
score.
externally.
internally.

Auto Test Specifies that applicants must take the assessment
before the job application process can be
completed. Note: If selected, the system
automatically sends an email to the applicant
requesting him/her to take the assessment.
Must Use Specifies the assessment must be used for any job
Knockout Specifies the assessment is a knockout
assessment. If the applicant does not meet the
minimum score, he or she is automatically rejected
for the job.
Pass Score Validity Specifies the number of days for which a previous
assessment score is valid for a job based on the
defined minimum passing score.
Notify Recruiter Specifies the primary recruiter is notified of the
assessment results.
Notify Hiring Manager Specifies the primary hiring manager is notified of
the assessment results.
Remove This Assessment button Removes the assessment from the job template.
Selector
Test Lists available tests. Select a test that you want to
add.
displays as read-only in the Construct Job screen.
score.
externally.
internally.
requesting him or her to take the assessment.
for the job.

assessment results.
Job Fit
Test Lists available tests. Select a test that you want to
add.
displays as read-only in the Construct Job screen.
score.
externally.
internally.
requesting him or her to take the assessment.
that is created using the job template
for the job.
assessment results.
Specifying Evaluations
2. Select the Evaluationslink, if necessary, to display the Evaluations tab.
3. To add prescreening questions:
a. In the Add New Evaluation section, select the Prescreening Questions button.
b. Display the Select Category drop-down list and select a category.
c. Display the Select Question drop-down list and select a question.

d. Select the Add button.
e. Specify question options as appropriate.
f. Specify favorable answers, if applicable.
g. Repeat steps a - f to add questions as needed.
4. To add phone screen questions:
a. In the Phone Screen section, display the Template drop-down list and select a template.
b. Display the Select Question drop-down list and select a question.
c. Select the Add button.
d. Specify question options as appropriate.
e. Specify favorable answers, if applicable.
f. Repeat steps a - e to add questions as needed.
5. To add a Prove It! assessment:
a. In the Add New Evaluation section, select the Prove It! button.
b. In the Prove It! section, display the Category drop-down list and select a category.
c. Display the Test drop-down list and select a test.
d. Select the Add button.
e. Specify assessment options as appropriate.
f. Repeat steps a - e to add assessments as needed.
6. To add a Selector assessment:
a. In the Add New Evaluation section, select the Selector button.
b. In the Selector section, display the Test drop-down list and select a test.
d. Specify assessment options as appropriate.
e. Repeat steps a - d to add assessments as needed.
7. To add a Job Fit assessment:
a. In the Add New Evaluation section, select the Job Fit button.
b. In the Selector section, display the Test drop-down list and select a test.
d. Specify assessment options as appropriate.
e. Repeat steps a - d to add assessments as needed.
Manage Franchises
You can manage a franchise.
Introduction
This data can include field values, workflows, participants, approval processes, and evaluations
(prescreen, phone screen, and interview questions). Job templates are tied to organization levels.
You use the Franchise Management screen to manage franchises.
What Is Franchise Management?
Franchise Management is functionality that allows employers with a broad footprint (global, national,
or otherwise diverse) to provide employer-specific information that is used in conjunction with form
mapping on the I-9, W-4, and State Forms.
There is no limit to the number of franchises a client can define.

What Is Franchise?
A franchise can represent a franchise, division, location, or some other client defined entity that has
unique employer information, most typically an entity with a unique Employer Identification Number.
A franchise consists the following details:
• Street Address
• City
• State/Province
• Zip/Postal Code
• Employer Identification Number
• Office Code
• Division Name
Note: Multiple franchises can share the same information.
How do I Configure a Franchise?
A system administrator user with the capability Administration > Jobs Related > Manage Franchises can
access the Job Settings > Franchise Management screen to add or edit franchises.
Note: Once you create a franchise, you cannot change its name.
How Do I Select a Franchise on a Job Requisition?
A franchise is selected on a job requisition at the time of job creation. Jobs are created either through
the standard BrassRing to Onboard integration, through custom integration, or manually in the Onboard
Configuration application.
With respect to the BrassRing to Onboard integration, a franchise must be selected by name as part of
the job details. This can ultimately happen in a number of ways, but should be based on job requisition
information coming from BrassRing, either selecting a specific franchise based on a specific field in a
requisition template or requisition form, or by translating multiple field values to select the appropriate
franchise.
Creating a job requisition manually in the Onboard Configuration application is not a standard practice,
but can be useful for sensitive hires, or other non-standard use cases. In such case, the franchise is
selected directly when creating the job requisition.
Note: A job requisition can only have a single selected franchise. If no franchise is selected, the
configuration of the default New Hire Portal is used. If no Default New Hire Portal configuration exists,
errors may occur in activity completion or E-Verify case creation.
What Functionality Does Franchise Management Enhance?
Franchise Management is linked to the functionality of four tasks:
• I-9 (I-9 Section 2)
• W-4 (Onboard US W4)
• State Forms (State Form Activity)
• E-Verify
In the case of the I-9, W-4, and State Form tasks, the franchise configuration is used to map the following
employer location information to a PDF.
• Street Address
• City
• State/Province
• Zip/Postal Code
• Employer Identification Number

• Office Code

3. Display the Show drop-down list and select Franchise Management. The Franchise
Managementscreen displays.

• - Add a new franchise to the system.
• - Modify and save a franchise.
• - Upload franchise in a csv or xls format.
• - Download franchise to a csv or xls format.
Adding a Franchise
You can add a franchise.
Procedure
1. Display the Franchise Management screen.
3. Specify a franchise name .
4. Specify address and other identifying information in the Franchise Section.
5. Upload ( ) or Download ( ) franchise information.

Modifying a Franchise
You can modify a franchise if necessary.
Procedure
1. Display the Franchise Management screen.
2. In the list pane, select the franchise you want to modify.
3. If necessary, modify information in the Franchise Section.
4. Upload ( ) or Download ( ) franchise information.

Personal Settings
Each user has access to the Personal Settings tab, which enables the user to specify preferences for a
variety of settings that affect his or her user experience.

Introduction
From a configuration perspective, you may need to access a user’s personal settings for troubleshooting
purposes. For instance, if a user is having a technical issue, you can use the Personal Settings tab to make
yourself a proxy user and access the user’s application to find and resolve the issue.
You may also access a user’s Personal Settings tab to enable or disable system features to enhance
performance.
The Personal Settings tab contains several screens that provide access to a number of user-specific
settings, including password, proxy user and interview schedule settings. From a configuration
perspective, you can change any of the settings; however, users can override your changes.
Important: To change a user’s personal settings, you must access the Personal Settings tab from the
Manage Users: User Details screen. If you simply select the Personal Settings tab, you display personal
settings for your own login.
The following configurations are included in the Personal Settings:
• Contact Information and Password Settings
• Logout Warning
• Tasks
• Proxy User
How to Access the Screen to Change a User’s Personal Settings

2. Select the Users tab
3. Display the Show drop-down list and select Users. The Manage Users: User Detailsscreen displays.
4. Select a user name in the list pane and then select the Personal Settings link.
How to Access the Screen to Change Your Personal Settings

2. Select the Personal Settings tab.
3. In the list pane, select one of the personal settings tasks.
Changing a User's Personal Settings

You use the Contact Info and Password Settings screen to modify a user’s contact information and to
reset a user’s password, if necessary.
About this task

Important: To change a user’s personal settings, you must access the Personal Settings tab from the
Manage Users: User Details screen. If you simply select the Personal Settings tab, you display personal
settings for your own login.

First Name Indicates the user’s first name.
Last Name Indicates the user’s last name.
Employment ID Indicates the user’s employment ID.
Department Indicates the department in which the user works.

Add E-mail Additional e-mail addresses can be provided while
adding a new user or modifying an existing user on
the Manage Users screen.
E-mail Address Indicates the user’s email address. When the
Add Email button is selected, a dialog box opens
with a field to enter an email address. Indicate
by selecting the appropriate check box whether
this is primary and used for correspondence.
Note: This email address is used for any system
correspondence that must be sent to the user.
Phone Number Indicates the user’s phone number. If this number
is the preferred number for contact, select the
Primary radio button.
Mobile Phone Number Indicates the user’s mobile phone number, if
applicable. If this number is the preferred number
for contact, select the Primary radio button.
Country Indicates the country in which the user is located.
Address 1 Indicates the street address of the location in
which the user works.
Address 2 Indicates the second address line, if applicable, for
the location in which the user works.
City Indicates the city for the location in which the user
works.
State/Province Indicates the state or province for the location in
which the user works.
Zip/Postal Code Indicates the zip code or postal code for the
location in which the user works.
Time Zone Specifies the time zone for the user’s location.
Synchronize with the System Clock Synchronizes the user’s time zone with the
system’s time zone.
Procedure
1. Display the Manage Users: User Details screen.
2. Use the Show statement to find the appropriate user.
3. In the list pane, select the name of the user whose settings you want to access.
4. Select the Personal Settings link to display the Personal Settings tab.
5. In the Personal Settings list pane, select Contact Info and Password Settings, if necessary, to display
the Contact Info and Password Settings screen.
6. Specify or modify information as needed.
7. Select the Save Settings icon in the activity configuration window to save the information.
8. If you need to reset the user’s password, select the Reset Password icon, specify the password
information in the pop-up window that appears, and then select the Save button in the pop-up
window.

Specifying Logout Warning Settings
The Logout Warning screen enables you to specify when countdown timer and full screen logout warnings
display to let the user know the system is going to automatically log them out due to inactivity.
About this task

Countdown Timer Displayed At ____ Minutes Specifies the number of minutes prior to logout
that a countdown timer displays on screen to alert
the user.
Full-Screen Warning Displayed At ____ Minutes Specifies the number of minutes prior to logout
that a full screen warning displays to alert the user.
Procedure
5. In the Personal Settings list pane, select Logout Warning to display the Logout Warning screen.
7. Select the Save Settings icon .
Specifying Task Settings

You use the Tasks screen to specify whether the system should remember the most recent Show
statement criteria for tasks and to specify settings for system notifications and reminders related to
pending tasks.
About this task

Show Tasks Info on Login Screen Specifies that information about pending tasks
automatically display on the Login screen. Note:
This option appears on the Tasks screen by default
for users assigned the Hiring Manager user type. To
make this option appear for another user type, you
must select the Information About Pending Tasks
permission for the user type in the Manage Users:
User Type screen.
New Task Notification Specifies how the user is notified about new tasks:
• Individual Task E-mail: The user receives an
email notice for each new task that includes a
link to the task.
• Daily Digest: The user receives a single email for
all new tasks received that day that includes a
link for each task.
• No Notification: The user does not receive any
email notifications related to tasks. This option
overrides the reminder email setting in workflow
activities.

Remember Last Show Statement Criteria Specifies the system retains the most recent show
statement criteria between application sessions.
Reminder: Contact Hotlist Applicant Generates a reminder task to contact a hotlisted
applicant the user has submitted to a job. The
reminder is generated after the specified number
of days if the hotlisted applicant has not responded
to the job invitation email sent when the applicant
was submitted to the job.
Refresh Task List After Task Completion Specifies the system automatically refreshes the
user’s task list each time a task is completed. If
this check box is not selected, the Refresh Task List
button appears in the user’s task list, enabling the
user to manually refresh the task list as needed.
Procedure
5. In the Personal Settings list pane, select Tasks to display the Tasks screen.
Specifying Proxy User Settings

Although users can typically configure their own proxy users, there may be times when you need to make
yourself a proxy user to help troubleshoot client issues.
About this task

Your Proxy Users Displays a list of all proxy users defined for the
account. When modifying access settings for a
proxy user, you select the radio button and select
a user from the list. Note: If no proxy users were
defined, the radio button and drop-down list do not
appear on the screen.
Add New Proxy User Specifies the addition of a new proxy user. When
adding a proxy user, you select the radio button
and enter the first few letters of a user’s first or last
name to display a popup list of users from which
you can choose a name.
Enabled Enables the selected proxy user.
Accessible From Specifies the starting date of the proxy user’s
access.
Accessible Until Specifies the ending date of the proxy user’s
access.

Assign All Capabilities Specifies the proxy user has all the system
capabilities assigned to the user. Note: If assigning
all capabilities is not appropriate, you can clear this
check box to display individual capabilities that you
can selectively assign to the proxy user.
Procedure
5. In the Personal Settings list pane, select Proxy User to display the Proxy User screen.
6. Select the Add New Proxy User radio button.
7. In the Add New Proxy User text box, enter the first few letters of the proxy user’s first or last name
and then select the name when it displays in the pop-up box. The user’s name and email address are
entered into the box.
8. Select the Enabled check box, if not selected by default.
9. Enter dates for the proxy user’s access in the Accessible From and Accessible Until text boxes.
10. If the proxy user is to have all the same capabilities as the user, select the Assign All Capabilities
check box. Note: If the proxy user should not have all the same capabilities as the user, clear the
Assign All Capabilities check box to display a list of capabilities from which you can selectively
choose.
12. To delete a proxy user:
• Display the Proxy User screen.
• Display the Your Proxy Users drop-down list and select the name of the user you want to delete.
• Select the Delete Selected Proxy User icon .
Multiple New Hire Portals

A new hire portal provides a location where an organization’s new employees can track and complete
their onboarding tasks. Clients can have multiple new hire portals. Each portal is independent of the
others and can be customized to some extent.
Introduction
You use the Multiple New Hire Portals tab and the System Configuration: Manage New Hire Portals
screen to specify or modify the settings for an individual new hire portal.
Settings is the only screen you should use on the Multiple New Hire Portals tab. To configure Field
Sequence, Labels and Custom Fields, and Display Text, use the System Configuration tab (System
Configuration Settings).

2. Select the Multiple New Hire Portals tab. The System Configuration: Manage New Hire Portals
screen displays.
3. Enter information in Settings pane.

Managing New Hire Portal Settings
You can manage the system settings for an individual new hire portal.
Introduction
You use the Default New Hire Portal page on the System Configuration: Manage New Hire Portals
screen to specify or modify the system settings for an individual new hire portal. It houses most of the
settings used to configure a new hire portal.

2. Select the Multiple New Hire Portals tab. The System Configuration: Manage New Hire Portals
screen displays.
3. In the Show statement, Settings is already selected, and Default New Hire Portal is already
displayed. It contains a number of panes:
• Settings
• Quick start settings
• Deployment settings
• Login settings
• Screen settings
• Password policy settings
• Localization settings
• Email settings
• Security settings

• - Add a new hire portal.
• - Copy a new hire portal.
• - Modify and save a new hire portal.

Language Displays fields for specifying settings in other
languages. Note: The New Hire Portal login
screen’s labels and links automatically refresh into
the new language. Users see the language links/
options in Onboard ONLY if multiple languages are
configured. If a single language is configured, no
language links or menus display.
Name (list pane) Lists the name of each new hire portal that meets
the current show statement criteria.
Settings
Name Specifies the name of the new hire portal as stored
in the system.
Display Name Specifies the name of the new hire portal as
displayed on system screens.

Description Specifies a brief description of the new hire portal.
Enabled Enables the new hire portal. Note: When a new hire
portal is enabled, it appears in all lists of available
new hire portals.
Organization Specifies the organization levels that have access
to the new hire portal.
Quick Start Settings
System Fields Specifies the source of the initial system fields.
Display Text Specifies the source of the initial display text.
Field Sequences Specifies the source of the initial field sequences.
Deployment Settings
New Hire Portal Identifier Specifies the unique ID that defines the new hire
portal. Note: This ID should be unique per client as
this is the only difference from client to client.
Number of Content Pages Specifies the number of pages, in addition to the
default pages, that house content in the new hire
portal.
Content Page Name Specifies the name of the content page. This field
appears for each content page you specify. Note:
This field appears only if the value in the Number of
Content Pages drop-down list is greater than zero.
Select a Template Specifies whether the content page is based on a
template or an uploaded file.
• Default Template: Indicates the default content
page template is used.
• I want to upload my own page: Indicates a
separate page is uploaded.
Page Path Specifies a page path URL.

Video URL Specifies the URL for accessing the video, if any, on
the content page. If no video needs inclusion, leave
this field empty. Note: This field appears only if you
choose the Default Template option for the Select a
Template field.
Graphic File Path Specifies the location of the graphic, if any, that
appears on the content page. If no graphic needs
inclusion, leave this field empty. Note: This field
appears only if you choose the Default Template
option for the Select a Template field.
Message Key Specifies the key for message display text that
appears in on the content page. Note: This field
appears only if you choose the Default Template
option for the Select a Template field.

Dashboard Video URL Specifies the URL for the location in which the
video for the portal dashboard (default screen) is
stored. Note: If no video needs inclusion, leave this
field empty to remove the video placeholder from
the screen.
Dashboard Message Key Specifies the key for message display text on the
new hire portal dashboard.
Login Settings
Login Page Lists content pages that can be specified as the
login page. If no content pages were added, the
default login page is used, and no options appear
for this field. If you added content pages for the
portal, each page is listed here as a possible option
for the login page. You can choose one of the
content pages as the login page. If you do not
choose a content page, the default login page is
used. Option choices are:
• Dashboard
• Content page name
Login Field Specifies the value used for logging in. Choices are:
• Username
• Social Security Number
• Primary Email

Screen Settings
Enable WOTC Specifies whether the WOTC eligibility feature is
enabled.
Display Help Specifies whether the online help content is
accessible.
Enable Image Upload Enables new hire portal users to upload image
files.
Help URL Specifies the URL for the online help content.
Display Activity Overview Displays the Activity Overview panel in the new
hire portal.
Display Tasks Displays the Tasks and Reminders panel in the new
hire portal.
Display Applicant Main Screen Displays the Applicant Information tab in the new
hire portal.
Display Applicant Sub-Profile Screen Displays the Profile screen for the Applicant
Information tab.
Display Applicant Sub-EEO Screen Displays the EEO Information screen for the
Applicant Information tab.

Display Applicant Sub-Veteran Screen Displays the Veteran Status screen for the
Display Applicant Sub-Emergency Contacts Screen Displays the Emergency Contacts screen for the
Display Applicant Sub-Direct Deposits Screen Displays the Direct Deposit screen for the
Display Applicant Sub-Additional Steps Screen Displays the Additional Steps screen for the
Display Signature Main Screen Displays the Signature Main screen for the
Display Forms Main Screen Displays the Forms tab in the new hire portal.
Display Agree Policies Screen Displays the Agreements and Policies tab in the
new hire portal.
Display Print Notifications Enabled: When a new hire agrees to the Form I-9
Terms and Conditions, or selects any form’s Sign
and Submit button, the system prompts the new
hire to print the form before submission. Disabled:
When a new hire selects the Sign and Submit
button, the system submits the form without
prompting the new hire to print it. If Display Print
Notifications is disabled, new hires can still use
the Adobe Acrobat print function to print forms if
needed. Note: The Display Print Notifications check
box is checked by default for all clients. Clients can
opt to turn it off based on their business need.
Perform PDF Plug-in Check Displays the PDF plug-in prompt to the new hire.
Messages can be customized for the client through
Manage Display Text. Note: This setting is turned
off by default.
Office Code Specifies the client’s office code.
Employer Identification Number (EIN) Specifies the client’s Employer Identification
Number.
Business Organization Name Specifies the organization name.
Business Organization Address Specifies the organization address.
Business Organization City Specifies the organization city.
State Specifies the organization state.
Zip Code Specifies the organization zip code.
Everify Company Division Name Specifies the client’s division name for using
E-Verify. Hosting provides the name when you
request a site if you specify that you are using this
functionality.
Password Policy Settings
At Least One Alpha Specifies whether all passwords are required to
contain at least one alphabetic character (A-Z, a-z).

At Least One Numeric Specifies whether all passwords are required to
contain at least one numeric character (0-9).
At Least One Special Specifies whether all passwords are required
to contain at least one special character (!@#$
%~`^&*()_-+={ }[ ]:;’”<>.,?/).
Minimum Length Specifies the minimum password length (max 20).
Max Failed Login Attempts Specifies the number of consecutive failed login
attempts allowed before the user is locked out.
The user cannot log in again until the Failed Login
Lockout Time has passed. A value of 0 disables this
feature.
Failed Login Lockout Time (Minutes) Specifies the number of minutes a user who is
locked out of the system for failed login attempts
must wait before they can try to log in again.
Password Expiration (Days) Specifies the number of days after which a user’s
password expires.
Reset Password After First Login Requires the user to specify a new password when
logging in for the first time.
Require Password Entry for Signed Forms Requires users to authenticate their e-signature
when submitting completed forms by entering their
username and password.
Require Password Entry and eSignature When checked, this field allows users to enable
Acceptance for Signed Forms additional verification for New Hires accessing the
New Hire Portal (NHP) and the forms therein. Note:
A separate ESIGNATURE VERIFICATION popup
displays for the user to enter field information after
the selected form is completed.
Localization Settings
New Hire Portal Default Country Specifies the default value that should appear in
the Country drop-down list on new hire portal
screens.
System Locale Specifies the locale setting (culturally influenced
formatting options) for the new hire portal.
Default System Locale Specifies the default locale for the new hire portal.
Time Zone Specifies the time zone for the new hire portal.
E-mail Settings
NHP E-mail Sender Specifies the email address for sending system-
generated emails associated with the new hire
portal.
NHP Company Name Specifies the new hire portal company name used
in system-generated correspondence.
W-4 Related Notifications Enables generation of task/email notifications
related to the completion of the W-4 form.
Selecting this check box enables the User and Type
of Notification fields.

User Specifies the user to whom the W-4 related
notifications are sent:
• Role: Specifies the user by his/her role.
• Name: Specifies the user by his/her name.
• Primary Hiring Manager: Specifies the primary
hiring manager as the user who receives the
notifications.
Type of Notification Specifies the type of W-4 related notification sent

to the specified user: email or task. To specify
both, select both options.
• W-4 related Notification Email.
• W-4 related Notification Task.
Send Forgot Password E-mail Enables the user to send an email to retrieve their
password.
Maximum Number of Attempts for Identify Enables the client to designate the number of
Verification attempts for user identity verification.
Send Registration E-mail This check box enables the user to send a
Registration E-mail.
Set Registration E-mail Expiry This check box enables the use of the Registration
E-mail Expiry (Days) field which is read-only by
default.
Registration E-mail Expiry (Days) Enables the client to designate and expiration date
for the user’s Registration E-mail. Note: This field
is read-only by default and is only enabled by
checking the Set Registration E-mail Expiry check
box.
Security Settings
Restrict Access to This NHP by IP Address Specifies the authorized IP address or range of
addresses used to access the new hire portal.
NHP Session Timeout (Minutes) Specifies the number of minutes after which an idle
new hire portal session should activate the timeout
warning.
Managing New Hire Portal Settings

1. Display the Default New Hire Portal screen.
2. To:
• Add a new hire portal, select the Add New Hire Portal icon . This displays blank fields. You can
add new hire portals for clients as needed. If existing new hire portals contain configurations you
want to use in the new portal, use the Quick Start Settings fields to specify the sources from
which initial settings for the new portal should be copied. This quickly populates the majority of
configuration options for the new portal. Quick start settings specify initial values for system fields,
display text, and field sequences. You can specify those initial values be pulled from various new
hire portals to populate the appropriate fields in the new portal. Note: You can configure quick start
settings only when first creating a new hire portal. Upon saving, these changes are displayed in
read-only mode and the portal becomes available for quick start selection when you create a new
portal.

• Copy a new hire portal, select the Copy New Hire Portal icon . When you copy a new hire portal,
you can modify the Quick Start Settings, if necessary, prior to saving.
3. In the Settings pane, enter a name for the new hire portal in the Name text box, a name in the Display
Name field, and an Organization.
4. In the other panes, enter needed information. Note: If you use Quick Start Settings, there are still
some fields for which you need to specify values.
5. Select the Save New Hire Portal icon .
Configuration Illustrations
There are illustrations to help you understand Onboard configuration.
The illustrations include:
• Onboard Global Toolbar
• Onboard Settings Tab
• Onboard Configuration Order
Onboard Global Toolbar

This illustration describes the Onboard Global Toolbar.

Onboard Settings Tab
This illustration describes the Onboard Settings tab.

Onboard Configuration Order
This illustration addresses frequently used Onboard configurations or those that require particular
attention.
This topic provides high-level configuration steps. These steps are listed in the suggested order of
completion. Note: Due to the flexibility of Onboard and the Talent Suite, this topic does not address
every possible configuration scenario. Instead, it covers the most common configurations, based on an
80/20 rule.

Suggested Onboard Configuration Order
1. Define user types and associated capabilities (New Hire Management, Administration, and Reports)
using the Manage Users: User Type screen. Note: This controls which configuration screens display.
2. Enable location management (as needed) using Job Settings on the System Configuration: Manage
System Settings screen. Note: This controls which configuration screens display.
3. Define miscellaneous settings (in particular, the Application URL) using Miscellaneous Settings on
the System Configuration: Manage System Settings screen.
4. Define Onboard settings, using Onboard Settings on the System Configuration: Manage System
Settings screen.
• Enable Talent Suite Configuration
• Enable Task Claiming Notification E-mails
• Enable Reminder and Escalation
• Allow New Hires to Reopen Completed Tasks
• Enable I-9 Section 3
• Number of days (before document expiration) to create I-9 Section 3 Task
• I-9 Section 3 Task Responsible User
• Enable Calendaring Settings
• Enable New Hire Synchronization with Admin (cannot be deselected)
5. Define new hire integration settings (in particular, E-Verify and Tax Credit Settings), using New Hire
Integration Settings on the System Configuration: Manage System Settings screen.
6. Configure settings using the Settings pane of the System Configuration: Manage New Hire Portals
screen (via the Multiple New Hire Portals tab). Note: For Display Text, Labels and Custom Fields,
and Field Sequence), use the System Configuration tab.
• Settings pane:
– Name
– Display Name
– Description
– Enabled (can't be deselected)
– Organization
7. Define activities using the Manage Activity Fields screen (via the System Configuration tab).
• Ensure the appropriate template type is specified for the intended activity.
• You cannot modify the following activities:
– I-9 Section 1
– I-9 Section 2
– I-9 Section 3
– Onboarding US W4
– State forms
– Tax Credit Check
• You can modify these activities:
– No_Template
– Generic Form Activity
• You can also configure:

– Whether or not the Generic Form Activity requires a signature.
– Enhanced e-signature. If configured here and you want it on a task, you must also configure in
the workflow.
– Standalone settings.
• If you want clients able to disposition applicants during the onboarding process, ensure that all
onboarding activities have a Job Phase of Hiring and an Applicant Job Status of Verification. The
Onboard End activity can have an Applicant Job Status of Started.
8. Define Display Text, Labels and Custom Fields, and Field Sequence (via the System Configuration
tab).
• Specify display text and instructional text (via the System Configuration: Manage Display Text
screen).
• Configure labels and custom fields (via the Manage Labels and Custom Fields screen).
– Add custom fields for the Applicant entity.
– Display dictionary values as radio buttons.
– Edit field labels.
– Validations
– Enable/disable
– Encryption
– Required/optional
– Dictionary used on the field
– Height and width
• Specify the inclusion of specific fields and their sequence/order on application screens (via the
System Configuration: Manage Field Sequence screen). Customize:
– PBUI - New Hire Profile
– PBUI - Create New Hire Profile
– PBUI - New Hire Profile Manager View
– And so on
9. Specify the inclusion and sequence/order of columns on application screens that display information
in a table format using the Manage Screen Appearance screen (via System Configuration tab).
Customize:
• PBUI New Hire Profile
• PBUI New Hire Personal Info
• PBUI My Tasks- Manager
• PBUI Home-Manager
• And so on
10. Using correspondence templates, customize a message for email correspondence sent at the end
of an activity, using the Manage Correspondence Templates screen (via Correspondence on the
System Configuration tab).
11. Define the system locales using the Manage System Locales screen (via System Configuration tab).
12. Configure system and custom Dictionaries (via the System Configuration tab).
• Update dictionary values on a small scale using the Dictionary tab or use the Import/Export tab to
make mass changes or to populate new dictionaries.
• If necessary, use the Organization Levels tab of the Manage Dictionaries screen to enable or disable
individual values for specific organization levels.
• Configure deletion of dictionary values. Administrators can delete dictionary entries, ensuring the
deleted entries do not appear in the user interface. This makes that dictionary value unavailable

for future use. Note: When users delete a dictionary value from Manage Dictionaries, the dictionary
value is soft deleted only. A soft delete occurs when a dictionary value is deleted from the interface
but is NOT yet removed from the Talent Suite database. After a certain time frame, a scheduler runs
in the background and deletes the dictionary value from the Talent Suite database permanently.
Note: When a dictionary value is tied to job/applicant/employee/other records, users only need
to disable (soft delete) the value, not remove it from the database completely. Tied records show
this value, but the dictionary value is unavailable to select for any other Talent Suite records. If
users import or add the same dictionary value through Settings >Utilities or Settings >Manage
Dictionaries respectively, which has already been soft deleted, then the soft delete in Talent Suite is
canceled. This rule also applies to dictionary values exported through the Settings >Utilities tab.
13. Define conditions as needed using the Manage Conditions screen (via the System Configuration tab).
14. Define field driving rules as needed using the Manage Field Driving Rules screen (via the System
Configuration tab).
15. Define the global toolbar settings by user type using the System Configuration: Manage Toolbar
Settings screen (via the System Configuration tab).
16. Associate Customize default columns and filters using the TS Filter and Display Fields screen (via
the System Configuration tab).
17. Define tasks to be associated to task groups using the Task Groups screen (via the System
Configuration tab).
18. Define users using the Manage Users: User Details screen (via Users tab).
19. Define user groups and associated field permissions using the Manage User Groups screen (via
Users tab).
20. Map forms as needed using the Manage and Edit Forms screen (via Job Settings tab).
• State forms
• Generic activity
21. Create job workflows using the Manage Job Workflow screen (via Job Settings tab).
• Major workflows associated with Onboard:
– Basic Onboard
– TS I9 and E-Verify
– TS W4 and State Forms
– Onboard Start
– Onboard End
• Allows all Talent Suite supported tasks.
• Uses conditions and decision-making levels.
• Allows configuration of:
– Document upload.
– Task type, required/optional/ad hoc and type of ad hoc
– Log-out on completion
– Employee Indicator
– Instructional text
– Attached activity emails
– Attached forms for tasks
– Due date

IBM®
Onboard Form I-9 and E-Verify Guide
IBM
Contents
Onboard Form I-9 and E-Verify Guide..................................................................... 1

What's New.................................................................................................................................................. 1
Introduction................................................................................................................................................. 1
Assumptions........................................................................................................................................... 2
Scope...................................................................................................................................................... 2
What Is Form I-9?........................................................................................................................................ 3
Form I-9 Requirements.......................................................................................................................... 3
What Is E-Verify?..........................................................................................................................................4
E-Verify Requirements........................................................................................................................... 5
Benefits of Using Onboard for Form I-9 and E-Verify................................................................................. 5
Workflow Overview - Form I-9 and E-Verify................................................................................................5
Accessing Onboard and Onboard Manager................................................................................................. 6
Form I-9 - Usage Overview.......................................................................................................................... 7
Understanding Form I-9 Tasks/Sections............................................................................................... 8
Entering Form I-9 Information (New Hire - I-9 Section 1)....................................................................9
Verifying Hire Form I-9 Information (Onboarding Manager - I-9 Section 2)...................................... 12
Verifying Hire Reverify/Rehire Form I-9 Information (Onboarding Manager - I-9 Section 3)............18
E-Verify - Usage Overview......................................................................................................................... 20
Interfacing with E-Verify (Onboarding Manager - E-Verify)................................................................ 23
Creating an E-Verify Case.....................................................................................................................23
Receiving an E-Verify Case Result....................................................................................................... 25
Verifying Photo Matches a Hire............................................................................................................ 27
Closing an E-Verify Case.......................................................................................................................28
Discontinuing New Hires...................................................................................................................... 30
Understanding the Effect of U.S. Government and Holiday Shutdowns on E-Verify..........................31
ii
Onboard Form I-9 and E-Verify Guide
What's New
Learn what's new.
Table 1. New Items

Item Topic
I-9 Section 2: Auto-Complete Third Party Approver Assignment Verifying Hire Form I-9
Information (Onboarding
This task must be configured. The Onboard I-9 Third Party Approver
Manager - I-9 Section 2)
Assignment can be configured to be auto completed when the approver is
passed through B-O integration.
I-9 Section 2: Addition of Additional Information Tag for V2 Export Verifying Hire Form I-9
This task must be configured. Addition Information provided in I-9 Section
2 is available in the V2 export of Job Application Integration Service with
the tag additionalInformation under onboardI9Activity.
I-9 Section 2: I-9 Approver Name and Completion Date Added Verifying Hire Form I-9
The I-9 Approver Name and Completion Date, when approved, are added
to the Manage New Hires page.
Onboarding managers can filter using the I9 Approver details. This
includes both third party users and system users.
Introduction
This document provides guidance on the employment verification choices available to companies using
the Onboard software applications.
U.S. companies use two main employment verification services:
• Form I-9 (Employment Eligibility Verification). United States federal form that is required for all new
hires, including U.S. citizens. The form helps verify a new hire's identity and establishes whether the
worker is eligible to accept employment in the United States.
• E-Verify. Voluntary automated United States federal program that onboarding managers use to verify
their new hires and/or existing hires' eligibility to work in the United States.
There are two Onboard applications that work together for employment verification:
• Onboard. Used by new hires to complete/sign/submit Section 1 of Form I-9 (Employee Information and
Attestation).
• Onboard Manager. Used by onboarding managers to:
– Complete/sign/submit Section 2 of Form I-9 (Employer or Authorized Representative Review and
Verification). This includes the review/verification of the hire's Form I-9.
– Complete/sign/submit Section 3 of Form I-9 (Reverification and Rehires). This is used, if needed, for
hire reverification/rehire.
– Interface with the E-Verify program to confirm the new hire's work authorization. This includes
submitting the hire's completed and signed Form I-9.
Note: At the end of the I-9 Section 1, 2, and 3 tasks, there is a completed/signed/submitted Form I-9 PDF.
STANDALONE TASKS
Onboard Form I-9 and E-Verify Guide 1

In Onboard Manager, an onboarding manager can assign standalone tasks (I-9 Section 1, I-9 Section
2, I-9 Section 3, and E-Verify) to a new hire. Standalone tasks can be completed at any point of time,
even after Onboard End, regardless of the other tasks in the workflow. Note: For a standalone task to be
utilized, a standalone setting must be configured/enabled for the client. If not enabled, standalone tasks
will not be created.
I-9/E-Verify: Standalone Task Specific to Job Application
In Onboard Manager, the following tasks display:
• I-9 Section 1_Standalone task
• E-Verify_Standalone task
If an onboarding manager selects a job application title that does not have a completed I-9 Section 2,
then the following error message displays: Standalone task cannot be created as Job does not have a
completed I-9.
Assumptions
It is assumed that onboarding managers already have an understanding of the federal Form I-9 and the
federal E-Verify program.
For this reason, this document does not go into detail about these. Instead, it focuses on how Onboard
and Onboard Manager work with Form I-9 and E-Verify to ensure a successful employment verification.
Scope
IBM will assist its clients in understanding how to use Form I-9 and E-Verify in Onboard and Onboard
Manager.
IBM, however, does not provide actual employment verification services to its clients.
Training and Badges

2 Onboard Form I-9 and E-Verify Guide

What Is Form I-9?
Form I-9 (Employment Eligibility Verification) is a United States federal form. For U.S. employers hiring
individuals to work in the U.S., it is used to verify each hire is authorized to work in the U.S.
U.S. law requires companies to employ only individuals who may legally work in the United States - either
U.S. citizens, or foreign citizens who have the necessary authorization. These individuals can be new hires,
existing hires, or rehires, and can be seasonal or permanent.
The information in Form I-9 is integral for the verification of the employment eligibility and identity of
each hire.
All U.S. employers hiring individuals for work in the U.S:
• Must have each hire complete a Form I-9.
• Are not permitted to contract for the labor of an individual who is known to be unauthorized for
employment in the U.S.
Form I-9 works in conjunction with the Immigration Reform and Control Act (IRCA), which controls illegal
immigration by prohibiting the hiring or continued employment of persons not authorized to work in the
United States.
• Employees hired after November 6, 1986 ARE REQUIRED to have a Form I-9 on file.
• Employees hired before November 7, 1986 who have been continuously employed by the same
employer ARE NOT REQUIRED to have a Form 1-9 on file.
• Employees in the Commonwealth of the Northern Mariana Islands (CNMI) hired after November 27,
2011 ARE REQUIRED to have a Form I-9 on file. Note: Between November 28, 2009 and November 27,
2011, Form I-9 CNMI was required.
Employers who choose to utilize E-Verify will submit a Form I-9 for each hire. The information is
compared to data in U.S. government records in order to confirm work authorization.
For more information on Form I-9, refer to the following:
• U.S. Citizenship and Immigration Services
• I-9 Central
• Download Form I-9
Form I-9 Requirements

Both Onboard Manager and Onboard are set up to manage Form I-9/E-Verify requirements.
A new hire:

• Must complete/sign/submit Form I-9 no later than the first day of employment (work for pay). It should
never be completed before the a job offer is accepted.
• Must complete Form I-9 in its entirety. Providing a Social Security Number (SSN) is required. Note: If a
hire does not have a SSN, the hire must obtain one from the SSA (Social Security Administration). This
will delay the employer's 3 day requirement to create a case in E-Verify.
• Must be able to produce unexpired and original documents (or the proper receipts) in order to
comply with I-9/E-Verify employment eligibility verification requirements. Note: A receipt is used as
a temporary placeholder for a document that needs to be replaced because it was lost, stolen, or
damaged. A receipt is only valid for 90 days AFTER presenting for employment authorization. The hire
must be able to present the real document before the time limit ends.
• If someone else completes the I-9 form for the hire, that person must complete the Preparer and/or
Translator Certification section of the form.
Onboarding managers:
• Are required to complete verification of the hire's Form I-9 within 3 business days of the hire's first day
of employment.
• Must keep a record of the form on file for three years after the hire is hired or for one year after
employment is terminated, whichever occurs later.
• The electronic signatures (eSignatures) used by new hires and onboarding managers to sign Form I-9
lawfully represent the signature that the person would typically provide on a hard copy of Form I-9.
What Is E-Verify?
E-Verify is free internet-based automated U.S. government program that lets participating employers
electronically verify the identity and employment eligibility of all persons hired to work in the United
States.
E-Verify is a voluntary program. Employers who choose to utilize the E-Verify program provide the Social
Security Administration (SSA) and Department of Homeland Security (DHS) with information from each
hire's Form I-9 (Employment Eligibility Verification) to confirm work authorization.
E-Verify system compares the hire's Form I-9 with SSA and DHS databases and provides verification
results within seconds.
The E-Verify program is free and is the most reliable means available to determine the employment
eligibility of new hires and the validity of their Social Security Numbers (SSNs).
E-Verify is available in all 50 U.S. states, the District of Columbia, Puerto Rico, Guam, and the U.S. Virgin
Islands.
E-Verify goals are to:
• Help participating U.S. employers maintain a legal workforce by reducing unauthorized employment.
• Minimize verification-related discrimination and protect an hire's civil liberties and overall privacy.
While participation in E-Verify is voluntary for most businesses, some companies may be required by state
law or federal regulation to use E-Verify. For example, most employers in Arizona and Mississippi are
required to use E-Verify. E-Verify is mandatory for employers with federal contracts or subcontracts that
contain the Federal Acquisition Regulation E-Verify clause.
For more information about E-Verify, refer to the following:
• E-Verify Website
• E-Verify Demonstration Video

E-Verify Requirements
Both Onboard Manager and Onboard are set up to manage Form I-9/E-Verify requirements.
After verifying the hire's Form I-9, an onboarding manager uses Onboard Manager to submit each hire's
information to the E-Verify program.
An onboarding manager:
• Must initiate an E-Verify case no later than the end of 3 business days after the hire begins work for pay.
• If this 3 day requirement isn't met, the onboarding manager must enter a reason.
• If a hire does not have a Social Security Number (SSN), the hire must obtain one from the SSA (Social
Security Administration). This will delay the employer's 3 day requirement to create a case in E-Verify.
• Can verify only one hire's employment eligibility at a time. There are no batch submittals.
• Cannot use a receipt showing the hire has applied to replace a lost, stolen, or damaged document. Note:
A receipt, while acceptable for Form I-9, is not acceptable for the E-Verify program. The onboarding
manager must wait until the hire presents the actual document for which the receipt was presented
before creating a case in E-Verify.
Benefits of Using Onboard for Form I-9 and E-Verify

Onboard streamlines the employment verification process by integrating aspects of Form I-9 and E-Verify
into both the Onboard and Onboard Manager applications.
Companies that use Onboard can reduce the amount of:
• Steps needed to complete the I-9/E-Verify process.
• Administrative work that is typically required for employers to ensure their company is compliant
with new versions of E-Verify. Because E-Verify components are integrated into Onboard, IBM ensures
compliancy by adding additional development features as necessary.
• Physical paperwork and time spent verifying workers.
• Time needed to complete the Form I-9 and E-Verify process.
• When a hire completes the Form I-9 in Onboard, the provided data is auto-populated into fields used by
E-Verify in Onboard Manager.
• The onboarding manager is prompted to review the populated Form I-9 data before submitting it
to E-Verify for verification. If the information pulled from the Form I-9 is incorrect, the onboarding
manager can correct the situation before submitting.
Without Onboard, a participating employer would need to navigate to the E-Verify website, log in,
and perform the manual data entry needed to complete the verification process for each newly hired
employee.
With Onboard, the process is streamlined. An onboarding manager can review/verify Form I-9s and
complete E-Verify without leaving the Onboard Manager application.
Workflow Overview - Form I-9 and E-Verify

Onboard and Onboard Manager work together for employment verification
Note: At the end of the I-9 Section 1, 2, and 3 tasks, there is a completed/signed Form I-9 PDF.
Basic Form I-9 and E-Verify Workflow:
1. New hires (using Onboard) complete/sign/submit Section 1 of Form I-9 (Employee Information and
Attestation). This task appears as I-9 Section 1 on the My Tasks page.
2. Onboarding managers (using Onboard Manager):
• Complete/sign/submit Section 2 of Form I-9 (Employer or Authorized Representative Review and
Verification). This includes the review/verification of the hire's Form I-9. This task appears as I-9
Section 2 on the My Tasks page.

• Complete/sign/submit Section 3 of Form I-9 (Reverification and Rehires). This task is used for hire
reverification/rehire. This task appears as I-9 Section 3 on the My Tasks page. Note: The I-9 Section
3 can be configured as a standalone task that needs no workflow, or it can be configured so that the
expiration of documents used originally in I-9 Section 2 automatically triggers the I-9 Section 3 task.
• Interface with the E-Verify program to confirm the new hire's work authorization. This includes
submitting the hire's completed and signed Form I-9. This task appears as E-Verify on the My Tasks
page.
The following illustration shows this basic I-9/E-Verify workflow. In this illustration:
• HR/Onboard User is referring to an onboarding manager (using Onboard Manager).
• New Hire is a new hire (using Onboard).
• DHS is the Department of Homeland Security, one of the agencies that is part of the E-Verify program.
This process assumes the new hire completes the I-9 Section 1 before Day 1, and that the E-Verify steps
occur 3 days after Day 1.
Note: This process assumes the same User Type or Role completes I-9 Section 2 as well as the E-Verify
steps; however, separate User Types/Roles can complete these activities. In addition, special User Type/
Role configurations are needed when a BrassRing integration is part of the process.
Accessing Onboard and Onboard Manager

You can access both Onboard and Onboard Manager.
About this task
Procedure
1. There is a banner/header row. It includes the name of the application, in this case, either Onboard or
Onboard Manager
2. There is an icon used by both Onboard and Onboard Manager:

3. To access this Onboard / Onboard Manager icon, select the Expand the Primary Navigation icon in the
4. The Primary Navigation icon displays a row of application icons. Selecting the Onboard / Onboard
Manager icon launches the application.
5. To display a navigation menu, select the Expand the Navigation icon. The navigation menu has links
to various pages in the application. Select the icon again to hide the menu.
6. To display the Home (Welcome) page, which contains not only a welcome message but also links to
tasks that need completing, select the Expand the Primary Navigation icon in the banner/header row,
and then select the Home icon. Note: Not all clients are configured for a Home page:
7. To get general help, select the Open My Account Menu icon in the banner/header row, and then select
Help from the resulting menu. The help displays. It is global to all applications. Select anywhere else
on the page to hide the menu.
Form I-9 - Usage Overview

Both Onboard and Onboard Manager are needed to manage Form I-9.
Reports can be pulled for all I-9 and W-4 fields. This is in combination with Job & Applicant entity fields.
Onboarding managers can run one consolidated report to know who completed I-9 and who completed
with I-9 receipts.
Clients can pull standalone I-9 data as part of their reports. A report can be generated for standalone
I-9 information when a combination of job, job application, E-Verify, and I-9 entities are used.
An I-9 audit report provides detailed audit information of an I-9 form.
• It contains job application information. This provides insight into what field was updated and with what
value, who the user was, and the timestamp.
• The audit information is specific to the job application to which the I-9 form is associated.
• This report can only be downloaded by users who have the CAP_I9_AUDIT_REPORT capability.
Refer to the DHS website for more Form I-9 information:
• I-9 Central (overview of Form I-9)
• Acceptable documents (List A, B, and C; receipts, and so on).
– A receipt is used as a temporary placeholder for a document that needs to be replaced because it
was lost, stolen, or damaged. A receipt is only valid for 90 days AFTER presenting for employment
authorization. The hire must be able to present the real document before the time limit ends.
– Validations were removed for List A and C documents when the expiration date is later than the start
date, but before the submission date.

Note: An eSignature is used to sign the Form I-9 PDF. The eSignature process is not discussed in detail
in this document since it is a separate task to create one. It is possible, however, to edit an eSignature
before signing Form I-9.
1. A new hire (using Onboard) completes/signs/submits Section 1 of Form I-9 (Employee Information
and Attestation). This task appears as I-9 Section 1 on the My Tasks page.
• A wizard assists the new hire to complete the task. As part of this process, it presents links to
the three lists of acceptable identity and employment eligibility documents the new hire needs to
present for verification purposes.
• Once the new hire completes the fields, Onboard automatically populates the data into Section 1 of
a Form I-9 PDF file, and prompts the hire to electronically sign/submit the document. Note: Once the
hire signs/submits the completed form, it cannot be modified unless the system requests it.
• The submitted Form I-9 PDF moves in the workflow to Onboard Manager.
2. An onboarding manager (using Onboard Manager) completes/signs/submits Section 2 of Form I-9
(Employer or Authorized Representative Review and Verification). This includes the review/verification
of the hire's Section 1 of Form I-9. This task appears as I-9 Section 2 on the My Tasks page.
• A wizard assists the onboarding manager to review/verify the hire's Form I-9, as well as verification
documents and other information.
• If there is:
– No discrepancy with the hire's Form I-9, the onboarding manager completes the verification, and
is prompted to electronically sign/submit the document.
– A discrepancy (I-9 information the hire provided does not correspond to what was requested),
the onboarding manager selects an I-9 Section 1 Reset button to reopen Form I-9. The system
automatically sends the hire an email indicating changes are needed and allows the hire to
complete the I-9 Section 1 task once again (via Onboard).
3. If needed, an onboarding manager (using Onboard Manager) completes/signs/submits Section 3 of
Form I-9 (Reverification and Rehires). This is used for hire reverification/rehire. Note: The I-9 Section
3 can be configured as a standalone task that needs no workflow, or it can be configured so that the
expiration of documents used originally in I-9 Section 2 automatically triggers the I-9 Section 3 task.
• On a hire profile page in Onboard Manager, selecting a pointer by a hire name displays a menu. One
of the menu items (if configured) is I-9 Section 3. Selecting it causes I-9 Section 3 to appear as a
task on the My Tasks page.
• A wizard assists the onboarding manager with the hire reverification/rehire fields.
4. If the employer participates in the E-Verify program, an onboarding manager (using Onboard Manager)
interfaces with the E-Verify program to confirm the new hire's work authorization. This includes
submitting the new hire's Form I-9 to E-Verify. This task appears as E-Verify on the My Tasks page.
Understanding Form I-9 Tasks/Sections

Form I-9 shows up in both Onboard and Onboard Manager as a task that needs completing.
In order to control the workflow associated with Form I-9, the process is divided into three separate tasks
(referred to as sections).
• I-9 Section 1 (identity/eligibility information entered by new hire).
• I-9 Section 2 (verification by onboarding manager of new hire identity/eligibility information).
• I-9 Section 3 (hire reverification and rehires, by onboarding manager, if needed).
Note: These tasks correspond to the three sections that comprise Form I-9.
• Section 1. Employee Information and Attestation
• Section 2. Employer or Authorized Representative Review and Verification
• Section 3. Reverification and Rehires

The final result, when combined with hire and onboarding manager eSignatures, is a completed and
signed Form I-9 PDF.
Note: All three I-9 Sections contain a standard set of fields for all clients. None are customizable.
Entering Form I-9 Information (New Hire - I-9 Section 1)

The Onboard application enables new hires to enter their identity/employment eligibility information
(needed for Form I-9).
In Onboard, the task that allows a new hire to complete/sign/submit Form I-9 is called I-9 Section 1. This
task corresponds to Section 1 (Employee Information and Attestation) in the Form I-9 PDF.
The I-9 Section 1 task shows up in Onboard on the My Tasks page.
When the hire selects the I-9 Section 1 task, it displays on its own page.
There are multiple pages needed to complete the I-9 Section 1 task. An I-9 wizard helps the new hire
navigate through the steps:
• Third Party Information. New hires can enable a third party (an outside approver) to complete the I-9
Section 2 on their behalf. The new hire is prompted to complete certain mandatory fields, including the
third party's first name, last name, email address, and one optional field, the contact number. Note:
Third Party Information is configurable by the client (enabled/disabled) on the activity in the workflow
configuration. Therefore, this step only displays if the Third Party configuration is enabled on the I-9
Section 1 activity in the workflow.
• Terms and Conditions. This includes check boxes for: Minors/Youth, Employees with Disabilities,
Preparer and/or Translator Certification, and None of the Above are Applicable.
• New Hire Information. Note: State information in the new hire's profile automatically displays in the new
hire's I-9 form.
• Employment Eligibility
• Citizenship Status and Employment
• Electronic Signature
• Sign and Submit I-9 (Form I-9 PDF)
Note: Sometimes new hires do not have their social security number information at their start date.
The United States Citizenship and Immigration Services (USCIS), however, requires new hires to complete
the I-9 within three business days of their start date. To accommodate the time requirement, the Social
Security Number field can either be required or optional depending if the client uses E-Verify.
If a client uses E-Verify, a question is asked on the new hire's I-9 Section 1 task: Employees must have a
Social Security Number (SSN) to be verified using E-Verify. The new hire is required to answer by selecting
one of the following options:

• I have a Social Security Number. If selected, the Social Security Number field is required, and the new
hire must enter the number (if the field is not already populated with the number).
• I have applied for, but have not yet received a Social Security Number. If selected, the Social
Security Number field does not display. When a social security number is not available, the value
Applied For-In Process is populated on the signed I-9 PDF. Onboard tracks this flag in the system
through the audit trail. this option allows the hire to complete the I-9 within the three-day time
requirement. Note: When a social security number is missing, the onboarding manager cannot initiate
E-Verify.
Clarification about optional/required fields:
• If the employer uses E-Verify, the new hire must provide a Social Security Number. Otherwise it is
optional.
• If the new hire provides an E-mail Address and Telephone Number (both optional fields), E-Verify can
provide important information regarding the E-Verify case.
Other Form I-9 Section 1 considerations:
• Apt Number, Email, and Phone Number in Section 1 of Form I-9 must have a response, either the value
provided for them or N/A (Not Applicable). New hires completing Section 1 of Form I-9 see an N/A for
Apt Number, Email, and Phone Number on the PDF if they do not provide one.
– N/A is populated within the field on the PDF Form I-9 (both before and after it is signed) and is not
editable.
– N/A is captured in the data base, and is the value output in reporting and in the DHS Audit Trail
reporting when no response is provided. It can be audited and exported.
• Other Last Names section. New hires completing Section 1 of Form I-9 see N/A (not applicable) for
Other Last Names used on the PDF when they do not provide one. If they do not have another last
name, they select the option I Do Not Use Other Names. This field is reportable.
• Middle Initial section. New hires completing Section 1 of Form I-9 see N/A (not applicable) for Middle
Initial used on the PDF when they do not provide one. If they do not have a middle initial, they select the
option I Do Not Have a Middle Initial. This field can be audited and exported.
• Lawful Permanent Resident needs to select number type (Alien Number or USCIS Number) on I-9
Section 1. If the new hire is a lawful permanent resident, the new hire on Step 4 of the I-9 Section
1 task must pick which number type they are using: Alien Number (capital letter A followed by 7-9
numbers) or USCIS Number (7-9 numbers).
• Support for multiple Preparer/Translator Sections ( up to 5). New hires completing Step 1 of the I-9
Section 1 form can indicate if they require one or multiple preparers or translators to comply with the
new 2016 I-9:
– On Step 1 of the I-9 Section 1, new hires can indicate if they fit the requirements of one or more of
the following: Minors/Youth; Employees with Disabilities; Preparer and Translator Certification.
– If new hires meet none of the requirements, they select the following option: I Require None of the
Assistance Offered. On the PDF, the No Preparer or Translator check box is selected.
– If new hires select at least one of the options from Step 1, they can indicate how many preparers and
translators they require by selecting 1, 2 or 3. If they select 1, the following displays and is required
for the preparer/translator: Preparer Information, First Name, Last Name, Street Address, City, and
option list for State.
• Form I-9: When an onboarding manager reopens Section 1 or 2 of a 2013 form I-9, the 2017 form I-9 is
automatically triggered to the new hire for completion because the 2013 form is no longer valid.
• Form I-94: Removing the requirement that aliens authorized to work provide both their Form I-94
number and foreign passport information in Section 1. A new hire completing I-9 Section 1 and
identifying as Alien Authorized to Work in the U.S. is only required to provide one of the following
document numbers to complete Form I-9: An Alien Registration Number/USCIS Number OR Form I-94
Admission Number OR Foreign Passport Number to comply with the new proposed changes for the
2016 Form I-9.

I-9 Section 1: Step 7 - Sign and Submit
When all information is verified, the new hire electronically signs the Form I-9 PDF (by selecting a check
box that applies an eSignature), and submits it.
The information the new hire provides in the I-9 Section 1 task is used to populate Section 1 in the Form
I-9 PDF.

Verifying Hire Form I-9 Information (Onboarding Manager - I-9 Section 2)
Once the new hire completes/signs/submits the I-9 Section 1 task, the onboarding manager verifies the
completed data.
In Onboard Manager, the task that allows an onboarding manager to review/verify the hire's Form
I-9 information is called I-9 Section 2. This task corresponds to Section 2 (Employer or Authorized
Representative Review and Verification) in the Form I-9 PDF.
The I-9 Section 2 task shows up in Onboard Manager on the My Tasks page.
When the onboarding manager selects the I-9 Section 2 task, it displays on its own page.
There are multiple pages needed to complete the task. An I-9 wizard helps the onboarding manager
navigate through the steps:
• Verify Hire Information
• Employment Eligibility
• Employer Information
I-9 Section 2: Step 1 - Verify Hire Information:

The fields in this step are automatically populated from the new hire's Form I-9 Section 1 information.
If the onboarding manager needs to:
• View the hire's Section 1 of Form I-9, it is viewable via Related Documents.
• Reopen Form I-9, there is an I-9 Section 1 Reset button. A reason for the reset is required. The system
automatically sends the hire an email indicating changes are needed and allows the hire to complete
the I-9 Section 1 task once again (via Onboard). Note: The reason for reset is not reportable data, and
displays only in the email to the new hire.
I-9 Section 2: Step 5 - Sign and Submit:

When all information is verified, the onboarding manager electronically signs the Form I-9 PDF (by
selecting a check box that applies an eSignature), and submits it.
The information the onboarding manager provides in the I-9 Section 2 task is used to populate Section 2
in the Form I-9 PDF.
DOCUMENT NUMBER AND EXPIRATION DATE
The I-9 Section 2 task has two questions that ask onboarding managers whether a document has a
document number and expiration date. The document number and expiration date data are reportable
and exportable, and the report columns are Review Document Number and Review Document Expiration
Date. The questions are:
• Does this document have a document number? Answer choices are Yes or No. If:

– Yes, the Document Number field displays, allowing the onboarding manager to enter the number.
– No (such as for birth certificates), N/A will appear in the Document Number field on the Form I-9 PDF.
• Does this document have an expiration date? Answer choices are Yes or No. If:
– Yes, the Expiration Date field displays, allowing the onboarding manager to enter the date.
– No (such as for some Native American Tribal Documents), N/A appears in the Expiration Date field on
the Form I-9 PDF.
RECEIPT
A new hire can present a receipt in lieu of identity/eligibility documentation (any List A/B/C documents).
Note: A receipt is used as a temporary placeholder for a document that needs to be replaced because
it was lost, stolen, or damaged. All acceptable receipts are valid for 90 days AFTER presenting for
employment authorization. The hire must be able to present the real document before the time limit ends.
All receipt data is captured, reportable, and exportable as a part of I-9 data.
• A check box in the I-9 Section 2 task called By Selecting This Box I Am Confirming that this
Document Is a Receipt allows onboarding managers to indicate that a new hire provided a receipt
as a placeholder for pending List A/B/C documents. Note: A new Section 2 is automatically generated
and must be completed once the true documents are provided.
• The onboarding manager selects the check box, enters the receipt number in the Receipt Number field,
enters the last day that the receipt is valid in the Receipt Expiration Date field, then selects Save and
Continue with Receipts to save the receipt information.
• New hires can complete some other onboarding activities while the Form I-9 documents are pending.
Note: Until the receipt is replaced with the actual List A/B/C document, the E-Verify process cannot be
completed.
• After the original valid document required is uploaded, the onboarding manager replaces the receipt
number with the actual document number. If the new hire has another valid document (such as a
Passport instead of a Driver's License), the new hire can present it instead of the document for which
the receipt was provided. The new hire's E-Verify process can now be completed.
• When new hires provide a receipt as a placeholder for their pending List A/B/C documents, this
information is exportable and reportable.
• Onboarding managers with reporting permissions access My Reports to create new reports or
update existing reports. To add I-9 receipt data, the new field option is Receipt (ReviewDocument).
To reach this option, do: Report menu item in Onboard - Manager > Onboard > Reports > My
Reports tab > Content and Sort Selection pane > Choose Fields to Add to Report field > Receipt
(ReviewDocument).
THIRD PARTY APPROVER
A new hire can assign I-9 tasks to a third party approver. When completing the I-9 Section 1 task, a new
hire can enable a third party (an outside approver) to complete the I-9 Section 2 on their behalf. Note:
This is a configuration on the activity on the workflow for I-9 Section 1. A new hire is only presented the
option to assign to a third party if the feature is enabled.
• The new hire is prompted to complete certain mandatory fields, including the third party's first name,
last name, email address, and one optional field, the contact number.
• Two email are sent if a third party approver is indicated on I-9 Section 1. The first email is a New User
Created email for the third party to set up their password, security questions, and security answers. The
second email provides the third party user access to the I-9 Section 2 task to be completed. Note: Third
party approvers who previously accessed the system only receive the second email with access to the
I-9 Section 2 task to be completed.
• All onboarding third party activity is reportable and exportable. Note: If the new hire is dispositioned,
the third party user account is disabled and any related tasks turn inactive.
Auto-Complete Third Party Approver Assignment. This task must be configured. The Onboard I-9 Third
Party Approver Assignment can be configured to be auto completed when the approver is passed through
B-O integration. This means users don't need to manually complete the task with V2 services. If there

is no data, or the data found does not have a user associated with the correct user group, then NO auto
complete is performed.
U.S. SOCIAL SECURITY ACCOUNT NUMBER IS UNRESTRICTED.
This change affects Form I-9, Sections 2 and 3. A Social Security card that includes any of the following
restrictive wording is NOT an acceptable List C document:
• NOT VALID FOR EMPLOYMENT
• VALID FOR WORK ONLY WITH INS AUTHORIZATION
• VALID FOR WORK ONLY WITH DHS AUTHORIZATION
ALIEN AUTHORIZED TO WORK IN U.S.
If a new hire has a citizenship status of Alien Authorized to Work in the U.S., Form DS-2019 and Form
I-20 display in List A documents. The onboarding manager can select Form DS-2019 for J-1 visa holders,
or Form I-20 for F-1 visa holders. If the onboarding manager selects:
• Form DS-2019 or Form I-20, the other two List A document fields become required. The other two
required documents are I-94 (Arrival/Departure Record) and Foreign Passport. If the onboarding
manager does not submit the I-94 and Foreign Passport information, an error message displays.
• Form I-20, I-94, and Foreign Passport, the documents show on the final Form I-9 PDF.
• Form DS-2019, I-94, and Foreign Passport, the documents show on the final Form I-9 PDF.
FORM I-94 CONSIDERATIONS
There is a D/S (Duration of Status) check box for I-94 that populates the Expiration Date in the PDF (and
is not editable). Note: When the I-94 is a receipt, the D/S option is not valid. The D/S field is reportable
and exportable.
1. New hire must choose An Alien Authorized to Work in the U.S option on Step 4 of the I-9 Section 1
task.
2. Onboarding manager must choose List A on Step 2 of the I-9 Section 2 task.
3. Onboarding manager must choose a Document Title of I-94 to get the This Document Uses D/S
(Duration of Status) Rather Than a Date check box.
4. Once the check box is chosen, D/S displays for the Expiration Date.
5. On the Form I-9, D/S is in the Expiration Date field.
The requirement that aliens authorized to work provide both their Form I-94 number and foreign
passport information in Section 1 was removed. A new hire completing I-9 Section 1 and identifying as
Alien Authorized to Work in the U.S. is only required to provide one of the following document numbers
to complete Form I-9: An Alien Registration Number/USCIS Number OR Form I-94 Admission Number OR
Foreign Passport Number to comply with the new proposed changes for the 2016 Form I-9.
SUPPORT FOR ADDITIONAL INFORMATION FIELD
• An onboarding manager completing Section 2 of the I-9 can document additional information in the
respectively named field required for Form I-9:
– This field appears on Step 2 of the wizard for Section 2.
– It is positioned before the Start Date and after the last set of document entry fields.
– The file label reads: Additional Information. Use this space to document additional information that
is sometimes required for Form I-9, such as: Additional notations on Form I-9 to describe special
circumstances, such as TPS ext., AC-21, 240-day ext., 180-day ext., 120-day ext. Information from
additional documents. If none of these apply to your employee, leave this area blank.
– This field allows up to 350 characters including spaces.
– This field is not required.
– The data entered needs to be mapped to the Additional Information field on the PDF.
– This is a text area field.

• The I9 Additional Information field is searchable, updatable, exportable, and reportable.
• Users can update the I9 Additional Information field for a completed I-9 Section 2. I-9 Section 3
approvers can add notes into the Additional Information field.
• Addition of Additional Information Tag for V2 Export. Addition Information provided in I-9 Section 2
is available in the V2 export of Job Application Integration Service with the tag additionalInformation
under onboardI9Activity.
I-9 NAME AND COMPLETION DATE ADDED
The I-9 Approver Name and Completion Date, when approved, are added to the Manage New Hires page.
Onboarding managers can filter using the I9 Approver details. This includes both third party users and
system users.
In Onboard Manager, on the Manage New Hires page, the information from the latest version of Form I-9
displays. It includes the following fields:
• I9 Approver First Name
• I9 Approver Last Name
• I9 Approver Email
• I9 Approver Phone
• Third Party or System User
• I-9 Section 2 Completion Date
• I9 Approver Type (this differentiates between Onboard user type or Third Party User
I9 Approver details are displayed in the Manage New Hires page only after I-9 Section 1 is saved/
completed.
I9 Approver details in third party scenarios are the third party users given in the third party approver
task or I-9 Section 1 (old functionality) irrespective of who completed the task. For regular completion
(without third party), whoever has completed is displayed.
Known Defect 242766 - Getting Elastic Error - All Shards Failed error when sorted on I-9 approver phone
field in Manage New Hires page.
OTHER I-9 SECTION 2 CONSIDERATIONS
• Special Placement. Onboarding managers can select Special Placement for the Document Title in List B.
– The option is only available if the new hire selected Employees with Disabilities in Section 1.
– When this option is selected, Issuing Authority, Document Number, and Expiration Date populate with
N/A in the PDF Form I-9.
• Individual Under Age 18. Onboarding managers can select Individual Under Age 18 for the Document
Title in List B.
– The option is only available if the new hire selected Minor/Youth in Section 1.
– When this option is selected, Issuing Authority, Document Number, and Expiration Date populate with
N/A in the PDF Form I-9.
• Form I-9: When an onboarding manager reopens Section 1 or 2 of a 2013 form I-9, the 2017 form I-9 is
automatically triggered to the new hire for completion because the 2013 form is no longer valid.

Verifying Hire Reverify/Rehire Form I-9 Information (Onboarding Manager -
I-9 Section 3)
An onboarding manager uses the I-9 Section 3 task in the Onboard Manager application to reverify an
employee when an existing work authorization expires or when an employee is rehired within 3 years of
their original hire date.
In Onboard Manager, the task that allows an onboarding manager to reverify/rehire is called I-9 Section 3.
This task corresponds to Section 3 (Reverification and Rehires) in the Form I-9 PDF.
To successfully use I-9 Section 3, a previously completed I-9 (both I-9 Section 1 and I-9 Section 2) must
have been completed.
The I-9 Section 3 can be configured as a standalone task that needs no workflow, or it can be configured
so that the expiration of documents used originally in I-9 Section 2 automatically triggers the I-9 Section
3 task.
On a hire profile page in Onboard Manager, selecting a pointer by a hire name displays a menu. One of the
menu items is I-9 Section 3. Selecting it causes I-9 Section 3 to appear as a task on the My Tasks page.
Note: This menu item is automatically triggered by the system based on the expiration of documents used
originally in I-9 Section 2.
When the onboarding manager selects the I-9 Section 3 task, it displays on its own page. When the
onboarding manager selects Yes for the question Has the Citizenship Status Changed?, a new standalone
I-9 Section 1 will be created for the new hire to complete it. The new hire is responsible for completing
I-9 Section 1 with the new citizenship status. Note: For the standalone I-9 Section 1 to be created and a
subsequent standalone Section 2 to be created, a standalone setting must be configured/enabled for the
client. If this isn't enabled, the standalone tasks will not be created.
There are multiple pages needed to complete the I-9 Section 3 task. An I-9 wizard helps the onboarding
manager navigate through the steps:
• New Hire Information, including employment eligibility, and reverification document
I-9 Section 3: Step 1 - New Hire Information:

I-9 Section 3: Step 3 - Sign and Submit:
When all information is verified, the new hire electronically signs the Form I-9 PDF (by selecting a check
box that applies an eSignature), and submits it.
The information the onboarding manager provides in the I-9 Section 3 task is used to populate Section 3
in the Form I-9 PDF.
I-9: SECTION 3 VALIDATION
Validation occurs when generating I-9 Section 3 when Section 2 is not completed or the I-9 is not
available in the workflow.

I-9 Section 3 is still generated for the latest job application if the new hire has more than one job
application.
E-Verify - Usage Overview

An onboarding manager uses Onboard Manager to review/verify the hire's Form I-9, then to interface with
the E-Verify program to initiate/resolve/close cases.
Employers enrolled in E-Verify must verify each hire's Form I-9 information matches government records,
thereby ensuring a legal workforce.
STANDALONE E-VERIFY
The E-Verify task can be configured as a standalone task that needs no workflow. Standalone E-Verify
is reportable. An onboarding manager can assign a standalone E-Verify task to a new hire. In Onboard
Manager, an onboarding manager can assign standalone tasks (I-9 Section 1, I-9 Section 2, I-9 Section 3,
and E-Verify) to a new hire. Standalone tasks can be completed at any point of time, even after Onboard
End, regardless of the other tasks in the workflow.
If clients need data related to standalone E-Verify, there are entity combinations that allow them to pull
the report. There are two entity combinations that pull standalone E-Verify activities into a report.
• Combination 1:
– EverifyCase
– I9
• Combination 2 (takes performance into consideration):
– Everify Case
– Job Application
– I9
– Job
– Generic Activity Entity
Note: These combinations cannot be changed for client specific needs.
E-VERIFY PROCESS
With E-Verify, the onboarding manager:
• Creates a case. The onboarding manager uses information from the hire's completed/signed Form I-9 to
create a case.
• Gets results. E-Verify displays a case result within seconds, but some cases may require additional
action. Case results can be initial, interim, or final. Every case must reach a final case result before the
onboarding manager can close it.
• Closes the case. The onboarding manager closes the case once there is a final case result.
• Runs an E-Verify audit report (if needed).
– This report is only available for Talent Suite clients.
– Data migrated from Onboard in a non Talent Suite environment to Onboard in a Talent Suite
environment is available.
– The audit report is self-service.
– It provides the case history from creation to closure.
– It includes employee verification data used for E-Verify.
– It includes eligibility status (as a column and a filter).
– It is a standard report with fixed columns and cannot be altered.
– Adhoc report functionality cannot be utilized using the E-Verify Audit report.

– By default, the report is weekly based (this week). Scheduled mails for the report are for this weekly
basis.
Refer to the DHS website for more E-Verify information:
• Verification process (overview)
• Tentative Nonconfirmations
• Photo matching
This topic assumes:
• The hire used Onboard to complete/sign/submit Section 1 of Form I-9 (as part of the I-9 Section 1 task).
• The onboarding manager used Onboard Manager to complete/sign/submit Section 2 of Form I-9 (as
part of the I-9 Section 2 task).
The onboarding manager is now ready for E-Verify.
1. On the My Tasks page of Onboard Manager, the onboarding manager selects the E-Verify task. An
Initiate Employment Verification page displays that shows fields automatically populated from the new
hire's Form I-9 Section 1 information.
• If the case is not opened within 3 business days (72 hours) of the new hire's employment start date,
a reason is needed.
2. The onboarding manager reviews the hire's Form I-9 information on the Initiate Employment
Verification page.
• If there is a discrepancy with the hire's Form I-9, the onboarding manager selects the Reopen I-9
option.
• If there is no discrepancy with the hire's Form I-9 information, the onboarding manager selects the
Initiate E-Verify option.
3. Once a case is submitted to E-Verify, E-Verify compares the hire's Form I-9 with SSA (Social Security
Administration) and DHS (Department of Homeland Security) databases and provides a case result
within seconds (though some results may require additional action). The desired case result is that the
hire is authorized to work.
4. If there are issues, an interim E-Verify case result is returned:
• DHS or SSA Tentative Nonconfirmation (TNC). Information doesn't match DHS or SSA records.
Additional action is required from the onboarding manager.
• DHS or SSA Case in Continuance. Hire visited an SSA field office or contacted DHS, but more time is
needed.
• DHS Verification in Progress. Case is referred to DHS for further investigations. No action is required
at this time. DHS usually responds within 24 hours, although some responses may take up to 3
federal government workdays. The onboarding manager should check daily for a response.
• Review and Update Employee Data. Onboarding manager should review, update, and resubmit the
hire's Form I-9 information.
5. Sometimes clarifying information is included in the E-Verify case result that indicates the problem
area. For example:
• Non US Citizen
• Missing DMV Number
6. An E-Verify case result called Photo Verification prompts the onboarding manager to compare a hire's
photo ID with a photo returned from DHS, and to indicate whether or not the photo matches the new
hire.
7. Every case must reach a final case result before the onboarding manager can close it. Final E-Verify
case results are:
• Employment Authorized. The hire is authorized to work.

• DHS or SSA Final Nonconfirmation. E-Verify could not verify a hire's employment eligibility after the
hire visited SSA or contacted DHS.
• DHS No Show. The hire did not contact DHS within the required 8 federal government workdays.
• Error: Close Case and Resubmit. Case cannot continue because the expiration date entered for the
hire's U.S. passport, U.S. Passport Car, or driver's license is incorrect. The onboarding manager must
resubmit the case to E-Verify.
8. Once a final E-Verify case result is received, the onboarding manager closes the case.
• From an Employment Authorized page, select the Close Case button.
• From other pages, select a Close Case option, then answering two questions:
– Is the hire currently employed with the company?
– What is the close case reason?
INITIATING EMPLOYMENT VERIFICATION
Initially, onboarding managers only see a Validate I-9 option, but later they have other options: Initiate
E-Verify, Re-open I-9, and Close Case.
• When onboarding managers select Validate I-9, the following message displays: Begin by validating the
case details. The case can be submitted only after the details have been validated and the status shows
as Draft. An E-Verify case must be created no later than the end of three business days after the employee
begins work for pay.
• The Draft Case service call validates the I-9 details and generates a case number. A response is
received from DHS: I-9 details validated. In case of errors, please re-open I-9 to make the necessary
updates; or click on 'Initiate Everify' to submit the case details to DHS.
• If the I-9 is validated successfully, then the following message displays: Case has been validated
successfully. Case can now be submitted. An E-Verify case must be created no later than the end of three
business days after the employee begins work for pay.
• If the I-9 is not validated successfully (there is unconfirmed data), then the following message
displays: The following list of fields that must be confirmed for SSA/DHS in order to continue processing
the case. In case of discrepancies, re-open I-9 and update the necessary fields; Else, go ahead and
submit the e-verify case.
• When onboarding managers select Validate I-9 after a case number is generated, then the Edit Case
service call updates the I-9 details.
• Once a case number is generated, then the Initiate E-Verify, Re-open I-9, and Close Case options
display.
• Onboarding managers can close the case while in Draft status by providing the case closure reasons.
DUPLICATE CASE CHECK FOR THE NEW HIRE
A duplicate case check is performed before E-Verify case creation for the new hire on the basis of Social
Security Number (SSN). Once I-9 Section 2 is completed, a duplicate case check is performed.
DHS has enhanced the duplicate check process and will display a list of existing E-Verify cases (if they
exist) for a new hire before an E-Verify case can be created. This is done by sending the SSN of the new
hire to DHS.
When there are duplicate cases existing for the new hire, when the onboarding manager selects the
E-Verify task, the link named Hide Existing E-Verify Cases with the Same SSN displays. This list provides
the Case Number, Created On Date and Status of the E-Verify cases.
When there are duplicate cases existing for the new hire, when the onboarding manager selects Validate
I-9, a text field displays that allows you to enter a reason to continue with case creation. Enter a reason
before selecting Create Draft.
• The text entered into the text field is sent to DHS for any case creation where a duplicate case already
exists.
• The text field allows a maximum of 255 characters.

• If more than the maximum number of characters are entered, then the following message
displays:Invalid value for "duplicate_continue_reason", the character length must be smaller than or
equal to 255.
• If no duplicate reason text is provided, then the following message displays: Invalid value for
"duplicate_continue_reason", a reason is required.
Interfacing with E-Verify (Onboarding Manager - E-Verify)

The E-Verify task allows an onboarding manager to create a case with the E-Verify program.
The E-Verify appears as a task on the My Tasks page in the Onboard Manager application. The page
includes a list of fields automatically populated from the new hire's Form I-9 information.
When the onboarding manager selects the E-Verify task, it displays on its own page.
The E-Verify task shows up in Onboard Manager on the My Tasks page.
There is no wizard as there is for I-9 Section 1, 2, and 3. Instead, Onboard Manager directly interfaces
with E-Verify, and the resulting pages that display depend on how E-Verify reacts to the submitted
information.
Creating an E-Verify Case

After verifying the hire's Form I-9, an onboarding manager uses Onboard Manager to submit each hire's
information to the E-Verify program.
An onboarding manager:
• Must initiate an E-Verify case no later than the end of 3 business days (72 hours) after the hire begins
work for pay. If this requirement isn't met, the onboarding manager must enter a reason on the Initiate
Employment Verification page.
• Can verify only one person's employment eligibility at a time. Each new, temporary, seasonal, and rehire
employee must have their own case.
• Cannot submit a receipt showing the hire applied to replace a lost, stolen, or damaged document. The
onboarding manager must wait until the hire presents the actual document for which the receipt was
presented before creating a case in E-Verify. Note: A receipt is a temporary placeholder for a document
that needs to be replaced because it was lost, stolen, or damaged. A receipt, while acceptable for Form
I-9, is not acceptable for the E-Verify program.
On the My Tasks page of Onboard Manager, the onboarding manager selects the E-Verify task. An Initiate
Employment Verification page displays that shows fields automatically populated from the new hire's
Form I-9 Section 1 information. If the case is not opened within 3 days (72 hours) of the new hire's
employment start date, a reason is needed.
Initiate Employment Verification Page - Reason Needed for Why Case Was Not Initiated Within 72 Hours:

The onboarding manager reviews the hire's Form I-9 information on the Initiate Employment Verification
page:
• If there is no discrepancy with the hire's Form I-9 information, the onboarding manager selects Initiate
E-Verify.
• If there is a discrepancy with the hire's Form I-9, the onboarding manager selects Reopen I-9.
DRAFT CASE CREATION
The process of case submission is split into case creation and case submission. This helps minimize
human error as well as reduces the amount of prematurely submitted or abandoned cases.
As a first step, onboarding managers create a case by selecting Create Draft. This assigns a case number
and returns a Draft case status. This signifies the case was created, but not submitted. Onboarding
managers can submit the case or reopen the case to make any updates then submit the case.
Note: A case can only be submitted if there are no errors and the case status is Draft. Initially, onboarding
managers only see a Create Draft option, but later they have other options: Submit E-Verify, Re-open
I-9, and Close Case.
When onboarding managers select Create Draft, the following message displays: Begin by validating the
case details. The case can be submitted only after the details have been validated and the status shows
as Draft. An E-Verify case must be created no later than the end of three business days after the employee
begins work for pay.
The Draft Case service call validates the I-9 details and generates a case number. A response is received
from DHS: I-9 details validated. In case of errors, please re-open I-9 to make the necessary updates; or
click 'Submit E-Verify' to submit the case details to DHS.
If the I-9 is validated successfully, then the following message displays: Case has been validated
successfully. Case can now be submitted. An E-Verify case must be created no later than the end of three
business days after the employee begins work for pay.
If the I-9 is not validated successfully(there is unconfirmed data), then the following message displays:
The following list of fields that must be confirmed for SSA/DHS in order to continue processing the case. In
case of discrepancies, re-open I-9 and update the necessary fields; Else, go ahead and submit the e-verify
case.
When onboarding managers select Re-open I-9 after a case number is generated, then the Edit Case
service call updates the I-9 details.
Once a case number is generated, then the Submit E-Verify, Re-open I-9, and Close Case options display.
Onboarding managers can close the case while in Draft status by providing the case closure reasons.
REOPEN I-9 SECTION 1 AND 2 OR REOPEN JUST I-9 SECTION 2
For an E-Verify case that is in draft mode, you can just open I-9 Section 2 (rather than reopening both
Section 1 and Section 2). This is useful when there is a duplicate status or incomplete status. When I-9
Section 2 is reopened, an email is sent to the new hire informing the person that Section 2 is assigned.
Note: This is the same email that is sent when Section 2 is assigned to a new hire after Section 1 is
completed.
REOPEN I-9 WITH EMPLOYEE'S VERIFICATION DATA EXPANDED

MISSING SOCIAL SECURITY NUMBER
If the new hire, when using Onboard to do the I-9 Section 1 task, does not have a social security number,
the hire can bypass the Social Security Number field and complete the I-9 within the three-day time
requirement. When a social security number is missing, the onboarding manager cannot initiate E-Verify.
The Employee Data Review screen shows the SSN field with a message: A Case Cannot Be Created in
E-Verify Without a Social Security Number.
1. After the employee receives a social security number, the onboarding manager reopens the I-9 so the
employee can enter it.
2. The onboarding manager then creates a case in E-Verify. When E-Verify prompts for the reason the
case was not submitted within three business days of the new hire's start date, the onboarding
manager selects Awaiting Social Security Number.
INITIATE E-VERIFY (with employee's verification data collapsed)
For the Submitting Official and Submitter's Phone Number fields, the requirement is either BOTH or
NONE.
Receiving an E-Verify Case Result

After the onboarding manager initiates a case (submits the new hire's Form I-9 information to E-Verify),
SSA and/or DHS returns one of a variety of results, for example, an Employment Authorization or a
Tentative Nonconfirmation (TNC).
The desired case result is that the hire is authorized to work. The onboarding manager can close the case.

With other results, the onboarding manager must review the situation, and try to correct any discrepancy.
If there is a duplicate case (a case containing the same SSN as a previous case entered by the same
employer in the past 30 days), E-Verify sends an alert. Receiving a duplicate case alert does not
necessarily mean the onboarding manager should close the new case. There may be instances where
the onboarding manager needs to create a new case for the same hire, such as in the case of a rehire or
if the previous case contains incorrect information. The onboarding manager should review the situation
and decide whether to continue with the case. If the case is truly a duplicate, it can be closed.
UNCONFIRMED DATA STATUS
When there is an Unconfirmed Data status, users must confirm and/or update I-9 data. Along with
the status, a list of fields displays on the screen, which must be confirmed for SSA and DHS in order
to continue processing the case. Onboarding managers must review the I-9 information for the fields
displayed and, if necessary, make changes.
If there are no changes, the onboarding manager can select Confirm or re-open the relevant I-9 sections
and update the required fields. Note: For Section 1, the new hire updates it.
DUAL TNC/SIMULTANEOUS VERIFICATION
Both DHS and SSA are verified together. They are queried simultaneously for their information, and the
information from both sources is combined to create a case eligibility.
There is only one TNC phase, where either (or both) DHS and SSA TNCs are handled. Employees have a
combined total of eight days to contact the appropriate agency, regardless of whether it is a single or dual
TNC.
CONSOLIDATED FAN LETTER
There is only one FAN per TNC type, with some dynamically generated fields in the letter for employee
instructions based on the type of TNC received.
CASE SYNC
In E-Verify cases, if a case receives an interim status such as Queued or Manual review, the further status
of this case will be updated in DHS at a later point of time.
In Onboard, when an E-Verify task is opened, the case sync to DHS happens, and if there is any status
update made to the case status in Onboard during this sync, a new case action is added known as Case
Sync and the corresponding update is saved with this case action.
UPDATE CASE
There is an implementation for Update case (edit case).
When an E-Verify case is in DRAFT status (Other), the Reopen I-9 link displays two buttons:
• Submit E-Verify OR Update Case
• Close
Whenever I-9 is reopened from E-Verify draft status, the Update Case button displays.
The Submit E-Verify button displays immediately after draft case creation OR once the update case is
called after completing the reopened I-9.
By the time the case is updated, if the case is overdue, the overdue reason displays.
MORE INFORMATION
Refer to the DHS website for more information about the following:
• Verification process (overview, including initial, interim, and final case results). Also refer to the E-Verify
- Usage Overview topic in thi document for addition information about case results.
• Tentative Nonconfirmations
Employment Authorization Result:

SSA Tentative Nonconfirmation Result:
Verifying Photo Matches a Hire

Photo matching is part of the E-Verify initial verification.
It is needed to ensure the photo the hire submitted matches the photo in government records.
Refer to the DHS website for detailed information about photo matching.
With photo match, there are three options:
• Matching
• Not Matching
• No Photo Displayed. Select this option when E-Verify either displays no photo or it displays an image of
something other than a photo of a person (for example, an image of the back of a passport).

Note: When the Scan and Upload portion of the case creation is reached, the user must upload both a
front and back picture in two separate fields.
A photo can be uploaded. Acceptable formats are jpg, pdf, and png. File size should not be more than
5MB.
Photo Verification Requested:
Answer Question - Does Hire's Submitted Photo Match Photo in Government Records:
Confirm Hire Photo:
Closing an E-Verify Case

When E-Verify provides a final verification case result, the onboarding manager must close the case,
regardless of the result.
There are various ways to close a case, depending on the circumstances. Note: Onboarding managers can
close a case at any point DHS allows, and can close a case that is not Employment Authorized.
Close Case when Result is Employment Authorization

When the E-Verify response is Employment Authorization, the onboarding manager can close the case
from the same page.

Close Case After Issues Are Resolved
Once all issues are resolved, the onboarding manager can close the case from the Close Case page.
The onboarding manager must answer two questions:
• Is this new hire currently employed?
• What is the reason for closing this case?
Close Case or Request Additional Verification
View Case History

Close Case - Auto Close with All Employment Authorized Case Result
All Employment Authorized case statuses are automatically closed by DHS.
Any case that receives an Employment Authorization case result during any step of the verification
process is automatically closed with standard closure reasons. This means that a case status of
EMPLOYMENT_AUTHORIZED will not be returned. Instead, that case is closed, a status of CLOSED is
returned, and the user will not need to manually close the case.
The E-Verify task is not automatically closed in this case. This is intentional, and allows the user to review
the case status.
In any other situation where a case does not receive Employment Authorized, manual closure is still
required.
Close Case - Auto Close While Dispositioning
When configured, an E-Verify case can automatically be closed when an employee is not with a company.
There is a configuration setting that, when enabled, allows an intermittent E-Verify case to close with an
incorrect data closure code when the employee is not with company (dispositioned/discontinued).
The client can discontinue the new hire with an in-progress/suspended E-Verify case status.
Close Case - Can't Close while in Referred or Case in Continuance Status
As of February 06, 2019, E-Verify Web Services users can no longer close cases while in SSA Referred or
SSA Case in Continuance statuses. The need for this change comes from DHS (Department of Homeland
Security). This change was implemented in order to reduce the number of errors received while SSA
works to resolve these cases.
If users attempt to close a case while in either of these statuses, E-Verify displays an error message: Case
is not in the correct state for this operation. Users must wait for the system to provide a final result before
they can close the case.
This change applies to existing cases currently showing SSA Referred or SSA Case in Continuance
statuses. Note: Clients will see a generic error message when they close the case, but they can view
the specific error message from the logs.
Discontinuing New Hires

Certain E-Verify statuses allow a new hire to be discontinued.
A new hire can be discontinued when E-Verify has following statuses:
• E-Verify is completed.
• E-Verify is not started.
• E-Verify is suspended without initiating a case.

An In Progress E-Verify case does not allow the discontinue of a new hire.
Understanding the Effect of U.S. Government and Holiday Shutdowns on

E-Verify
This topic describes how shutdowns work with E-Verify.
In the event of a U.S. government or holiday shutdown:
• New cases cannot and will not be created in Onboard via web services integration.
• Cases cannot be submitted manually through the E-Verify system.
• If an attempt is made via Onboard, an error message will be displayed on the task page.
• Each day the government is closed will count as a non-federal working day. Any cases that were being
processed by E-Verify will be paused until the shutdown is over. For example, the Three-Day Rule and
the TNC Contest Rule are not counted during the shutdown but will resume once the shutdown is over.

IBM®
Add the Standalone E-Verify Task
(eLearning) - Onboard Manager
IBM
Contents
Add the Standalone E-Verify Task (eLearning) - Onboard Manager...........................1
ii
Add the Standalone E-Verify Task (eLearning) - Onboard
Manager
Onboard Training
eLearning
This eLearning video/tutorial describes adding the standalone E-Verify task to a new hire in Onboard
Manager.
How to Add the Standalone E-Verify Task to a New Hire in Onboard Manager (eLearning, 1 minute)
Note: If you experience technical difficulties running the eLearning, ensure you have the latest version of
Add the Standalone E-Verify Task (eLearning) - Onboard Manager 1

IBM®
What's New
IBM
Contents
What's New.......................................................................................................... 1
Introduction.......................................................................................................... 1
Assumptions.................................................................................................................................................1
Scope............................................................................................................................................................ 1
Training and Badges..............................................................................................2
What Is Form W-4?............................................................................................... 2
What Are State Tax Withholding Forms?................................................................3
Benefits of Using Onboard for W-4 and State Tax Forms.........................................3
Workflow Overview - W-4 and State Tax Withholding Forms.................................. 4
Accessing Onboard and Onboard Manager............................................................. 4
Entering W-4 Information (New Hire).................................................................... 5
Entering State Tax Withholding Information (New Hire)....................................... 10
Reviewing W-4 and State Tax PDFs (Onboarding Manager)................................... 12
Onboard Maintained Forms................................................................................. 13
ii
What's New
Learn what's new.
Table 1. New Items

Item Topic
Updates to federal and state forms
Refer to the Release Notes for details.
Introduction
This document provides guidance on the withholding of income taxes using the Onboard software
applications.
U.S. companies use two types of forms to manage the withholding of income taxes:
• Form W-4 (Employee's Withholding Allowance Certificate). U. S. federal form (Internal Revenue
Service). Employers use the form to ensure the correct amount of federal income tax is withheld from a
hire's pay.
• State tax withholding forms. U.S. and Canada state tax withholding forms. Employers use the forms to
ensure the correct amount of state/local income tax is withheld from a hire's pay. Note: Not every state
uses a state tax withholding form; some states use Form W-4 as their state withholding form; and some
states use their own version of Form W-4 (and can have multiple forms).
There are two Onboard applications that work together for the withholding of income taxes:
• Onboard. Used by new hires to complete/sign/submit:
– Form W-4. At the end of the task, there is a Form W-4 PDF.
– Appropriate state/local tax withholding form. At the end of the task, there is a tax form PDF.
• Onboard Manager. Used by onboarding managers to:
– Review the new hire's completed/signed/submitted Form W-4 PDF and tax form PDFs.
– Initiate an email to the new hire if there is a discrepancy that needs correction. The hire (using
Onboard) can redo a W-4 or state tax form.
Assumptions
It is assumed that onboarding managers already have an understanding of the federal Form W-4 and the
state tax withholding forms.
For this reason, this document does not go into detail about these. Instead, it focuses on how Onboard
and Onboard Manager work with Form W-4 and state tax withholding forms to ensure income taxes are
properly managed.
Scope
IBM will assist its clients in understanding how to use Form W-4 and state tax activities in Onboard and
Onboard Manager.
IBM, however, does not provide actual income tax services to its clients.
What's New 1
Training and Badges
There are Onboard Manager and Onboard Configuration badge courses.
Onboard Configuration Badge:
What Is Form W-4?

Form W-4 (Employee's Withholding Allowance Certificate) is a United States federal form (Internal
Revenue Service). Employers use the form to ensure the correct amount of federal income tax is withheld
from a hire's pay.
Onboard is set up to manage Form W-4 for new hires. Once hires become employees, they do not use
Onboard to change Form W-4. Employers provide other ways for employees to change Form W-4.
In Onboard:
• Form W-4 can be configured as either as a required or optional task.
2 What's New
• The electronic signature (eSignature) used by a new hire to sign Form W-4 lawfully represent the
signature that the person would typically provide on a hard copy of the form.
Reports can be pulled for all W-4 and I-9 fields. This is in combination with Job & Applicant entity fields.
For more information on Form W-4, refer to the Internal Revenue Service (IRS) website, Form W-4,
Employee's Withholding Allowance Certificate.
What Are State Tax Withholding Forms?

State tax withholding forms are United States and Canada state forms. Employers use the form to ensure
the correct amount of state/local income tax is withheld from a hire's pay.
Onboard is set up to manage state/local tax withholding forms.
Not every state uses a state tax withholding form; some states use Form W-4 as their state withholding
form; and some states use their own version of Form W-4 (and can have multiple forms).
In Onboard:
• Depending on how Onboard is set up, a new hire's state of residence (state where the hire lives) or state
of employment (state where the hire works) triggers the state/local tax withholding forms the hire must
complete.
• State/local tax withholding forms are required tasks, but some forms allow a new hire to opt out of
completing a form.
• The electronic signature (eSignature) used by a new hire to sign state/local tax forms lawfully represent
the signature that the person would typically provide on a hard copy of the form.
• The fields in state/local tax withholding forms are not automatically prepopulated with new hire
information. The only way for this information to prepopulate is if the new hire already filled in the same
information on another state/local form.
For more information about state withholding tax, refer to the following: Publication 15 (Employer's Tax
Guide)
Benefits of Using Onboard for W-4 and State Tax Forms

Onboard streamlines the tax withholding process by integrating Form W-4 and state tax withholding
forms into the Onboard and Onboard Manager applications.
Onboard saves the new hire and the employer time and effort by:
• Filing the forms electronically.
• Keeping employees’ core documents current.
• Reducing the physical paperwork and time spent on the Form W-4/state tax forms.
• Reducing the administrative work that is typically required for employers to ensure their company is
compliant with new versions of Form W-4 and state tax forms. IBM ensures compliancy by adding
additional development features as necessary.
What Are State Tax Withholding Forms? 3

Workflow Overview - W-4 and State Tax Withholding Forms
Onboard and Onboard Manager work together for the withholding of income taxes.
New hires can download an editable/interim version of the state PDF form, edit it, then upload the
updated form back into the application. This way, new hires can electronically complete any worksheets/
calculations that exist within the form.
• The system captures the following information from the new hire: First Name, Last Name, Employee or
Beneficiary Number.
• This secures the basic information, and locks the fields before new hires are allowed to update the
editable/interim version of the PDF form.
Basic Form W-4 and State Tax Workflow:
1. New hires (using Onboard) complete/sign/submit federal Form W-4. This task appears as Onboarding
US W4 on the My Tasks page. At the end of the Onboarding US W4 task, there is a completed/signed/
submitted federal Form W-4 PDF. Note: This W-4 task must be completed before any state/local tax
forms display on the My Tasks page.
2. New hires (using Onboard) complete/sign/submit state/local tax withholding forms. At the end of each
state/local tax task, there is a completed/signed/submitted PDF. Note: Not every state uses a state
tax withholding form; some states use Form W-4 as their state withholding form; and some states use
their own version of Form W-4 (and can have multiple forms). When there are multiple state/local tax
forms, the new hire can:
• Complete them in any order.
• Complete only the ones that are relevant to the hire, and skip the others (by using an Opt-Out
button). For example, there could be a disability or military form that does not apply to the hire. With
the Opt-Out button, the task status is marked as Opted Out, and cannot be reopened.
3. Onboarding managers (using Onboard Manager) review the new hire's completed/signed/submitted
Form W-4 PDF and state/local tax form PDFs.
• This is not a task on the My Tasks page. Instead, the onboarding manager goes to the hire profile
page and from the Documents menu opens/views the PDFs.
• If there is a discrepancy that needs correction, the onboarding manager can initiate an email to the
new hire that allows the hire to use Onboard to redo a task.
Accessing Onboard and Onboard Manager

You can access both Onboard and Onboard Manager.
About this task
Procedure
1. There is a banner/header row. It includes the name of the application, in this case, either Onboard or
Onboard Manager
4 What's New
2. There is an icon used by both Onboard and Onboard Manager:
3. To access this Onboard / Onboard Manager icon, select the Expand the Primary Navigation icon in the
4. The Primary Navigation icon displays a row of application icons. Selecting the Onboard / Onboard
Manager icon launches the application.
5. To display a navigation menu, select the Expand the Navigation icon. The navigation menu has links
to various pages in the application. Select the icon again to hide the menu.
6. To display the Home (Welcome) page, which contains not only a welcome message but also links to
tasks that need completing, select the Expand the Primary Navigation icon in the banner/header row,
and then select the Home icon. Note: Not all clients are configured for a Home page:
7. To get general help, select the Open My Account Menu icon in the banner/header row, and then select
Help from the resulting menu. The help displays. It is global to all applications. Select anywhere else
on the page to hide the menu.
Entering W-4 Information (New Hire)

The Onboard application enables new hires to enter their federal tax withholding information (needed for
Form W-4).
In Onboard, the task that allows a new hire to complete/sign/submit Form W-4 is called Onboarding US
W4. The Onboarding US W4 task shows up in Onboard on the My Tasks page.
When the hire selects the Onboarding US W4 task, it displays on its own page.
Entering W-4 Information (New Hire) 5

There are multiple pages needed to complete the Onboarding US W4 task. A W-4 wizard helps the new
hire navigate through the steps:
• Instructions
• New Hire Information
• Withholding Elections. Note: New hires can access the IRS Withholding Calculator from Step 3 when
completing the W-4 form. When they select the link, a new window/tab opens and the IRS Withholding
Calculator page displays.
• Sign and Submit W-4 (Form W-4 PDF)
Note: State information in the new hire's profile automatically displays in the new hire's W-4 form. In
addition to US State information auto-populating on the W-4, the new hire can choose Canada or Mexico
manually, if relevant. Canada and Mexico do not auto-populate.
Onboarding US W4: Step 1 - Instructions:
Onboarding US W4: Step 2 - New Hire Information:
6 What's New
Onboarding US W4: Step 3 - Withholding Elections:

Onboarding US W4: Step 5 - Sign and Submit:
8 What's New
When all information on the PDF is verified, the new hire electronically signs the Form W-4 PDF (by
selecting a check box that applies an eSignature), and submits it.
Note: The new hire must complete the Onboarding US W4 task before any state/local tax forms display on
the My Tasks page.
FORM W-4 INFORMATION REGARDING NONRESIDENT ALIENS:

• When completing Form W-4, nonresident aliens are required to:
– Not claim exemption from income tax withholding.
– Request withholding as if they are single, regardless of their actual marital status.
– Claim only one allowance. Note: If the nonresident alien is a resident of Canada, Mexico, or South
Korea, or a student or business apprentice from India, he or she may claim more than one allowance.

• When completing Line 6 (Additional amount, if any, you want withheld from each paycheck), nonresident
aliens must select a Non-Resident Alien (NRA) check box.
– When the check box is selected, Line 7 (I claim exemption from withholding...) is disabled, and 0 is
auto-populated in the Line 6 field.
– The following link (by the check box) takes the user to Supplemental Form W-4 Instructions for
Nonresident Aliens: https://www.irs.gov/pub/irs-pdf/n1392.pdf
– A new text field allows new hires to enter their NRA status.
– NRA statuses information is available in the Determining Alien Tax Status topic at: https://
www.irs.gov/individuals/international-taxpayers/determining-alien-tax-status.
• For Line 7 (I claim exemption from withholding for 2019, and I certify that I meet both of the following
conditions for exemption), nonresident aliens cannot claim they are exempt from withholding (even if
they meet both the conditions listed on that line).
Entering State Tax Withholding Information (New Hire)

The Onboard application enables new hires to enter their state/local tax withholding information.
Regarding state tax withholding forms:
• Onboard supports state forms for both U.S. and Canada.
• Not every state uses a state tax withholding form. For example, Florida and Alaska have no state
withholding.
• Some states use Form W-4 as their state withholding form. For example, Pennsylvania uses Form W-4
as its state withholding form.
• Some states use their own version of Form W-4 (and can have multiple forms). For example, New Jersey
uses NJ-W4 as its state tax withholding form.
• Depending on how Onboard is set up, a new hire's state of residence (state where the hire lives) or
state of employment (state where the hire works) triggers the state tax withholding forms the hire must
complete/sign/submit.
The various state tax withholding tasks show up in Onboard on the My Tasks page. Note: These tasks do
not display until the new hire completes the Onboarding US W4 task.
For example, the following My Tasks page shows various Pennsylvania tax withholding forms.
10 What's New
When there are multiple tax withholding forms, the hire can:
• Complete the tasks in any order.
• Complete only the ones that are relevant to the hire, and skip the others (by using an Opt-Out button).
For example, there could be a disability or military form that does not apply to the hire. With the Opt-Out
button, the task status is marked as Opted Out, and cannot be reopened.
Opt-Out Button:
When the hire selects a state/local tax task, it displays on its own page. The following is a Pennsylvania
local tax withholding form:
Entering State Tax Withholding Information (New Hire) 11

When all information is entered, and the tax form PDF is created, the new hire electronically signs the PDF
(by selecting a check box that applies an eSignature), and submits it.
Reviewing W-4 and State Tax PDFs (Onboarding Manager)

Onboarding managers (using Onboard Manager) review the new hire's completed/signed/submitted Form
W-4 PDF and state/local tax form PDFs.
This is not a task on the My Tasks page. Instead, the onboarding manager goes to a hire profile page and
selects Documents from the menu. On the resulting Documents page, the onboarding manager selects
the pointer by a Form W-4 PDF or a state/local PDF, and from the resulting menu, selects View Document
to open a PDF.
12 What's New
The onboarding manager, on the Documents page, could also select New Hire Packet. This creates a PDF
that contains every PDF completed by the hire. Then the onboarding manager selects the pointer by New
Hire Packet, and from the resulting menu, selects Print Hire Packet (PDF) or Download Hire packet (PDF).
If there is a discrepancy that needs correction, the onboarding manager could create a new job for the
hire, which would allow the hire to use Onboard to repeat all onboarding tasks (including W-4 and state
activities). Note: There is no standalone W-4 activity, so there is no way to just have a hire redo the
Onboarding US W4 task.
Onboard Maintained Forms

List of Onboard maintained forms.
Table 2. United States Forms

Form Type Form Name Form Description
Federal W-4 Employee's Withholding
Allowance Certificate
Federal W-4 (SP) Certificado de Exencion de la
Retencion del(la) Empleado(a)
Federal W-4 (NRA) Employee's Withholding
Allowance Certificate for
Nonresident Alien Only
Federal 673 Statement For Claiming
Exemption From Withholding on
Foreign Earned Income Eligible
for the Exclusion(s) Provided by
Section 911
Onboard Maintained Forms 13

Table 2. United States Forms (continued)
Federal 8233 Exemption From Withholding on
Compensation for Independent
(and Certain Dependent)
Personal Services of a
Nonresident Alien Individual
Alabama A4 Employee's Withholding
Exemption Certificate
Alaska N/A No withholding tax
Arizona A-4 Employee's Arizona Withholding
Percentage Election
Arizona WEC Withholding Exemption
Certificate
Arizona A-4V Voluntary Withholding Request
for Arizona Resident Employed
Outside of Arizona
Arizona A-4C Request for Reduced Withholding
to Designate for Tax Credits
Arkansas AR4EC Employee's Withholding
Arkansas AR4ECSP Employee's Special Withholding
California DE 4 Employee's Withholding
California Federal W-4 Employee's Withholding
Colorado Federal W-4 Employee's Withholding
Connecticut CT-W4 Employee's Withholding
Certificate
Connecticut CT-W4NA Employee's Withholding
Certificate - Nonresident
Apportion
Delaware Federal W-4 Employee's Withholding
Delaware W-4NR Non-resident Withholding
Computation Worksheet
District of Columbia D-4 D-4 Employee Withholding
District of Columbia D-4A Certificate of Nonresidence in the
District of Columbia
Florida N/A No withholding tax
Georgia G-4 Employee's Withholding
14 What's New
Hawaii HW-2 Statement of Hawaii Income Tax
Withheld
Hawaii HW-4 Employee's Withholding
Allowance and Status Certificate
Hawaii HW-6 Statement To Employer
Concerning Nonresidence State
Of Hawaii
Idaho Federal W-4 Employee's Withholding
Illinois IL-W-4 Employee's Illinois Withholding
Illinois IL-W-5-NR Employee's Statement of
Nonresidence in Illinois
Indiana WH-4 Employee's Withholding
Exemption and County Status
Certificate
Indiana WH-47 Certificate of Residence
Idaho W-4 Employee’s Withholding
Iowa IA W4 Employee Withholding Allowance
Certificate
Iowa IA 44-016 Employee's Statement of
Nonresidence in Iowa
Kansas K-4 Employee's Withholding
Kansas K-4C Kansas Nonresident Employee
Certificate for Allocation of
Withholding Tax
Kentucky K-4 Kentucky's Withholding
Certificate
Kentucky K-4E Special Withholding Exemption
Certificate
Kentucky 42A809 Certificate of Nonresidence
Louisiana L-4 Employee's Withholding
Louisiana L-4E Exemption from Withholding
Louisiana Income Tax
Maine W-4ME Employee's Maine Withholding
Maine WHEX Personal Withholding Exemption
Variance Certificate

Maryland MW 507 Employee's Maryland
Withholding Exemption
Certificate
Massachusetts M-4 Employee's Withholding
Michigan MI-W4 Employee's Michigan Withholding
Michigan MI-NR Certificate of Nonresidency
Minnesota Federal W-4 Employee's Withholding
Minnesota MWR Reciprocity Exemption/ Affidavit
of Residency
Minnesota W-4MN Minnesota Employee Withholding
Allowance/Exemption Certificate
Mississippi 89-350 Mississippi Employee's
Certificate
Missouri MO W-4 Employee's Withholding
Missouri MO W-4A Certificate of Nonresidence/
Allocation of Withholding Tax
Missouri MO W-4C Withholding Affidavit For Missouri
Residents
Montana MT-R Reciprocity Exemption from
Withholding For North Dakota
residents who work in Montana
Montana Federal W-4 Employee's Withholding
Nebraska Federal W-4 Employee's Withholding
Nebraska W-4NA Withholding Certificate for
Nonresident Individuals
Nebraska 9N Nonresident Employee Certificate
Nevada N/A No withholding tax
New Hampshire N/A No withholding tax
New Jersey NJ-W4 Employee's Withholding
New Jersey NJ-165 Employee's Certificate of Non-
residence in New Jersey
New Mexico Federal W-4 Employee's Withholding
16 What's New
New York IT-2104 Employee's Withholding
New York IT-2104.1 New York State, City of New York,
and City of Yonkers Certificate of
Nonresidence and Allocation of
Withholding Tax
New York IT-2104-E Certificate of Exemption from
Withholding
North Carolina NC-4 Employee's Withholding
North Carolina NC-4 EZ Employee's Withholding
North Dakota NDW-R Reciprocity exemption from
withholding for qualifying
Minnesota and Montana
residents working in North
Dakota
North Dakota Federal W-4 Employee's Withholding
Ohio IT-4 Employee's Withholding
Ohio IT-4 NR Employee's Statement of
Residency in a Reciprocity State
Oklahoma OK-W-4 Employee’s Withholding
Oklahoma Federal W-4 Employee's Withholding
Oregon Federal W-4 Employee's Withholding
Pennsylvania REV-419 EX Employee's Nonwithholding
Application Certificate
Pennsylvania CLGS-32-06 Local Earned Income Tax
Residency Certification Form
Puerto Rico 499 R-4.1 Withholding Exemption
Certificate
Puerto Rico 499 R-4 Certificado De Exencion Para La
Retencion
Rhode Island RI W-4 Employee's Withholding
South Carolina Federal W-4 Employee's Withholding
South Dakota N/A No withholding tax
Tennessee N/A No withholding tax

Texas N/A No withholding tax
Utah Federal W-4 Employee's Withholding
Vermont W-4VT Employee's Withholding
Virginia VA-4 Employee's Income Tax
Certificate
Virginia VA-4b Employee's Credit for Income
Taxes Paid to Another State
Washington N/A No withholding tax
West Virginia WV/IT-104 Employee's Withholding
West Virginia WV/IT-104 R Certificate Of Nonresidence
West Virginia WV/IT-104.1 Low-Income Earned Income
Exclusion Certificate Election To
Not Withhold State Income Tax
Wisconsin WT-4 Employee's Wisconsin
Certificate/New Hire Reporting
Wisconsin WT-4A Employee Withholding
Agreement
Wisconsin W-220 Nonresident Employee's
Withholding Reciprocity
Declaration
Wyoming N/A No withholding tax
Note: States with Federal W-4 do not have state withholding. A state may use the federal form (for
example, California has both).
Table 3. Canadian Forms - Offered in French and English

Federal TD1 Personal Tax Credits Return
Alberta TD1AB Personal Tax Credits Return
British Columbia TD1BC Personal Tax Credits Return
Manitoba TD1MB Personal Tax Credits Return
New Brunswick TD1NB Personal Tax Credits Return
Newfoundland TD1NL Personal Tax Credits Return
Northwest Territories TD1NT Personal Tax Credits Return
Nova Scotia TD1NS Personal Tax Credits Return
Nunavut TD1NU Personal Tax Credits Return
18 What's New
Table 3. Canadian Forms - Offered in French and English (continued)
Ontario TD1ON Personal Tax Credits Return
Prince Edward Island TD1PE Personal Tax Credits Return
Quebec TP10153-V Personal Tax Credits Return
Quebec TD1Xe Statement of Commission
Income
Saskatchewan TD1SK Personal Tax Credits Return
Yukon TD1YT Personal Tax Credits Return

IBM®
Reopen Tasks (eLearning) - Onboard
Manager
IBM
Contents
Reopen Tasks (eLearning) - Onboard Manager........................................................1
ii
Reopen Tasks (eLearning) - Onboard Manager
Onboard Training
eLearning
This eLearning video/tutorial explains how to reopen tasks in Onboard Manager.
How to Reopen Tasks (eLearning, 1 minute)
Reopen Tasks (eLearning) - Onboard Manager 1

IBM®
IBM
Contents
Send BrassRing Candidates to Onboard.................................................................1
ii
Onboard Training
eLearning
This eLearning video/tutorial describes how to send BrassRing Candidates to Onboard.
Send BrassRing Candidates to Onboard (eLearning, 1 minute)
Send BrassRing Candidates to Onboard 1

IBM®
Onboard Glossary
IBM
Contents
Onboard Glossary.................................................................................................. 1
Onboard Glossary.........................................................................................................................................1
A.............................................................................................................................................................. 1
B.............................................................................................................................................................. 1
C.............................................................................................................................................................. 1
D.............................................................................................................................................................. 1
E.............................................................................................................................................................. 2
F.............................................................................................................................................................. 2
H.............................................................................................................................................................. 2
J...............................................................................................................................................................2
L...............................................................................................................................................................3
M..............................................................................................................................................................3
N.............................................................................................................................................................. 3
O.............................................................................................................................................................. 3
P.............................................................................................................................................................. 3
R.............................................................................................................................................................. 3
S.............................................................................................................................................................. 4
T.............................................................................................................................................................. 4
U.............................................................................................................................................................. 4
W............................................................................................................................................................. 4
ii
Onboard Glossary
Onboard Glossary
This glossary provides terms and definitions for Onboard.
The following cross-references are used in this glossary:
• See refers you from a non-preferred term to the preferred term or from an abbreviation to the spelled-
out form.
• See also refers you to a related or contrasting term.
A
ad hoc activity
An activity that is completed for a particular purpose.
approval process
A process that identifies the participants who must approve a job requisition or an activity, and in what
sequence the approvers receive the requisition or activity for review.
B
background check
A verification of past employment, credit history, and criminal history requested by an employer about
a potential employee.
binding rule
See field driving rule.
bulk action
An action that allows onboarding managers to send emails, discontinue onboarding for multiple new
hires, and complete tasks for a group of new hires simultaneously per requisition/job application
rather than doing this individually.
C
case
The submission of a new hire's Form I-9 information to E-Verify.
case result
The outcome of an E-Verify case the indicates an employee's eligibility for hire.
conditional workflow
A workflow in which a condition is specified for one or more activities.
D
decision level
An indicator that specifies the workflow activity to which the system should proceed.
dictionary
A set of values that populate drop-down lists and multi-select drop-down lists in the application.
direct deposit
A method of payment in which the employer electronically deposits net pay each payday directly to an
employee's bank account.
disposition
To discontinue the onboarding process for a new hire.
Onboard Glossary 1
driven field
The field that is affected by the driving field.
driving field
The field that determines available values in another field.
E
electronic signature (ESIG, eSignature)
An electronic stamp that is added to email messages, fields, or sections that verifies that the person
who originated the message is the author and that no one has tampered with the data.
employee status indicator
A built-in function to indicate a new hire's onboarding completion status.
employment authorization
A case result from E-Verify that confirms a hire's employment eligibility.
employment verification
A process that verifies a new hire's identity and their elegibility for employment.
ESIG
See electronic signature.
eSignature
See electronic signature.
E-Verify program
A program that determines the employment eligibility of new hires and the validity of their Social
Security Numbers (SSNs).
F
field class
A class that identifies a specific feature, aspect of functionality, or a sub group of related fields.
field driving rule
A rule that enables a selection in one field to determine the values available in another field.
field permission
The ability to access usability options for individual fields, such as whether a field is displayed or
hidden, whether a field is required or enabled, or whether a field can be used as a search criterion or
in ad hoc reporting.
H
hire
A person who is engaged to begin work. There are three types of hires: new hires, transfers, and
rehires.
hire profile
A profile that collectively refers to information about one hire.
hiring manager
A manager in an organization who has requisitions to be filled and the responsibility to fill these
requisitions.
J
job requisition
A request to fill a vacant position or create a new position that is made by a hiring manager to HR.
job setting
A configuration that relates specifically to jobs. Job settings include job workflow, forms, job
templates, and franchise management.
2 Onboard Glossary
job template
A template that provides default data for clients to use when constructing job requisitions.
L
location support
A filter that enables users to view only the jobs and applicants for the locations with which they are
associated.
M
medical clearance
A certification of the health of an employee to perform a particular role.
N
new hire
An employee who has been recently hired.
new hire packet
A PDF that contains every PDF completed by a hire while using Onboard.
new hire portal
A location where an organization’s new employees can track and complete their onboarding tasks.
O
onboarding
The process of integrating new hires into a work environment.
onboarding manager
The person responsible for integrating new hires into a work environment.
onboarding participant
The company personnel who need to participate with a hire's onboarding process.
onboarding process
A series of tasks that must be completed by the onboarding manager and the hire.
onboarding task
An activity to be completed by the hire or onboarding manager as part of the onboarding process.
organizational hierarchy
A hierarchy of organization levels paired in parent/child relationships.
P
persona
A role such as an onboarding manager, recruiter, hiring manager, or administrator.
prescreening question
A question that can be used to identify and optionally disposition unqualified applicants before any
workflow activities are completed.
R
receipt
A temporary placeholder for a document that needs to be replaced because it was lost, stolen, or
damaged.
recruiter
An individual who enagages in recruiting activities such as staffing and talent acquisition.
Onboard Glossary 3
S
sequence number
A number that is added to each activity field to enable users to identify the activities' logical flow.
start date
The date a hire's employment begins.
supplemental workflow
A set of workflow steps that is appended to an existing workflow already in use.
T
task group
A collection of associated tasks that can be configured together.
task owner
An individual person or a user type who is responsible for carrying out a task.
task status
The state of a specific task as indicated by status fields/icons.
U
user group
A group that has specific field permissions within an organization level.
user type
A part of the user license that provides additional controls over what access a user has, specifically
controlling what screens and data a user can access.
W
work authorization
See employment authorization.
workflow
The sequence of activities performed in accordance with the business processes of an enterprise.
4 Onboard Glossary
IBM®
Onboard Manager User Guide
IBM
Contents
Onboard Manager User Guide.................................................................................1

What's New.................................................................................................................................................. 2
Welcome to Onboard Manager.................................................................................................................... 2
Getting Started with Onboard Manager.......................................................................................................4
Menus Resulting from Selecting Pointer by Hire/Task Name..................................................................... 5
Understanding Tasks.............................................................................................................................. 6
Completing Onboarding Tasks............................................................................................................... 8
Completing Hire Profile Tasks................................................................................................................ 9
Understanding Manage New Hires Page..................................................................................................... 9
Performing Bulk Actions.......................................................................................................................13
Viewing Progress of New Hires within Task Groups............................................................................ 16
Managing Multiple Filters..................................................................................................................... 17
Managing Public Filters........................................................................................................................ 19
Using Job Application Filter and Table Display................................................................................... 19
Selecting All Across Pages................................................................................................................... 20
I9 Additional Information Field: Searchable/Exportable/Reportable................................................ 21
I9 Additional Information Field: Updatable........................................................................................ 21
Understanding Currently Onboarding Page - Overview............................................................................23
Understanding My Tasks Page - Overview................................................................................................ 24
Managing Onboarding Tasks......................................................................................................................26
Creating a New Account for a Hire....................................................................................................... 26
Viewing New Hires Based on Job Location..........................................................................................26
Verifying Hire Is Using the Onboard Application................................................................................. 27
Verifying Hire I-9 Information..............................................................................................................27
Utilizing Third-Party Approver: I-9 Section 2...................................................................................... 29
Submitting to E-Verify.......................................................................................................................... 31
Verifying W-4 and State Forms............................................................................................................ 32
Verifying Onboarding Requirements for Hires.....................................................................................33
Verifying Medical Clearance.................................................................................................................34
Verifying Import Data........................................................................................................................... 35
Verifying Hire Completed Tax Credit Survey........................................................................................35
Assigning a Staffing Specialist............................................................................................................. 36
Starting the Onboarding Process......................................................................................................... 36
Using a Provisioning Checklist............................................................................................................. 37
Discontinuing the Onboarding Process................................................................................................38
Verifying Export Data............................................................................................................................38
User Types: Prevented Task View/Edit/Completion ........................................................................... 39
Managing Documents...........................................................................................................................40
Managing Hire Profile Pages/Tasks........................................................................................................... 42
Understanding Hire Profile Pages and Tasks - Overview.................................................................... 42
Using the Job information Page to Update New Hire Start Date........................................................ 42
Verifying Personal Information............................................................................................................ 43
Printing Personal Information..............................................................................................................44
Reviewing Onboarding Tasks............................................................................................................... 45
Managing Signed Forms and Documents............................................................................................ 46
Reviewing Correspondence Log (Email).............................................................................................. 47
Reviewing Onboarding Participants.....................................................................................................48
Ending the Onboarding Process...........................................................................................................48
Other Tasks................................................................................................................................................ 49
Searching for Hires............................................................................................................................... 49
ii
Assigning a Standalone Task to a New Hire.........................................................................................49
Accessing Standalone Onboard........................................................................................................... 49
Managing Your eSignature in Your Onboard Profile.............................................................................50
Reopening Completed Tasks................................................................................................................51
Receiving Reminders and Escalations................................................................................................. 53
Getting Help..........................................................................................................................................53
Logging Out...........................................................................................................................................53
iii
iv
Onboard Manager User Guide
Welcome to the Onboard Manager User Guide. As an onboarding/hiring manager, there are tasks you must
complete as part of the onboarding (welcome aboard) process for a hire.
Onboard Training and Badges

There are Onboard Manager and Onboard Configuration badge courses. Click here for details.
Frequently Asked Questions (FAQs):

I am not able to end the onboarding process for a new hire. What do I do?
When an Onboard new hire completes all assigned tasks, the system should initiate the Onboard End
task for the onboarding manager responsible for the new hire. If the new hire has not completed all
tasks, then this task may not initiate. You should confirm the new hire has completed all their tasks,
and that the task status is completed, not pending. If the new hire has completed all tasks, but the
Onboard End activity has not initiated, or there is an issue submitting the Onboard End activity, please
contact your IBM Representative for technical support.
Onboard Manager User Guide 1

My email says I need to complete all my new-hire documents, and I entered information into all the
required fields, and the status is now Pending. What does this mean? Is this just a matter of time to
wait? I don't see any other tasks I need to do, which surprises me.
A Pending task is sometimes dependent on other tasks in the workflow (driven by a condition set
on another task). There could be a delay before the status changes to Completed. Sometimes your
organization will set some tasks to only display after you complete another task.
How do I create an eSignature?
The first time you access a form that requires an eSignature, you will be prompted to create one. If
you want to change it, either start another form that requires an eSignature (and follow the prompts),
or open the page that directly allows you to create/edit one. To directly reach the eSignature page,
select Onboard Profile from the navigation menu. You can edit or enter an e-Signature. If you select
Edit, you can upload a graphic image of your signature or draw a new one.
User Guide Topics:
What's New
Learn what's new.
Table 1. What Is New

Item Topic
Manage New Hires: Select All Across Pages Selecting All Across Pages
Onboarding managers can select all new hires across

Manage New Hires pages and perform a bulk action.
They do not need to perform this action for each page
individually.
I-9: Auto-Complete Third Party Approver Assignment

This task must be configured.
The Onboard I-9 Third Party Approver Assignment can be
configured to be auto completed when the approver is
passed through B-O integration.
This means users don't need to manually complete the
task with V2 services.
If there is no data, or the data found does not have a
user associated with the correct user group, then NO
auto-complete is performed.
User Types: Prevented Task View/Edit/Completion User Types: Prevented Task View/Edit/
Completion
This task must be configured.
User types can be prevented/restricted from completing
tasks they can see but are not responsible for. This
ensures compliance and mitigates confusion.
Welcome to Onboard Manager

As an onboarding/hiring manager, there are tasks you must complete as part of the onboarding ("welcome
aboard") process for a hire.
Use the Onboard Manager application to review/edit:
• Hires who are currently onboarding along with related tasks (Main link on the navigation menu).
2 Onboard Manager User Guide

• Hires who are just entering the onboarding process along with related tasks (My Tasks link on the
navigation menu). These tasks are specific to the currently logged in onboarding/hiring manager.
Hires use the Onboard application to complete the onboarding process. Onboard Manager uses many
of the same features as Onboard, which makes it easier for your tasks to dovetail with hire tasks. This
document could contain topics that may not apply to you because the content of the Onboard Manager
pages varies depending on how your company sets up the application.
Hire Tasks
Discontinue onboarding process for any hire who should no longer be brought aboard:
• Discontinue onboarding process
Ensure that all onboarding tasks are completed:
• Create an account for a hire.
• View new hires based on job location.
• Verify that new hire is using the Onboard application.
• Verify new hire I-9 information.
• Submit to E-Verify.
• Verify W-4 and state tax forms.
• Verify onboarding requirements.
• Verify medical clearance.
• Verify that import data is correct.
• Verify that new hire completed the tax credit survey.
• Assign a staffing specialist.
• Start onboarding process
• Use provisioning checklist.
• Verify that export data is correct.
• Verify that new hire completed the tax credit survey.
• Managing documents
Ensure that all hire profile tasks are completed:
• Verify hire personal information is correct.
• Manage onboarding tasks.
• View signed forms and documents.
• Manage correspondence logs.
• Manage onboarding participants.
• End onboarding process.
Perform other tasks:
• Search for hires.
• Access standalone Onboard.
• Log out.
Some onboarding tasks and hire profile tasks can occur concurrently. Since the workflow is configurable,
the list of onboarding tasks and hire profile tasks is subject to change.

Getting Started with Onboard Manager
Onboard Manager is easy to access and navigate.
About this task

If you have more than one application license, the Talent Suite Home (Welcome) page is present. If you
have only one application license, the Talent Suite Home (Welcome) page is bypassed, and you are taken
directly into Onboard.
Procedure
1. After you log in, a Talent Suite Home (Welcome) page displays that contains a Welcome Message, and
a row of application icons. One of these icons is Onboard Manager:
2. In the Welcome Message, you can select a task link (if present) to directly access a specific task for
a hire or select View All to display the My Tasks page. You can also display the My Tasks page by
selecting the Onboard Manager icon.
3. To display an Onboard Manager navigation menu, select the Expand the Onboard Manager Navigation
icon. The navigation menu has links to Onboard Home (My Tasks page), Currently Onboarding,
Report, Onboard Profile, Manage New Hires, and Onboard Help. Select the icon again to hide the
menu.
4. To redisplay the row of application icons, select the Expand the Primary Navigation icon in the
5. If you navigate away from the My Tasks page, you can return to it by either selecting:
• The Onboard Manager link in the banner/header row.
• The Expand the Primary Navigation icon in the banner/header row, and then selecting the Onboard
Manager icon.
• The Expand the Onboard Manager Navigation icon in the banner/header row, and then selecting
the Onboard Home menu item.
6. To redisplay the Talent Suite Home (Welcome) page, select the Expand the Primary Navigation icon in
the banner/header row, and then select the Home icon:
7. To get help about Onboard Manager, select the Help link from the navigation menu. The Onboard
Manager User Guide displays, into its own window.
8. To get help about the Talent Suite, select the Open My Account Menu icon in the banner/header row,
and then select Talent Suite Help from the resulting menu. The Talent Suite Help displays, into its
own window. It is global to all Talent Suite applications. It describes the banner/header row. Select
anywhere else on the page to hide the menu.

10. To change your password and challenge questions, select the Open My Account Menu icon in the
banner/header row, and then select Security Settings. The first time you logged onto Onboard
Manager, you initially set up your password and challenge questions. This allows you to change them.
Training and Badges

Menus Resulting from Selecting Pointer by Hire/Task Name

Menus help you navigate.
Selecting a pointer icon by a hire name on the Currently Onboarding or My Tasks pages displays a menu
containing:
• Manage Onboarding Tasks
• Profile
• Documents
• Onboarding Participants
• Job Information

Selecting a pointer icon by a task name on the Manage New Hires (task group) or Currently Onboarding or
My Tasks or Onboarding Tasks pages displays a menu containing:
• View Task. Displays the task.
• Reopen Task. Selecting a pointer icon by a task with a status of Completed displays a menu. If a
• Claim Task. Allows you to claim the task so that you can complete it. This enables faster completion of
the onboarding process. You can access all new hire records, and act upon an open onboard task, even
if you are not responsible for a particular job (are not a job participant). The system (by default) sends
the original task owner an email about the change of ownership, and refreshes the page so it reflects the
change. You cannot claim a task that requires a new hire's sign-off.
Selecting a pointer icon by a hire name on a hire profile page displays a menu containing:
• Discontinue Onboarding
• Print Personal Info
• I-9 Section 1. Displays only when I-9 Section 1 is configured as a standalone task (not paired with the
I-9 Section 1 task). Selecting it causes I-9 Section 1 to appear as a task on the Onboard application My
Tasks page (new hire needs to redo the task). Note: This menu item is automatically triggered by the
system.
• E-Verify. Displays only when E-Verify is configured as a standalone task. Selecting it adds an E-Verify
task to the new hire. Note: This menu item is automatically triggered by the system. There must be an
already completed I-9 form, or an error will display when the E-Verify menu item is selected.
• I-9 Section 3. Displays only when I-9 Section 3 is configured as a standalone task (not part of the
standard I-9 Section 1 and I-9 Section 2 workflow). Selecting it causes I-9 Section 3 to appear as a
task on the My Tasks page. Note: This menu item is automatically triggered by the system based on the
expiration of documents used originally in I-9 Section 2.
On a hire profile page, there is a menu containing the following items, which allow you to move between
hire profile tasks:
• Onboarding Tasks
• Personal Information
• Documents
• Correspondence Log
Understanding Tasks
As an onboarding/hiring manager, there are tasks you must complete.
When You First Log On

When you first log on, a Welcome Message displays.
The Welcome Message:
• Informs you how many tasks are awaiting your attention.
• Displays the most pressing tasks, allowing you to directly access those tasks.
• Provides a View All link that displays the Currently Onboarding page, allowing you to view all hires.

Number of Tasks Awaiting Your Attention
It's easy to know how many tasks are awaiting your attention.
Procedure
1. The Welcome message that displays when you first log on reveals the number of tasks. Note: If the
Talent Suite is configured so that both Onboard Manager and Onboard New Hire icons display in the
application row, the number of tasks that displays in the Welcome message is for both applications.
2. The My Tasks page reveals the actual tasks. If there are no tasks, a message informs you of that fact.
3. The Currently Onboarding page contains each hire, and allows you to view the onboarding tasks for
each.
Task Status
Status fields/icons indicate the state of a specific task.
• Not Started. Task is upcoming, but cannot be acted upon yet. You may not be able to access such a task
until other tasks complete (the task name will not be a link).
• Pending. Task that can be acted upon. This task can be optional. It may be dependent on other tasks in
the workflow (driven by a condition set on another task).
• In Progress. Task can be acted upon and has had information saved to it, but is not yet completed. Save
and Finish Later link was selected.
• Overdue. Task is past the due date.
• Completed. Task is completed. Submit/Completed button was selected.
• Opted Out. Hire chose to opt-out of doing a task, such as filling out an optional state form. Opt-Out
button was selected.
Generally speaking, a task's status will follow the following workflow: Not Started>Pending>In
Progress>Completed. It is possible that Overdue could be the first task.
Selecting a Task Name

A task name is sometimes a link, and sometimes it is not. Whether the task name is a link or not depends
if you are the task owner and on the task status.
A task owner can be an individual person or a user type. When the task is assigned to a user type, then all
individuals in the system who are assigned that same user type can access and complete the task.
If you:
• Are not the task owner, the task name is not a link. Exception: Onboard can be configured to allow
someone who is not the task owner to access a task. In that case, even though you are not the task
owner, the task name will be a link.
• Are the task owner and the task status is Pending, In Progress, or Completed, the task name is a
link, allowing you to select it to access/start the task. Exception: If the task status is not Pending, In
Progress, or Completed, the task name will not be a link. For example, if the task status for the Onboard
End task is Not Started, this means there are tasks the hire (or you) need to complete before you can
end onboarding for the hire. Once all the tasks are completed, the task status for Onboard End will
change from Not Started to Pending, and a link will appear.
Showing All Tasks

On the Currently Onboarding page, there is a list of hire names, but the associated tasks are not present.
You can easily view all onboarding tasks as well as all your tasks.
Procedure
View/Hide Onboarding Tasks:

1. From the Currently Onboarding page, select + View Onboard Tasks to display tasks.
2. Review the additional tasks and their status.
3. Hide the additional tasks by selecting - Hide Onboard Tasks. If there are no additional tasks, the links
do not display.
Show All Tasks for This Hire:
4. From the Currently Onboarding page, select + View Onboard Tasks to display tasks. If there are too
many tasks to display, a Show All Tasks for This Hire link displays.
5. Select the Show All Tasks for This Hire link. A separate page called Onboarding Tasks displays.
6. Review the list of tasks and their status.
View All My Tasks:
7. From the Welcome Message in the Currently Onboarding page, select View All My Tasks. The My
Tasks page displays.
8. Review the list of tasks and their status.
View All:
9. From the Welcome Message in the Onboard Home page, select View All. The Currently Onboarding
page displays.
10. Review the list of hires and display their associated tasks.
Required Versus Optional Tasks

Some tasks are required and some are optional. The exact mix and appearance of these tasks depends on
the particular workflow in use.
Custom Fields, Tasks, and Information

Because this application is customizable, you may see fields, tasks, and information that differ from what
is described in this document.
Sorting by Hire, Start Date, or Due Date

You can sort, using column headings.
About this task

On the:
• Currently Boarding page, you can sort by the Hire, Start Date, or Due Date column heading.
• My Tasks page, you can sort by the Hire, Task Due Date, or Task Status column heading.
Due Date is the default. When you move the cursor over one of these column headings, a underline
appears beneath the word, indicating you can use it to sort. When selected, a pointer displays by the
column heading, indicating it is controlling the sort.
Procedure
1. Select the Hire, Start Date, or Due Date column heading.
2. The items sort. A pointer indicates which column heading is currently controlling the sorting.
Completing Onboarding Tasks

A process exists for completing onboarding tasks.
Procedure
1. In the My Tasks or Currently Onboarding page, either:
• Select a task name.

• Select a pointer icon by a task name, and from the resulting menu, select a menu item.
2. Task information displays in its own page. Review/edit the tasks.
3. Complete the required fields (or steps), if applicable.
4. Select the Completed Task button. If you are not ready to complete the task, select Save and Finish
Later.
Completing Hire Profile Tasks

A process exists for completing hire profile tasks.
Procedure
1. In the My Tasks or Currently Onboarding page, either:
• Select a hire name.
• Select a pointer icon by a hire name, and from the resulting menu, select a menu item.
2. A hire profile page displays, with a menu displaying tasks: Personal Information, Onboarding Tasks,
Documents, Correspondence Log, and Onboarding Participants.
3. Select each menu task, and on the resulting pages, review the tasks.
4. While on a hire profile page, you can select a pointer by the hire name to display a task-based menu:
Hire name menu - Discontinue Onboarding and Print Personal Info.
Understanding Manage New Hires Page

The Manage New Hires page provides you with an improved experience when bringing new hires onboard.
The Manage New Hires page allows you to:
• Display and select filters against the new hires you are authorized to access, making it easier to locate
them.
• Use filters to help limit the information that displays
• Customize the columns that display on the page. You can add up to 25 columns. There is only horizontal
scrolling. Known issue: During horizontal scrolling, the check box may disappear from the view. To
select it, reverse the horizontal scroll.
• View the progress of new hires within task groups.
• Perform bulk actions, making it easier and faster to send emails and discontinue onboarding for multiple
new hires.
To access the Manage New Hires page, select the Expand the Onboard Manager Navigation icon. The
navigation menu has a Manage New Hires link.
The Manage New Hires page contains:
• Filter pane (can be displayed or hidden). You can customize the filters that display by selecting Edit
Filters. Standard and public and client-specific custom filters can display on the Manage New Hires
page, in Filters.
• Results pane (shows results of the filter). You can customize the columns that display by selecting Table
Display.
Procedure - Using and Customizing Filters (filter pane):

1. Select the Filter button to display a filter pane that will allow you to limit the information displayed.
Note: Selecting the Filter button again hides the filter pane.
2. From the filter pane, use the Load link to select the saved filter you want to work with. The name of
the filter displays in the Filter Name field. Use the Save, Save New, Manage, Load, and Clear links to
manage your filters.

3. From the filter pane, select the filter criteria you want. Use the expand icon to display the
selections for each filter. Use the collapse icon to hide the selections. Use the X icon to remove
a selection (such to remove a first name you entered). The default list of filters in the pane are as
follows, but through configuration, additional filters (like for E-Verify or Country) can be added. When
there is a long list of filters, the five most-used filters display.
• First Name
• Last Name
• Candidate Start Date
• E-Mail Address
• Candidate Reference Number
• Requisition Number
• Onboard Status
4. For date filters, such as the Candidate Start Date, you can enter both From and To dates.
5. For free-form text (such as First Name, Last Name, E-Mail Address, and City), there is a type-ahead
feature, providing matches (with check boxes and scroll bar if needed) in a drop-down after three
characters are entered. The order is alphanumeric, and multiple selections are allowed.
6. For integers, you can enter minimum and maximum ranges, and Boolean (Yes/No) displays as two
radio buttons.
7. Note: The number of selected filters displays in both the filter pane (as a number icon ) and in the
results pane (Selected Filters field). Selecting the number icon in the filter pane redisplays that filter
and its specific selections. Selecting the number in the Selected Filters field displays the specific filter
selections.
8. Select Edit Filters to customize the filters that display. The Edit Filters pop-up displays, allowing you
to search for or select available filter fields. You can You can add/remove/position the filter fields as
needed, using directional icons.
9. Select Save to save the selected filter criteria. Note: if you don't save the filters, the filter persists only
for the session.
10. Select Clear to deselect the selected filters and clear any entered values.
Procedure - Using and Customizing Columns (results pane):

1. Select a new hire's name to display the Onboarding Tasks page for that hire. From this page, you can
select menu items to display hire profile tasks.
2. Select a task status link (such as Completed from a task group column such as I-9 or E-Verify or New
Hire Ready) to view all tasks within a task group. This lets you view the progress of new hires within
task groups. A pop-up scrollable window displays that contains the task group name, the new hire's
name, the number of tasks in the task group, and the following columns: Task Name, Task Owner, Due
Date, and Status.
3. Select Table Display to customize the columns that display on the page (maximum of seven). The
Edit Columns pop-up displays, allowing you to search for or select available column fields. You can
add/remove/position the column fields as needed, using directional icons.
4. Select a pointer icon to sort information (ascending/descending). When selected, the pointer icon
becomes highlighted .
5. Select new hires by either selecting a global check box or by specifically selecting new hire check
boxes. When there are no selections, you can sort (by Name, Requisition Number, etc). Once you select
any check boxes, you can no longer sort.
6. Once you select new hires, the Take Action link becomes enabled, allowing you to display a menu that
lets you perform bulk actions:

• Send Communication (send bulk communication).
• Discontinue Onboarding (discontinue bulk onboarding).
Table 2. Manage New Hires Fields

Field Description
Name Name of new hire (last name, first name). It is alphabetically sortable
Other columns, such as
Other column headings in the results pane. Each column is sortable.
Candidate Start Date)
Task status link (such as Displays a scrollable pop-up window that contains all tasks within the
Completed from a task group task group. It contains the task group name, the new hire's name, the
such as I-9 or E-Verify or New number of tasks in the task group, and the following columns: Task
Hire Ready) Name, Task Owner, Due Date, and Status. By default, these columns are
sorted by their workflow order. Note: There is no column sorting on this
page other than the default.
• Task Name is the name of the task. When selected, the task detail
page displays. Note: The task name is not a link if the new hire is
dispositioned on the job application concerning the task group.
• Task Owner is the owner of the task.
• Due Date is the date the new hire must complete the task.
• Status is the status of the task.
There are five status indicators for the respective task group:
• Not Started - Has not completed at least one task within the task
group.
• In Progress - Has completed at least one task but has not completed
all tasks within the task group.
• Over Due - When at least one task within the group is overdue.
Overrides not started and in progress. Note: Overdue tasks go to the
beginning of the list. Note: For Overdue tasks, the status order is:
Overdue, Pending, In Progress, Not Started, and Completed. If there
are no Overdue tasks, the status order is: Pending, In Progress, Not
Started, and Completed.
• Completed - All tasks are completed within the task group. Note: All
completed tasks move to the end in the order they are completed.
• Not Applicable - When a group is comprised of tasks where the
conditions are not met to present to the new hire; or, when a custom
task group isn't configured.
Skipped tasks (condition not met/optional, not completed) disappear
from the list. Opted-out tasks remain as opted out. Started tasks and
tasks the user does not have the capability, based on user type, to
view are not selectable and do not show up as a link. With Completed/
Discontinued new hires, task groups are not updated. New hire task
groups are reevaluated when tasks groups are updated AND onboarding
status is not complete or discontinued. Regenerated ad-hoc tasks DO
NOT count against task group status.
Table Display Displays the Edit Columns pop-up, which allows you to customize the
columns that display on the page. You can search for or select available
fields (up to seven maximum). You can add/remove/position the column
fields as needed, using directional icons.

Table 2. Manage New Hires Fields (continued)
Field Description
Global check box Allows you to select all the filtered new hires (and deselect all). Note:
You can also just select specific new hires rather than use the global
check box. When there are no selections, you can sort (by Name,
Requisition Number, etc). Once you select any check boxes (either
globally or by selecting specific check boxes), you can no longer sort.
Take Action link Once you select new hires, this link becomes enabled, allowing you to
display a menu that lets you perform bulk actions:
• Send Communication (send bulk communication). This allows you to
send an email to multiple new hires.
• Discontinue Onboarding (discontinue bulk onboarding). This allows
you to discontinue onboarding for multiple new hires per
requisition/job application. This is not discontinuing them system
wide. Note: This task is Requisition Number specific (that is, for each
new hire, the Requisition Number is present). This data is reportable
and audit-able.
• Task Completion (complete bulk tasks). This allows you to complete
tasks for a group of new hires simultaneously per requisition/job
application rather than doing this individually.
• Revert Discontinue Onboard (revert bulk discontinue). This allows you
to revert discontinue onboarding for new hires. This means you do not
need to rehire a new hire to the job later if you make a mistake.
Table 3. Filter Fields

Field Description
Filter button Displays the filter pane, allowing you to select filters that will limit which
new hires display in the results pane. Selecting the Filter button again
hides the filter pane.
Filter Name Contains the name of a filter. Each name must be unique (per user).
Number icon (in filter pane) Indicates the number of selected filters. Selecting the number icon
redisplays that filter and its specific selections.
Save Saves any changes made to the currently viewed filter. Note: if you don't
save the filters, the filter persists only for the session. Note: There is no
limit for the number of filters that can be saved.
Save New Saves a new filter. The name must be unique (per user). The newly
created filter name displays in the Filter pane (in the Filter Name field).
Load Displays the Load Filters pop-up, which displays a list of saved filters,
allowing selection of a filter. The list of filters is sorted alphabetically.
In the Filter pane, the name of the selected filter displays in the Filter
Name field.
Manage Displays the Manage Saved filters pop-up, which displays a list of saved
filters, allowing them, if needed, to be renamed or deleted. The list of
filters is sorted alphabetically. When the Done button is selected, the
pop-up just closes. There is no message, even if a filter was renamed.
With renaming, if you click outside the text box after the rename but
don't select Done or X (in the window), the pop-up remains open but the
editing is complete.

Table 3. Filter Fields (continued)
Field Description
Selected Filters field (in Indicates the number of selected filters. Selecting the number displays
results pane) the specific filter selections.
Refine Results label Indicates to onboarding managers that filter criteria can be edited/
cleared, etc.
Clear Deselects the selected filter criteria and clears any entered values in the
currently viewed filter.
Edit Filters Displays the Edit Filters pop-up, which allows you to customize the
filter criteria that display in the filter pane. You can search for or
select available fields. You can add/remove/position the column fields
as needed, using directional icons.
Performing Bulk Actions

Any client with access to the Manage New Hires page in Onboard Manager can utilize bulk actions. Bulk
actions make it easier and faster for onboarding managers to send emails, discontinue onboarding for
multiple new hires, revert bulk discontinue, complete tasks for a group of new hires simultaneously per
requisition/job application, and do a bulk export.
Introduction
Bulk actions include:
• Bulk communication
• Bulk discontinue
• Bulk revert discontinue
• Bulk task completion
• Bulk export
Async Implementation for Bulk Actions

A threshold value exists for each bulk action, beyond which the process turns into async. Each record is
processed in a separate async thread, but the actual transaction is still a synchronous call.
If the number of records selected are less than this threshold, then the response is seen in the interface.
The thresholds for each action are as follows:
• Bulk discontinue and Bulk revert discontinue > 10 records
• Bulk task completion > 2 records
• Bulk correspondence - no threshold (always synchronous)
If the process turns into async, then the following message displays: The bulk action is in progress. You
will receive an email with status once the process has been completed. Users can proceed with further
actions after seeing this message.
A threshold value exists for each bulk action, beyond which the process turns into async. Note: The
current threshold for each bulk action to turn into async remains same.
An email is sent to the initiated user with the report after the async process completes.
Note: Only activities whose Talent Suite template type is No Template or Onboard Start or Onboard End
are allowed in bulk. Tasks must be configured to be taken in bulk. If no tasks are configured, the following
message displays: No Tasks Are Configured for Bulk Completion. Activities should not have any fields
configured as required for them to be considered for Bulk Completion.

On the Manage New Hires page of Onboard Manager, there is functionality for bulk actions:
• A select-all check box allows you to select all the filtered new hires who display on the currently viewed
page (and deselect all). Note: You can also just select specific new hires rather than use the select-all
check box.
– When there are no selections, you can sort (by Name, Requisition Number, etc). Once you select any
check boxes (either by selecting all or by selecting specific check boxes), you can no longer sort.
– When you select the select-all check box, you are selecting all new hires who display on the current
page. You are not selecting the new hires who display on multiple pages. For example, if 100 new
hires display on page 1 and another 100 display on page 2, only the ones on the currently viewed
page are selected. If you deselect the check box, only the ones on the currently viewed page are
deselected. Note: Changing the results per page does not affect the selections.
• Once you select new hires, the Take Action link becomes enabled, allowing you to select one of the
items from the resulting menu:
– Send Communication (send bulk communication). This allows an onboarding manager to send an
email to multiple new hires.
– Discontinue Onboarding (discontinue bulk onboarding). This allows an onboarding manager
to discontinue onboarding for multiple new hires per requisition/job application. This is not
discontinuing them system wide (to do that, on the hire profile page, select the pointer by the hire
name, then from the resulting menu, select Discontinue Onboarding). This task is Requisition Number
specific (that is, for each new hire, the Requisition Number is present). The onboarding manager must
provide a reason for the discontinuing (comes from D_DISPOSITION_CODES dictionary). This data is
reportable and audit-able, and the dictionary can be updated.
– Task Completion (complete bulk tasks). This allows onboarding managers to complete tasks for a
group of new hires simultaneously per requisition/job application rather than doing this individually.
– Revert Discontinue Onboard (revert discontinue). This allows onboarding managers to revert
discontinue onboarding for new hires.
– Export to Excel (bulk export). This allows onboarding managers to export new hire data to Excel.
SEND COMMUNICATION
When you select Send Communication from the Take Action menu, a Send Communication pop-up
displays. It shows the multiple new hires you selected (along with a requisition number), and allows you
send an email to them:. Note: You can deselect new hires before sending, if needed.
• You cannot change the From email address. Note: This is email address that is on file for the currently
logged-in user in the Gatekeeper profile (Talent Suite Admin user interface).
• The Subject, Greeting, and Message are required.
• The CC field is optional. You can enter one or multiple email addresses, separating them with
semicolons. There is no character limit and no limit on how many CC email addresses you can add.
• For the Greeting field, you must choose one from each of the following:
– Dear, Hi, Hello, or you can enter other text. If you enter other greeting text, you will see it displayed in
the Message text box (it cannot be edited from there). If you enter Dear, Hi, or Hello, this text will be
localized into the actual message. .
– First Name, Last Name, or Last Name, First Name.
• The Message text box does not allow rich text, but hard returns are permitted. This message is stored in
the new hire's Correspondence Log.
DISCONTINUE ONBOARDING
When you select Discontinue Onboarding from the Take Action menu, a Discontinue Onboard pop-up
displays. It shows the multiple new hires you selected, and an required field allows you select a reason
for the discontinuing. Note: If criteria does not allow some new hires to be discontinued, a message will

inform you about it (This Action Cannot Be Applied to x New Hires), and the check boxes are deselected.
Some examples of criteria that will not allow hires to be discontinued are:
• New hire is already dispositioned.
• New hire has an in-progress e-Verify case.
• Job application is already closed, completed, or inactive.
Note: There is global discontinue onboarding functionality, but it must be configured (via the Enable
Global Discontinue check box on the Manage Users: User Types screen, in the permissions for New Hire
Management). When configured, the Discontinue Onboarding option is based on the Enable Global
Discontinue capability. This functionality persists for users who have it enabled even when there aren't
any open job applications. When this is the case, the message No active job applications displays. When a
new hire is discontinued through this action, no action is taken on a competed job application. The system
acts on the in-progress job applications the same as it does without this functionality.
TASK COMPLETION
When you select Task Completion from the Take Action menu, a Task Completion pop-up displays. It
allows onboarding managers to select the task they want to complete (complete tasks for a group of new
hires simultaneously per requisition/job application rather than doing this individually).
With bulk completion:
• Onboarding managers can complete tasks they are normally able to complete.
• Access to the bulk completion action is user-type driven.
• Only activities whose Talent Suite template type is No Template or Onboard Start or Onboard End are
allowed in bulk.
• Tasks must be configured to be taken in bulk. If no tasks are configured, the following message displays:
No Tasks Are Configured for Bulk Completion.
• Each bulk task is individually selectable.
• The following actions are auditable: person, email, date, time, action taken, and new hires associated.
If criteria does not allow some tasks to be completed, a message will inform you about it (This Action
Cannot Be Applied to x New Hires), and the new hire check boxes are deselected.
Note: Onboarding managers can complete tasks with populated required fields for a group of new hires
simultaneously per requisition/job application. By doing so, they do not need to do them individually.
• Each bulk task is individually selectable from a menu.
• Access to this action is user-type driven.
• This task must be configured to be taken in bulk.
• In addition to the already existing functionality for templateless Onboard Start and Onboard End
activities, tasks that allow data entry can be used.
• This task will complete if all required fields are populated.
• Tasks with null data in the required fields will fail.
• These actions are auditable (person, email, date, time, action taken, new hires associated).
• Users can complete tasks they are normally able to complete.
• If the required field values is empty, validation still occurs and the task is not allowed to complete.
REVERT DISCONTINUE ONBOARD

When you select Revert Discontinue Onboard from the Take Action menu, a Revert Discontinue Onboard
pop-up displays.
Onboarding managers can revert discontinue onboarding for new hires. This means they do not need to
rehire a new hire to the job later if they make a mistake.
Notes:

• Onboarding managers can undo the discontinue individually or in bulk.
• If onboarding managers undo the discontinue, the workflow starts back up where it ended.
• There is onscreen confirmation.
• These actions are auditable and reportable.
EXPORT TO EXCEL
When you select check boxes for new hires from the Manage New Hires page then select Export to Excel
from the Take Action menu, you can export new hire data in bulk.
Notes:
• Filters should be used to obtain a custom list. This is a better approach than downloading all the new
hires each time.
• Selections that are made across pages will persist.
• There is a limitation of 10,000 records that can be retrieved/exported. Note: If there are more than
10,000 records or if no filters are applied, only 10,000 records can be retrieved/exported.
• For any column that uses icons (for example, task groups for status) the status is exported, not the html
for the icon.
Viewing Progress of New Hires within Task Groups

Any client with access to the Manage New Hires page in Onboard Manager can utilize task groups.
Onboarding managers can view a new hire's tasks within a task group by selecting the task group status
link to quickly view current task status.
Introduction
With this feature:
• On the Manage New Hires page, all tasks within a task group are viewable within a scrollable pop-up
window. Selecting a task status link (such as Completed from a task group such as I-9 or E-Verify or
New Hire Ready) displays a pop-up window that contains all tasks within the task group. Note: Selecting
the new hire's name displays the Onboarding Tasks page.
• The task group pop-up window displays the task group name, the new hire's name, the number of
tasks in the task group, and the following columns: Task Name, Task Owner, Due Date, and Status. By
default, these columns are sorted by their workflow order. Note: There is no column sorting on this page
other than the default.
– Task Name is the name of the task. When selected, the task detail page displays. Note: The task
name is not a link if the new hire is dispositioned on the job application concerning the task group.
– Task Owner is the owner of the task.
– Due Date is the date the new hire must complete the task.
– Status is the status of the task.
• There are five status indicators for the respective task group:
– Not Started - Has not completed at least one task within the task group.
– In Progress - Has completed at least one task but has not completed all tasks within the task group.
– Over Due - When at least one task within the group is overdue. Overrides not started and in progress.
Note: Overdue tasks go to the beginning of the list. Note: For Overdue tasks, the status order is:
Overdue, Pending, In Progress, Not Started, and Completed. If there are no Overdue tasks, the status
order is: Pending, In Progress, Not Started, and Completed.
– Completed - All tasks are completed within the task group. Note: All completed tasks move to the
end in the order they are completed.
– Not Applicable - When a group is comprised of tasks where the conditions are not met to present to
the new hire; or, when a custom task group isn't configured.

• Skipped tasks (condition not met/optional, not completed) disappear from the list.
• Opted-out tasks remain as opted out.
• Started tasks and tasks the user does not have the capability, based on user type, to view are not
selectable and do not show up as a link.
• With Completed/Discontinued new hires, task groups are not updated.
• New hire task groups are reevaluated when tasks groups are updated AND onboarding status is not
complete or discontinued.
• Regenerated ad-hoc tasks DO NOT count against task group status.
• Selecting a pointer icon by a task name on the Manage New Hires (task group) displays a menu
containing:
– View Task. Displays the task.
– Reopen Task. Reopens a completed task (if the task can be reopened).
– Claim Task. Allows you to claim the task so that you can complete it. This enables faster completion
of the onboarding process. You can access all new hire records, and act upon an open onboard task,
even if you are not responsible for a particular job (are not a job participant). The system (by default)
sends the original task owner an email about the change of ownership, and refreshes the page so it
reflects the change. You cannot claim a task that requires a new hire's sign-off.
Note: All I-9 Section 2 tasks with receipts and standalone will display.
Managing Multiple Filters

Any client with access to the Manage New Hires page in Onboard Manager can utilize filter features.
Introduction
Onboarding managers can not only create multiple filters (multiple searches), but can also easily use and
manage them, including making one the default.
Filter Functionality
On the Manage New Hires page of Onboard Manager, filter functionality includes the following:
• Filter Name
• Save
• Save New
• Load
• Manage (includes selection of one default filter)
• Refine Results
• Clear (existing functionality)
Filter Name
If onboarding managers saved a filter prior to the addition of the Default column on the Manage Saved
Filters (Manage link), there will be a saved filter with the name default. When they log in, they will be
at zero/ground state, and will see all the new hires they can access. They need to go to the Load Filters
pop-up (via the Load link) and load it. They can rename it by going to the Manage Saved Filters pop-up (via
the Manage link), then using the Rename link.
Once a default filter is selected, its name displays in the field.
SAVE
The Save link allows onboarding managers to save any changes made to the currently viewed filter.

SAVE NEW
The Save New link displays a Filter Name field, which allows onboarding managers to name a new filter.
The name must be unique (per user). There is no limit for the number of filters that can be saved.
If the onboarding manager tries to save a filter:

• With the same name as an existing filter, a message appears, informing the person that a saved filter
with that name already exists.
• Without a filter applied, a message appears, informing the person that the system is unable to perform
the operation.
The newly created filter name displays in the Filter pane, along with Save, Save New, Load, Manage, and
Clear links, and the Refine Results label:
LOAD
The Load link displays the Load Filters pop-up, which allows onboarding managers to view a list of
their saved filters, then select that filter. The list of filters is sorted numerically, and then alphabetically
(uppercase, then lowercase). In the Filter pane, the name of the selected filter displays in the Filter Name
field.
MANAGE
The Manage link displays a Manage Saved Filters pop-up, which allows onboarding managers to view a
list of their saved filters, set one default filter, edit/rename them, and delete them.
• The list of filters is sorted numerically, and then alphabetically (uppercase, then lowercase). When the
Done button is selected, the pop-up just closes. There is no message, even if a filter was renamed.
• To set one filter as the default, select a check box from the Default column. The default filter view is
applied automatically whenever an onboarding manager navigates to the Manage New Hires page the
first time after login. Note: If onboarding managers saved a filter prior to the addition of the Default
column, there will be a saved filter with the name default. When they log in, they will be at zero/ground
state, and will see all the new hires they can access. They need to go to the Load Filters pop-up (via the
Load link) and load it. They can rename it by going to the Manage Saved Filters pop-up (via the Manage
link), then using the Rename link.
• With renaming, if the onboarding manager clicks outside the text box after the rename but doesn't
select Done or X (in the window), the pop-up remains open but the editing is complete.
REFINE RESULTS
The Refine Results label indicates to onboarding managers that filter criteria can be edited/cleared, etc.
CLEAR
The Clear link allows onboarding managers to clear filter criteria in the currently viewed filter.

Note: If an error message occurs, it will remain until the onboarding manager closes it or until another
action happens.
Managing Public Filters

Public filters are standard filters that are marked with IS_PUBLIC. On the Manage New Hires pages, these
filters allow you to more easily manage new hires.
New Hire Reverification Public Filter
This filter allows you to easily manage new hire reverification.
On the Manage New Hires page:
• The view is set to the Due Date standard filter.
• There is a filtered list of new hires who have a due date coming up in the next 90 days (does not include
receipt data). This includes both workflow and standalone data, as well as I-9 Section 2 and I-9 Section
3.
• The columns on the page are: New hire name, Working Title, i9ReverificationDate, I-9.
• Selecting a link in the I-9 column displays a pop-up with the details of the various I-9 sections and their
corresponding statuses.
New Hire Document Revalidation Public Filter

This filter allows you to easily manage new hire document revalidation.
On the Manage New Hires page:
• There is a filtered list of new hires who have not revalidated documents after previously providing a
receipt (I-9 Section 2 or I-9 Section 3). This includes both workflow and standalone data.
• The columns on the page are: New hire name, Working Title, I9 Document1 Type, I9 Document1 Title,
I9 Document1 Expiry Date, I9 Document2 Type, I9 Document2 Title, I9 Document2 Expiry Date, I9
Document3 Type, I9 Document3 Title, I9 Document3 Expiry Date, I9 Section name.
The filter displays the list of new hires who have not revalidated documents after previously providing a
receipt (Section 2 or Section 3).
Using Job Application Filter and Table Display

On the Manage New Hires page, there is a Job Application filter and a Job Application column in the
Table Display.
The Job Application filter includes the following standard fields:
• Active. Job application status: Active, Inactive
• Create Stamp (requisition; job application ID).
It can also include custom fields, provided they are configured to be searchable.
When you select the Table Display link to open the Edit Columns pop-up, there are columns called
Active and Create Stamp.
The filters will automatically index and display results for all new job applications.

Note: If you want historical data (specifically for job application and status) to also be indexed, you must
create a maintenance ticket.
Selecting All Across Pages

Onboarding managers can select all new hires across Manage New Hires pages and perform a bulk
action. They do not need to perform this action for each page individually.
Previously, the select all functionality (selecting the check box by the Name column heading) selected
only the new hires on the currently shown page.
Now, there is Select All n Results functionality. When utilized, the entire set (across Manage New Hires
pages) is selected. If the check box is then deselected, ALL new hires are deselected.
The maximum number of records allowed in the bulk action are less than or equal to 1000. If more than
1000 hires are selected, a message displays, asking you to refine the search:
You can Select All or Deselect All (using Clear Selection). All the records across the pages will be frozen to
avoid the deselection of individual records. You cannot deselect individual records.

Known Defect 242770 - Task name is showing as undefined while proceeding bulk task completion by using
Select All of eligible records for Bulk task completion action.
Known Defect 242767 - Count of successful new hire records showing as one record less in email
communication for selected records execution by using Select All in Manage New hires page even all
records been processed by Bulk Task and Discontinue actions.
I9 Additional Information Field: Searchable/Exportable/Reportable

In Onboard Manager, on the Manage New Hires page, there is a field named I9 Additional Information
that is searchable, exportable, and reportable.
This affects the Manage New Hires search and column filters.
Making the I9 Additional Information field reportable allows clients to identify impacted new hires who
were authorized without a physical inspection.
I9 Additional Information field:
I9 Additional Information Field: Updatable

In Onboard Manager, on the Manage New Hires page, there is a field named I9 Additional Information
that is searchable, exportable, and reportable. It is also updatable.
Users can update additional information for a completed I-9 Section 2.
There is an Update Additional Information button that is associated with the following text: On March
19, 2020, due to precautions implemented by employers and employees associated with COVID-19, the

Department of Homeland Security (DHS) announced that it would exercise prosecutorial discretion to
defer the physical presence requirements associated with the Employment Eligibility Verification (Form I-9)
under section 274A of the Immigration and Nationality Act. The original guidance including eligibility
requirements can be found here. Once the documents have been physically inspected, selecting the
"Update Additional Information" button will add “Documents physically examined” with today's inspection
date and your name to the Section 2 additional information field on the Form I-9.
Once the documents are physically inspected, selecting the Update Additional Information button
displays the following: Documents physically examined will be added to the additional information field
with today's inspection date and your name to the Section 2 additional information field. Do you want to
proceed?
• If the user proceeds, the information updates and a new signed PDF is generated that contains the
updated additional information.
• This does not overwrite any previous notes.
• The logged-in user eSignature is used to sign the document.
• If the logged-in user eSignature is not available in the system, a message displays, asking the user to
update their eSignature in their personal information.
• The update can be made only once. If a user tries to update more than once, an error message displays:
I9 section-2 update is not allowed as it is already updated with the default additional information.
• If the I-9 is completed with the old form version, the updating of additional information is not possible.
An error message will display, asking the user to complete a standalone I-9.
• This action is audited with the audit action I9_SECTION2_UPDATE.
• The updated additional information is indexed and is viewable on the Manage New Hires page.
In Documents, both PDFs display:

Understanding Currently Onboarding Page - Overview
The Main (Currently Onboarding) page allows you to manage tasks for hires who are currently onboarding.
• Some tasks are required and some are optional. The exact mix and appearance of these tasks depends
on the particular workflow in use.
• Some tasks for these hires may have already been completed.
• Filters help limit the information that displays.
To access the Currently Onboarding page, select the Expand the Onboard Manager Navigation icon. The
navigation menu has a Currently Onboarding link.
The Currently Onboarding page contains:
• List of hires (and you can view their tasks)
• Filter summary.
• Hire columns: Hire and Position Start Date.
• Task columns: Task Title, Task Owner, Due Date, and Status.
Procedure:
1. Select + View Onboard Tasks to display onboarding tasks, and select - Hide Onboarding Tasks to hide
the tasks. You can also select the Show All Tasks for This Hire link to view all tasks (on a separate
Onboarding Tasks page). This only displays if the task list is long.
2. Select Change Filters to display fields and check boxes that will allow you to limit the information
displayed. Select the filters you want, and select Apply Filters.
3. Select a hire name to display hire profile information in its own page. From this page, you can select
menu items to display hire profile tasks.
4. Select a task name to display the task in its own page. You can also select a pointer by a hire
name to display a task-based menu: Manage Onboarding Tasks, Profile, Documents, Onboarding
Participants, and Job Information.
Table 4. Currently Onboarding Fields

Field Description
Create New Hire Button Allows you to create a new hire.
"Filter Summary" Reflects the currently selected filters.
Hire Hire's name: Last Name, First Name. The hire's job title also displays.
Position Start Date Date the position started or will start at the company.
Candidate Start Date Date the hire started or will start at the company.
City City in which the hire will work.
Address Address of the hire.
+ View Onboard Tasks Displays onboarding tasks.
Task Title Task title.
Task Owner Task owner.
Due Date Date the task is due.
Status Task status: Completed, Overdue, In Progress, Not Started, or Pending.
Show All Tasks for This Hire Displays all tasks (on a separate Onboarding Tasks page).
(only displays if all tasks
cannot be displayed)

Table 4. Currently Onboarding Fields (continued)
Field Description
- Hide Onboard Tasks Hides onboarding tasks.

Field Description
Change Filters Link Displays filter fields and check boxes, allowing you to select how you
want tasks to display.
New Hire Name Filter that allows you to search for new hires whose names exactly
match the search criteria. Exact matches make the results more specific
and accurate, and improve system performance. This field contains Last
Name, First Name guidance text that disappears as you complete the
field.
Name Begins With Check Box Filter that allows you to override the exact match search (performed via
the New Hire Name field). Selecting this check box returns names that
begin with the same letter.
Requisition Number Filter that allows you to enter a job requisition number and return all
new hires associated with that requisition number. The field supports
type-ahead functionality. Note: Onboard requisition numbers can differ
from BrassRing requisition numbers, even for the same job.
Include All Hires Check Box Filter that allows you to view all hires without restriction. By default, this
check box is disabled until an onboarding manager enters text in the
New Hire Name, Requisition Number, or Show Hires with a Start Date
field.
Show Hires with a Start Date At Any Time, Today and Before, Today Only, In the Next Week, In the
Drop-Down Next Two Weeks, In the Next Month, In the Next Three Months.
Include Hires that Ended Filter that includes hires who ended onboarding.
Onboarding Check Box
Apply Filters Button Applies the filters.
Understanding My Tasks Page - Overview

The My Tasks page allows you (currently logged in onboarding/hiring manager) to manage tasks for hires
who have pending tasks.
• Some tasks are required and some are optional. The exact mix and appearance of these tasks depends
on the particular workflow in use.
• Filters help limit the information that displays.
There are various ways to access the My Tasks page:
• In the Welcome Message, select View All.
• From the row of applications, select the Onboard Manager icon.
• From the application navigation menu, select Onboard Home.
The My Tasks page contains:
• List of hires, along with their tasks.
• Filter summary.
• Columns: Hire, Task Title, Task Due Date, Task Status, Onboard Start Date, and Onboard Status.

Procedure:
1. Select Change Filters to display fields that will allow you to limit the information displayed. Select the
filters you want, and select Apply Filters.
2. Select a hire name to display hire profile information in its own page. From this page, you can select
menu items to display hire profile tasks.
3. Select a task name to display the task in its own page. You can also select a pointer by a hire
name to display a task-based menu: Manage Onboarding Tasks, Profile, Documents, Onboarding
Participants, and Job Information.
Table 6. My Tasks Fields

Field Description
"Filter Summary" Reflects the currently selected filters.
Hire Hire's name: Last Name, First Name.
Task Title Task title.
Task Due Date Date the task is due.
Task Status Task status: Completed, Overdue, In Progress, Not Started, or Pending.
Address Address of the hire.
Date of Birth Date the hire was born.
Onboard Start
Date the hire started or will start at the company.
Date
Onboard Status Onboard status.

Field Description
Change Filters Displays a filter check box and field, allowing you to select how you want tasks to
Link display.
New Hire Name Filter that allows you to search for new hires whose names exactly match the search
criteria. Exact matches make the results more specific and accurate, and improve
system performance. This field contains Last Name, First Name guidance text that
disappears as you complete the field.
Name Begins With Filter that allows you to override the exact match search (performed via the New
Check Box Hire Name field). Selecting this check box returns names that begin with the same
letter.
Show Tasks Due Filter that allows you to view tasks due in specific time frames: At any Time, Today,
Drop-Down Up To One Week Ago, Up To Two Weeks Ago, Up to 30 Days Ago, Up to 60 Days Ago,
Up to 90 Days Ago, Up to 6 Months Ago, Next Week, Next Two Weeks, Next Month,
Next Three Months.
Show Completed Filter that allows you to view only completed tasks.
Tasks Check Box
Apply Filters Applies the filters.
Button

Managing Onboarding Tasks
There are onboarding tasks you must manage.
On the Currently Onboarding or My Tasks pages, select the task name. The task displays on a separate
page.
Creating a New Account for a Hire

This task allows you to create a new account for a hire.
Procedure
1. Enter information into each field.
2. For emergency contacts, use the Add link to add contacts, and the Remove button to delete contacts.
3. Select the Save button. Once you create a new hire, the password is set by the new hire at the first
login. The system sends an email to the user with a URL. On accessing the URL, the new hire is
prompted to set up a password, as well as security questions and answers as per standard procedure.
Table 8. New Hire Fields

Field Description
Account (User Name, Locale) Account information.
Name (First Name, Last Name) Hire name.
Email (Work Email) Hire email address.
Job information.
Job Details (Job Req, Employment If you enter more than three digits in the Job Requisition field,
Start Date) the application displays all open jobs with those first three
digits, and you can select the one you want.
Create New Hire Profile (Date of Hire profile information.

Birth, City)
Emergency Contacts (First Name, Emergency contact information. An Add link allows you to add
Last Name) contacts. A Remove button allows you to delete contacts.
Save Button Allows you to save the information.
Viewing New Hires Based on Job Location

If you have the proper permissions, you can view new hires based on their job location.
If you are:
• Associated to a job location, you can only view new hires whose job location matches your location.
• A job participant, job creator, or associated to a job location, you can view both new hires related to the
job, and new hires who share your location, whether or not they are part of the job.
You can also view a new hire profile for which you are not a participant on the associated job.
By default, if you do not have permissions for either location capability, you can see the new hires for
which you are the participant.
Note: Job location information can only be set while constructing a new job or editing an existing job
record.

Verifying Hire Is Using the Onboard Application
This task allows you to verify the hire is using the Onboard application.
Procedure
1. For the following question, answer Yes or No: Is the Candidate Present in the Onboard System?
2. Optionally, add a comment in the Notes field.
3. Optionally, in the Related Documents portion of the page, select a document to view it.
4. Select the Completed button.
Verifying Hire I-9 Information

The I-9 (Employment Eligibility Verification) form is a United States federal form. It is used to verify that
each new hire is authorized to work in the United States.
About this task

Note: An eSignature is used to sign the Form I-9 PDF. The eSignature process is not discussed in detail
in this document since it is typically a separate task to create one. It is possible, however, to edit an
eSignature before signing Form I-9.
Refer to the Form I-9 and E-Verify Guide for more information about Form I-9.
• Filling out, signing, and submitting an I-9 form is a US-only task that hires complete (via the Onboard
New Hire application).
• As an onboarding/hiring manager, you need to verify the information on the submitted I-9 form.
• If an employer uses E-Verify (US government program that verifies the identity/employment eligibility
of persons hired to work in the United States), the information from each new hire's I-9 form is used to
confirm work authorization.
• Consult the US Citizenship and Immigration Services website for information about the I-9 form.
In order to control the workflow associated with Form I-9, the process is divided into three separate tasks
(referred to as sections).
• I-9 Section 1 (identity/eligibility information entered by new hire).
• I-9 Section 2 (verification by onboarding manager of new hire identity/eligibility information).
• I-9 Section 3 (hire reverification and rehires, by onboarding manager, if needed).
Note: These tasks correspond to the three sections that comprise Form I-9.
• Section 1. Employee Information and Attestation
• Section 2. Employer or Authorized Representative Review and Verification
• Section 3. Reverification and Rehires
The final result, when combined with hire and onboarding manager eSignatures, is a completed and
signed Form I-9 PDF.
Note: All three I-9 Sections contain a standard set of fields for all clients. None are customizable.
In Onboard Manager, an onboarding manager can assign standalone tasks (I-9 Section 1, I-9 Section
2, I-9 Section 3, and E-Verify) to a new hire. Standalone tasks can be completed at any point of time,
even after Onboard End, regardless of the other tasks in the workflow. Note: For a standalone task to be
utilized, a standalone setting must be configured/enabled for the client. If not enabled, standalone tasks
will not be created.
A new hire can assign I-9 tasks to a third party approver (an outside approver), letting them complete
the I-9 Section 2 on their behalf.

All Form I-9 fields are reportable. Reports can be pulled for all I-9 fields. This is in combination with Job
& Applicant entity fields. Onboarding managers can run one consolidated report to know who completed
I-9 and who completed with I-9 receipts.
Procedure
1. A new hire (using Onboard) completes/signs/submits Section 1 of Form I-9 (Employee Information
and Attestation). This task appears as I-9 Section 1 on the My Tasks page.
• A wizard assists the new hire to complete the task. As part of this process, it presents links to
the three lists of acceptable identity and employment eligibility documents the new hire needs to
present for verification purposes.
• Once the new hire completes the fields, Onboard automatically populates the data into Section
1 of a Form I-9 PDF file, and prompts the hire to electronically sign/submit the document. Note:
Once the hire signs/submits the completed form, it cannot be modified unless the system requests
it. Depending on how Onboard is configured, the new hire may be automatically signed out after
submitting the form.
• The submitted Form I-9 PDF moves in the workflow to Onboard Manager.
2. An onboarding manager (using Onboard Manager) completes/signs/submits Section 2 of Form I-9
(Employer or Authorized Representative Review and Verification). This includes the review/verification
of the hire's Section 1 of Form I-9. This task appears as I-9 Section 2 on the My Tasks page.
• A wizard assists the onboarding manager to review/verify the hire's Form I-9, as well as verification
documents and other information.
• If there is no discrepancy with the hire's Form I-9, the onboarding manager completes the
verification, and is prompted to electronically sign/submit the document.
• If the new hire provided a receipt as a placeholder for pending List A/B/C documents, you can
indicate this by selecting a check box in the I-9 Section 2 task called By Selecting This Box I Am
Confirming that this Document Is a Receipt check box, and then enter the receipt number and
receipt expiration date. Once the new hire presents the document, you enter the actual document
number. When new hires provide a receipt as a placeholder, this information is exportable and
reportable. To reach reports, do: Report menu item in Onboard - Manager > Onboard > Reports
> My Reports tab > Content and Sort Selection pane > Choose Fields to Add to Report field >
Receipt (ReviewDocument) .
• If there is a discrepancy (I-9 information the hire provided does not correspond to what was
requested or if the hire did not have a social security number at the start date), the onboarding
manager selects an I-9 Section 1 Reset button (and enters a reason for the reset) to reopen Form
I-9. The system automatically sends the hire an email indicating changes are needed and allows
the hire to complete the I-9 Section 1 task once again (via Onboard). Note: The reason for reset is
not reportable data, and displays only in the email to the new hire. When a social security number
is missing, you cannot initiate E-Verify until it is present. The E-Verify Employee Data Review screen
shows the SSN field with a message: A Case Cannot Be Created in E-Verify Without a Social Security
Number.
3. If needed, an onboarding manager (using Onboard Manager) completes/signs/submits Section 3 of
Form I-9 (Reverification and Rehires). This is used for hire reverification/rehire.
• On a hire profile page in Onboard Manager, selecting a pointer by a hire name displays a menu. One
of the menu items is I-9 Section 3. This menu item displays only when I-9 Section 3 is configured
as a standalone task (not part of the standard I-9 Section 1 and I-9 Section 2 workflow). Note: I-9
Section 3 can be configured as a standalone task that needs no workflow, or it can be configured
so that the expiration of documents used originally in I-9 Section 2 automatically trigger the I-9
Section 3 task.
• Selecting the I-9 Section 3 menu item causes I-9 Section 3 to appear as a task on the My Tasks
page.
• In I-9 Section 3, when the onboarding manager selects Yes for the question Has the Citizenship
Status Changed?, a new standalone I-9 Section 1 will be created for the new hire to complete it.

The new hire is responsible for completing I-9 Section 1 with the new citizenship status. Note: For
the standalone I-9 Section 1 to be created and a subsequent standalone Section 2 to be created,
a standalone setting must be configured/enabled for the client. If this isn't enabled, the standalone
tasks will not be created.
• A wizard assists the onboarding manager with the hire reverification/rehire fields.
4. If the employer participates in the E-Verify program, an onboarding manager (using Onboard Manager)
interfaces with the E-Verify program to confirm the new hire's work authorization. This includes
submitting the new hire's Form I-9 to E-Verify. This task appears as E-Verify on the My Tasks page.
Utilizing Third-Party Approver: I-9 Section 2

Utilizing a Third-Party Approver allows people other than the new hire or onboard manager to approve I-9
Section 2.
USE IN ONBOARD NEW HIRE
A new hire does not enter third-party approver details for I-9 Section 2. Note: Previously, there were
fields in the interface that allowed new hires to enter third-party details. These fields were removed from
the interface.

Onboarding managers are assigned an Assign I-9 Approver task where they can select the approver type
(internal/external) for the I-9, and also add external approvers. Note: For third-party approval, IBMers
were removed from the External list and were properly listed in the Internal list.
• Internal Approvers. This is a prepopulated list of internal third-party approvers. Note: Administrators
must use the user import feature in the Admin application to do a one-time sync to give all their
necessary Talent Suite users access to Onboard and assign them to the THIRD-PARTY-USERGROUP
user group.
• External Approvers. This is a prepopulated list of external third-party approvers. They are not
employees, but need to approve I-9 Section 2 (for example, external legal counsel). Note: All existing
third-party approvers who were previously created from I-9 Section 1 are shown as External Approvers.
If clients want to move any of the approvers from External to Internal, they must create a maintenance
• Add External Approvers. This allows users to add external approvers on the fly. Users cannot use this
option to add existing employees who do not have access to Onboard.
Select an Approver Type: Internal Approvers:

Select an Approver Type: External Approvers: Note: When an onboarding manager selects an External
Approver, that person receives an email with a link to access and complete Form I-9. The approver can
copy the URL into their browser and complete the form. If approvers have not used Onboard, they receive
a separate email with login credentials.
Add External Approver:
Reopen Assign I-9 Approver:

Submitting to E-Verify
E-Verify is a voluntary automated United States federal program that onboarding managers use to verify
their new hires and/or existing hires' eligibility to work in the United States.
About this task

E-Verify is a US-only task.
Employers who choose to utilize e-Verify provide the Social Security Administration (SSA) and the
Department of Homeland Security (DHS) with information from each new hire's I-9 (Employment
Eligibility Verification) form to confirm work authorization. This information is compared to data in US
government records.
Consult the US Citizenship and Immigration Services website for information about:
• E-Verify Handbook (Employment Eligibility Verification Form), M-274
• E-Verify Employer Agent Reference Guide, M-776
• Form I-9
Refer to the Form I-9 and E-Verify Guide for more information about E-Verify.
Procedure
1. On the My Tasks page of Onboard Manager, select the E-Verify task. An Initiate Employment
Verification page displays that shows fields automatically populated from the new hire's Form I-9
Section 1 information. Note: If the case is not opened within 3 days (72 hours) of the new hire's
employment start date, a reason is needed. In cases where the hire did not have a social security
number at the start date, the reason is: Awaiting Social Security Number.
2. Review the hire's Form I-9 information on the Initiate Employment Verification page.
• If there is a discrepancy with the hire's Form I-9, select the Reopen I-9 option.
• If there is no discrepancy with the hire's Form I-9 information, select the Initiate E-Verify option.
3. Once a case is submitted to E-Verify, E-Verify compares the hire's Form I-9 with SSA (Social Security
Administration) and DHS (Department of Homeland Security) databases and provides a case result
within seconds (though some results may require additional action). The case result wanted is:
Employment Authorized (the hire is authorized to work).
4. If there are issues, an interim E-Verify case result is returned:
• DHS or SSA Tentative Nonconfirmation (TNC). Information doesn't match DHS or SSA records.
Additional action is required from the onboarding manager.
• DHS or SSA Case in Continuance. Hire visited an SSA field office or contacted DHS, but more time is
needed.

• DHS Verification in Progress. Case is referred to DHS for further investigations. No action is required
at this time. DHS usually responds within 24 hours, although some responses may take up to 3
federal government workdays. Check daily for a response.
• Review and Update Employee Data. Review, update, and resubmit the hire's Form I-9 information.
5. Sometimes clarifying information is included in the E-Verify case result that indicates the problem
area. For example:
• Non US Citizen
• Missing DMV Number
6. An E-Verify case result called Photo Verification prompts you to compare a hire's photo ID with a photo
returned from DHS, and to indicate whether or not the photo matches the new hire.
7. Every case must reach a final case result before you can close it. Final E-Verify case results are:
• Employment Authorized. The hire is authorized to work.
• DHS or SSA Final Nonconfirmation. E-Verify could not verify a hire's employment eligibility after the
hire visited SSA or contacted DHS.
• DHS No Show. The hire did not contact DHS within the required 8 federal government workdays.
• Error: Close Case and Resubmit. Case cannot continue because the expiration date entered for the
hire's U.S. passport, U.S. Passport Car, or driver's license is incorrect. Resubmit the case to E-Verify.
8. Once a final E-Verify case result is received, close the case.
• From an Employment Authorized page, select the Close Case button.
• From other pages, select a Close Case option, then answering two questions: Is the hire currently
employed with the company? and What is the close case reason?
9. All E-Verify information is reportable as a part of reporting. To access reports, select the Report menu
item in the navigation menu. Note: The Report menu item is only present if you are authorized to
access standalone Onboard (and its reporting capabilities).
Verifying W-4 and State Forms

The new hire must complete/sign/submit Form W-4 and state tax forms. As an onboarding/hiring
manager, you need to verify the information on the forms.
About this task

Form W-4 (Employee's Withholding Allowance Certificate) is a U. S. federal form (Internal Revenue
Service). Employers use the form to ensure the correct amount of federal income tax is withheld from a
hire's pay.
State tax withholding forms are U.S. state tax withholding forms. Employers use the forms to ensure the
correct amount of state/local income tax is withheld from a hire's pay. Note: Not every state uses a state
tax withholding form; some states use Form W-4 as their state withholding form; and some states use
their own version of Form W-4 (and can have multiple forms).
Filling out, signing, and submitting federal Form W-4 and state forms are US-only tasks that hires
complete (via the Onboard New Hire application).
All W-4 fields are reportable. Reports can be pulled for all W-4 fields. This is in combination with Job &
Applicant entity fields.
Refer to the W-4 and State Forms Guide for more information.
Procedure
1. New hires (using Onboard) complete/sign/submit federal Form W-4. This task appears as Onboarding
US W4 on the My Tasks page. At the end of the Onboarding US W4 task, there is a completed/signed/
submitted federal Form W-4 PDF. Note: This W-4 task must be completed before any state/local tax
forms display on the My Tasks page.

2. New hires (using Onboard) complete/sign/submit state/local tax withholding forms. At the end of each
state/local tax task, there is a completed/signed/submitted PDF. When there are multiple state/local
tax forms, the new hire can:
• Complete them in any order.
• Complete only the ones that are relevant to the hire, and skip the others (by using an Opt-Out
button). For example, there could be a disability or military form that does not apply to the hire.
With the Opt-Out button, the task status is marked as Opted Out, and cannot be reopened.
3. Onboarding managers (using Onboard Manager) review the new hire's completed/signed/submitted
Form W-4 PDF and state/local tax form PDFs.
• This is not a task on the My Tasks page. Instead, the onboarding manager goes to a hire profile page
and selects Documents from the menu. On the resulting Documents page, the onboarding manager
selects the pointer by a Form W-4 PDF or a state/local PDF, and from the resulting menu, selects
View Document to open a PDF.
• The onboarding manager, on the Documents page, could also select New Hire Packet. This creates
a PDF that contains every PDF completed by the hire. Then the onboarding manager selects the
pointer by New Hire Packet, and from the resulting menu, selects Print Hire Packet (PDF) or
Download Hire packet (PDF).
• If there is a discrepancy that needs correction, the onboarding manager could create a new job for
the hire, which would allow the hire to use Onboard to repeat all onboarding tasks (including W-4
and state activities). Note: There is no standalone W-4 activity, so there is no way to just have a hire
redo the Onboarding US W4 task.
Verifying Onboarding Requirements for Hires

You must review/confirm the onboarding requirements have been met for various types of hires, and if
needed, supply information.
About this task

There are three types of hires: new hires, transfers, and rehires.
Some fields are only for the US (United States), for example, those associated with Form I-9.
In the US workflow, onboarding requirements for hires is an ad hoc activity, which means it is done only
for a particular purpose. An ad hoc activity:
• Is not required to be completed in a workflow, which means the onboarding process for a hire could
complete without the ad hoc activity being completed. It is possible for an administrator to set a
required flag for an ad hoc activity.
• Is a "floating" activity, which means it is always available to be completed once the workflow reaches
the point where it is defined.
• Automatically regenerates upon its completion so that it can be completed again. This means that even
when you complete them, you will see another instance in the application that looks exactly the same.
It is possible for an administrator to turn off auto-regeneration for an ad hoc activity.
To verify if an ad hoc activity was successfully completed, you need to view the hire's onboarding tasks
from their profile. Then you must set the filter to show completed tasks.
Procedure
1. Review/edit each onboarding requirement on the page.
3. To verify if the ad hoc activity was successfully completed, view the hire's Onboarding Tasks from their
hire profile, then set the filter to Show Completed Tasks.

Table 9. Onboarding Requirements Fields
Field Description
Is the Background Check
Completed? Yes, No, or N/A.
(required)
Type of Hire
New Hire, Transfer, Rehire MTY, or Rehire LTY.
(required)
Criminal Conviction Questionnaire
Yes, No, or N/A.
(required)
State Notification
Yes, No, or N/A.
(required)
Acknowledgment Conditions of
Employment Date Received Acknowledgement date.
(required)
I-9 Completed
Yes, No, or N/A. I-9 is a US only form.
(required)
Background Check Submitted Date Date background check was submitted.
Employment Application Received
Yes, No, or N/A.
(required)
Completed Button Submits and completes the task.
Save and Finish Later Allows you to save your information and finish the task later.
Verifying Medical Clearance

You must verify if each hire has obtained the medical clearance needed for their role.
About this task

In the US workflow, verifying medical clearance is an ad hoc activity, which means it is done only for a
particular purpose. An ad hoc activity:
• Is not required to be completed in a workflow, which means the onboarding process for a hire could
complete without the ad hoc activity being completed. It is possible for an administrator to set a
required flag for an ad hoc activity.
• Is a "floating" activity, which means it is always available to be completed once the workflow reaches
the point where it is defined.
• Automatically regenerates upon its completion so that it can be completed again. This means that even
when you complete them, you will see another instance in the application that looks exactly the same.
It is possible for an administrator to turn off auto-regeneration for an ad hoc activity.
To verify if an ad hoc activity was successfully completed, you need to view the hire's onboarding tasks
from their profile. Then you must set the filter to show completed tasks.
Procedure
1. Select the appropriate answer from the Is New Hire Medically Cleared? drop-down.
3. To verify if the activity was successfully completed, view the hire's onboarding tasks from their hire
profile, then set the filter to show completed tasks.

Table 10. Medical Clearance Fields
Field Description
Drug Screen
Cleared? Yes, No, or N/A.
(required)
Physically Cleared?
Yes, No, or N/A.
(required)
Save and Finish
Allows you to save your information and finish the task later.
Later
Verifying Import Data

You must review and confirm the imported data associated with each hire. If any information is wrong,
you must correct it.
About this task

This data was obtained from previously used applications that are part of the recruitment/onboarding
process. It resides in a master database.
Procedure
1. On the Data Entry Verification page, for each hire, review the associated data.
2. If any data is wrong, correct it in the master database. Updates will be updated in this application
within a couple of hours.
3. After you confirm the data is correct, select the Completed button.
Table 11. Data Import Fields

Field Description
Import Data Various import data fields.
Completed Button Confirms and completes the task.
Save and Finish
Later
Verifying Hire Completed Tax Credit Survey

Work Opportunity Tax Credit (WOTC) is a federal tax credit provided to employers for promoting the hiring
of individuals from certain groups who might face barriers to fair employment. This promotes workspace
diversity.
About this task

Completing a WOTC tax credit survey is a US-only task that hires may be asked to complete (via the
Onboard New Hire application).
When a hire completes the survey, the system automatically checks whether the employer can receive tax
credits, and displays a message about the hire's eligibility.
With the Work Opportunity Tax Credit (WOTC) task, if documents need to be signed and uploaded,
the new hire or the onboarding manager on the new hire's behalf, can upload documents. Note: It is
one or the other; both the new hire and the onboarding manager cannot upload documents. Onboard
configuration controls which user can upload documents.

Procedure
1. Review the tax credit task.
2. If necessary, upload any documents needed to complete tax credit activities. Note: You can review
additional forms applicable to gaining tax credits and complete the task and exit, back to the task
list screen. If needed, you can add documents in the Review Additional Documents screen, using the
Upload a New File feature. Document upload is optional, allowing you to proceed if there are no further
documents to add.
3. Verify the status is Completed, and review the hire's eligibility message (WOTC check completion
number and eligibility status).
4. All tax credit information is reportable and exportable as a part of custom reporting. To access custom
reports, select the Report menu item in the navigation menu. Note: The Report menu item is only
present if you are authorized to access standalone Onboard (and its reporting capabilities.
Assigning a Staffing Specialist

You can assign a staffing specialist for each hire.
Procedure
1. Assign a staffing specialist by entering a name, email address, and phone number.
2. Optionally, enter a comment in the Notes field.
3. Select the Success button.
Table 12. Staffing Specialist Fields

Field Description
Staffing Specialist
Staffing Specialist name.
Name
Staffing Specialist
Staffing Specialist email address.
Email
Staffing Specialist
Staffing Specialist phone number.
Phone
Success Button Submits and completes the task.
Starting the Onboarding Process

For each hire, after you verify the import data, you can start their onboarding process. This will send the
hire an automated welcome letter (via email).
Procedure
1. Select the Initiate Start button.
2. The system sends the hire an automated welcome letter (an email).
Table 13. Onboarding Start Fields

Field Description
Used if there is no email address for the hire. The hire must be contacted via
If No Email for Hire...
alternate methods. Select the If No Email for Hire... check box if there is no
Check Box
email address for the hire. The hire must be contacted via alternate methods.
Due Date Date of onboarding start for hire.

Table 13. Onboarding Start Fields (continued)
Field Description
Date activity is due. In Onboard, an activity is associated with enabling
Activity Due Date
calendaring settings (enables time and progression functions).
Initiate Start Button Sends the hire an automated welcome letter (an email).
Save and Finish
Later
Using a Provisioning Checklist

Provisioning means "providing"; making something available. For onboarding, it refers to providing
everything needed to assist a hire during onboarding. A provisioning checklist helps to ensure nothing
is missed.
Procedure
1. Review the work location. If it is incorrect, contact HR.
2. Enter the cost center code in the Cost Center field.
3. Enter the name of the person who will mentor the hire in the Assign New Hire Mentor field.
4. For the provisioning checklist, select each check box to indicate you completed the task.
5. Select the Submit & Complete Task button. The system creates a form containing a checklist.
Table 14. Provisioning Fields

Field Description
Provisioning Data
Work Location Work address. If incorrect, contact HR.
Cost Center Cost center code.
Assign New Hire Mentor (Full
Mentor (buddy) assigned to hire.
Name)
Provisioning Checklist
Place Welcome Phone Call to
New Hire Check Box "Welcome" phone call to new hire.
(required)
Review Initial Schedule and
Orientation Check Box Review of initial schedule.
(required)
Review Time Policy &
Procedures Check Box Review time off policy/procedures.
(required)
Review Travel Policy &
Procedures Check Box Review travel policy/procedures.
(required)
Create and Distribute
Company Announcement
Creation of company announcement for new hire.
Check Box
(required)

Table 14. Provisioning Fields (continued)
Field Description
Review Holiday Schedule
Check Box Review holiday schedules.
(required)
Review Conference System
Instructions Check Box Review conference system instructions.
(required)
Review Training Schedule
Check Box Review training schedule.
(required)
Discontinuing the Onboarding Process

You must discontinue the onboarding process for any hire who should no longer be brought onboard.
When a new hire is discontinued, all tasks, for all users, are removed on all the jobs to which the new hire
is currently applied.
About this task

IMPORTANT: Be sure this is the action you want to take before performing this task since this ends the
onboarding process of that new hire on all currently applied-to jobs.
Procedure
1. On a hire profile page, select the pointer by the hire name.
2. From the resulting menu, select Discontinue Onboarding. A Discontinue Onboarding pop-up displays,
asking you if you are sure you want to discontinue the onboarding process because you will lose all
hire information.
3. Select the Discontinue Onboarding button. The onboarding process for the hire is discontinued
Table 15. Discontinuing Onboarding Process Fields

Field Description
Discontinue Discontinues the onboarding process for a hire. A message displays, informing
Onboarding Button you that onboarding for the hire has been discontinued.
Cancel Link Closes the Discontinue Onboarding pop-up.
Verifying Export Data

You must review and confirm the exported data associated with each hire. If any information is wrong, you
must correct it. This data resides in a master database.
About this task

The data export process can include:
• Verifying the export data from master database is correct.
• Triggering the export activity.
• Confirming the export data was successfully inserted into the master database.

Due to these various activities, more than one task page is part of the data export process.
Procedure
1. On the Data Is Correct for Export page for each hire:
• Review the associated data to ensure it is correct for the export to the master database.
• Select Yes for the Good to Go field.
• Select the Send to Database button.
2. On the Export Trigger Activity page, trigger the export to occur.
3. On the Confirmed Data Successfully Inserted into Database page, review the status of whether the
export data was inserted into the master database, and select the Continue button. If the export:
• Was successful, a congratulatory message displays. You can end onboarding for this hire.
• Encountered an error or failed, a message explains the problem, along information about how to
correct the problem. Once you correct the problem, review the export data and submit it again.
• Is pending, a message displays informing you how long it may take for the information to update.
4. If the export is successful, you are automatically cleared to end onboarding for this hire. It may take up
to 12 hours for the master database to reflect any changes you make.
Table 16. Data Export Fields

Field Description
Data Is Correct for Export Page
Export Data Various export data fields.
Good to Go Status Yes, No
Send to Database Button Indicates data is ready to be sent to master database.
Export Trigger Activity Page
Good to Go Status Yes, No.
Due Date Date activity is due.
Trigger Export Button Triggers the export to occur.
Confirmed Data Successfully
Inserted into Database Page
Status Update Provides information about the success of the export.
Error Message Provides information about any errors.
Continue Button Continues the export process.
User Types: Prevented Task View/Edit/Completion

User types can be prevented/restricted from completing tasks they can see but are not responsible for.
This ensures compliance and mitigates confusion.
This enhancement must be configured (per task, per workflow).
Restrict Accessing Tasks for Prevented User Types
• Restrict accessing tasks for prevented user types.

• For user types that are configured to prevent the completion of a task, those users tasks are read-only
(not clickable).
For the user belonging to Prevented User Type, the link to view the task is removed.
Onboard Manager, Onboarding Tasks:
For other user types, responsible user link is available to view and complete the task:
Known Defect 242676 - Prevented user type user is able to complete Tasks through Bulk Actions if he has
unrestricted capability.
Managing Documents
You can manage documents.
Managing a New Hire Packet

You can view, print, or download a new hire packet, using the Documents page of a hire profile.
About this task

A new hire packet is a PDF that contains every PDF (or selected PDFs) completed by the hire while using
Onboard.
ABILITY TO SELECT WHAT KIND OF FILES DISPLAY/DOWNLOAD
On the Documents page, in the View field, onboarding managers can select what kind of files they want
to display on the screen (or download for the New Hire Packet). The options are:
• System (default). Displays system documents. This is the default. If you select System, the Job
Application field displays, allowing you to select a job application ID from a drop-down menu.
• User. Displays user uploaded (new hire) documents.
• All. Displays both system and user documents. If you select All, the Job Application field displays,
allowing you to select a job application ID from a drop-down menu.
ABILITY TO SELECT CUSTOM LIST OF FILES TO DOWNLOAD OR PRINT
On the Documents page, check boxes allow onboarding managers to select a custom list of files to
download or print for the New Hire Packet.
New Hire Packet is disabled (is dimmed) until the onboarding manager selects at least one file:
New Hire Packet is enabled once the onboarding manager selects at least one file. Selecting it displays
the following options:
• Print Hire Packet (PDF)
• Download Hire Packet (PDF). Note: The following message displays and blocks user actions while
documents are being downloaded: Please wait. Download under progress.

Procedure
1. Go to a hire profile page and select Documents from the menu.
2. On the resulting Documents page, for the View field, select the kind of documents you want to display:
• System. Displays system documents. This is the default. If you select System, the Job Application
field displays, allowing you to select a job application ID from a drop-down menu.
• User. Displays user uploaded (new hire) documents.
• All. Displays both system and user documents. If you select All, the Job Application field displays,
allowing you to select a job application ID from a drop-down menu.
3. Select at least one document in order to enable New Hire Packet.
4. Select the New Hire Packet link or pointer. From the resulting menu, select either:
• Print Hire Packet (PDF)
• Download Hire Packet (PDF). You can open or save the New Hire Packet PDF. Note: Note: If you
selected the All option, the New Hire Packet contains both system and new hire documents.
Uploading/Downloading Documents
Some pages allow you to upload/download a document.
About this task

Allowable document formats are: BMP, CVS, DOC, DOCX, GIF, JPG, PDF, PNG, PPT, PPTX, RTF, TIF, TXT,
XLS, and XLSX.
Procedure
1. To upload a document, in the Related Documents area of a page, select the Select File button, which
then displays a Replace File button and an Upload button. You can either replace a file or upload a file.
2. Or
3. To upload a document, in the hire profile Documents page, select the Add Document button, and in
the resulting pop-up, select the Select File button, which then displays a Replace File button and an
Upload button. You can either replace a file or upload a file.
4. To download a document, in the hire profile Documents page, select the indicator by the file name, and
from the resulting menu, select Download Document.
Viewing/Printing Documents
You can view/print a document.
Procedure
1. From a task page that contains a document.
b) Select View. Some browsers will allow you to open/view the document; others will download it to
the Downloads folder on your hard drive.
2. From a hire profile Documents page:
a) Select a form/document title to display it. Some browsers will allow you to open the document;
others will download it to the Downloads folder on your hard drive.
b) View, print, and download documents by selecting the indicator by the file name, and from the
resulting menu, select View Document, Print Document, or Download Document.
c) Upload documents by selecting the Add Document button, and from the resulting menu, select
Upload a New File.

Deleting Documents
From a task page that contains a document, you can delete it.
Procedure
1. In the Related Documents area of the page, select the document filename.
2. Select Delete. A message displays that asks if you really want to delete the document.
Managing Hire Profile Pages/Tasks

You need to manage a hire's profile pages and tasks.
On the Currently Onboarding, My Tasks, or Manage New Hires pages, either select the:
• Hire name. A hire profile page displays, along with a menu containing: Onboarding Tasks, Job
Information, Personal Information, Documents, Correspondence Log, and Onboarding Participants. By
default, Onboarding Tasks displays, but you can select any menu link to move to a different hire profile
page.
• Pointer icon by a hire name. A menu displays containing: Manage Onboarding Tasks, Profile,
Documents, Onboarding Participants, and Job Information. Selecting any of these menu items displays
a hire profile page, along with the same menu as if you selected a hire name.
Understanding Hire Profile Pages and Tasks - Overview

A hire profile collectively refers to information about one hire. There are separate hire profile pages. A
menu containing the following allows you to move between pages.
• Onboarding Tasks
• Job Information
• Personal Information
• Documents
• Correspondence Log
Selecting a pointer icon by a hire name on a hire profile page displays a menu containing:
• Discontinue Onboarding
• Print Personal Info
• I-9 Section 1. Displays only when I-9 Section 1 is configured as a standalone task (not paired with the
I-9 Section 1 task). Selecting it causes I-9 Section 1 to appear as a task on the Onboard application My
Tasks page (new hire needs to redo the task). Note: This menu item is automatically triggered by the
system.
• E-Verify. Displays only when E-Verify is configured as a standalone task. Selecting it adds an E-Verify
task to the new hire. Note: This menu item is automatically triggered by the system. There must be an
already completed I-9 form, or an error will display when the E-Verify menu item is selected.
• I-9 Section 3. Displays only when I-9 Section 3 is configured as a standalone task (not part of the
standard I-9 Section 1 and I-9 Section 2 workflow). Selecting it causes I-9 Section 3 to appear as a
task on the My Tasks page. Note: This menu item is automatically triggered by the system based on the
expiration of documents used originally in I-9 Section 2.
Using the Job information Page to Update New Hire Start Date
Using the Job Information page, you can update a new hire's start date (per job application) if you are
configured to edit it.
You reach the Job Information page by either:

• Selecting a pointer icon by a hire name on the Currently Onboarding or My Tasks pages. A menu
displays that contains various selections, including Job Information, which displays a Job Information
page in a new hire profile.
• Selecting a hire name on the Manage New Hires, Currently Onboarding, or My Tasks pages. The
hire profile page displays, which has a menu that includes Job Information, which displays the Job
Information page.
Process:
1. Select a pointer icon by a hire name on the Currently Onboarding or My Tasks pages. A menu
displays that contains various selections, including a Job Information menu item:
2. Select the Job Information menu item to display a Job Information page with the following columns:
• Job Application Name (read-only)
• Onboard Start Date (read-only)
• Onboard End Date (read-only)
• New Hire Start Date (capability driven, per job application). This start date is either a:
– Link if you have the privilege to edit AND if Onboarding End is not complete.
– Read-only field.
3. Select the link in the New Hire Start Date column to open a pop-up with the start date value
auto-populated.
4. Update the new hire start date and select Save. Note: The start date cannot be earlier than the
current (today's) date.
The updated start date is applied across all the activities for that job application for the new hire.
Verifying Personal Information

Use the Personal Information page to review/edit personal information that pertains to a hire profile.
About this task

Much of the personal information is prefilled (obtained from previously used applications that are part of
the recruitment/onboarding process).
Some personal information may even appear in its own customized task, and not be present on the
Personal Information page.

An SSO Enabled field indicates if a new hire is enabled for SSO (Single Sign On). This is useful for clients
who transition their new hires to a SSO login during onboarding. This way, onboard managers or the
onboarding participants will know when a new hire is enabled for SSO.
• True - Indicates the new hire is enabled for SSO.
• False - Indicates the new hire is not enabled for SSO.
Procedure
1. Access a hire profile page, and select the Personal Information menu link.
2. On the Personal Information page, review all the fields (which may be organized into categories of
information, such as General Information and Emergency Contact).
3. Select the Edit link to edit the fields:
• Required fields are marked with a red asterisk (*).
• Error messages provide instruction about fields that need correction, and for invalid formats.
5. You can also select a pointer by the hire name to display a task-based menu:
• Discontinue Onboarding. A Discontinue Onboarding pop-up displays, asking you if you are sure you
want to discontinue onboarding for the hire. Select the Discontinue Onboarding button to proceed.
• Print Personal Info. A separate Personal Information page displays that contains a Print button.
Table 17. Personal Information Fields

Field Description
Hire's name: Last Name, First Name. The hire's job title and hire date also
Hire
display.
Personal General Information, Emergency Contact, etc. (Depends on how the application
Information is configured. Emergency contact information, for example, could be in its own
Categories task).
Edit Link Makes the fields editable, and displays a Save Changes button.
Save Changes
Saves all changes.
Button
Error Messages Provide instruction about fields that need correction and invalid formats.
Printing Personal Information

You can print a hire's personal information (as it appears on the Personal Information page).
About this task

Since each hire profile page contains the hire name, you do not need to be viewing the Personal
Information page in order to print it.
Procedure
1. On any hire profile page, select the pointer by the hire name.
2. From the resulting menu, select Print Personal Info. A separate page displays (a Personal Information
page that contains a Print button).
3. Select the Print button.

Table 18. Print Personal Info Fields
Field Description
Print
Prints the Personal Information page.
Button
Reviewing Onboarding Tasks

You can review all the onboarding tasks for a specific hire. Filters help you to limit the tasks you want to
view.
About this task

There are job-related filters (Job Application and Task Status) for Onboarding Tasks in a new hire's
profile page, and corresponding columns display on the Onboarding Tasks page.
Note: When the Task Owner is a Recruiter, a Tax Credit Check Confirmation task displays.
Procedure
1. Access a hire profile page, and select the Onboarding Tasks menu link.
2. On the Onboarding Tasks page, review all the onboarding tasks for the hire. The tasks that display can
vary.
3. To change the filters, select the Change Filters link, select the filters you want, and select the Apply
Filters button.
Table 19. Onboading Tasks Fields

Field Description
Task Title Task title (a link to the task).
Task owner. A task owner can be an individual person or a user type. When the task is
Task
assigned to a user type, then all individuals in the system who are assigned that same
Owner
user type can access and complete the task.
Due Date Date the task is due.
Status Task status: All, Completed, Overdue, In Progress, Not Started, or Pending.
Job
Job application.
Application
Job
Application Status of job application: All, Active, Inactive.
Status
Requisition
Requisition number.
Number

Field Description
Displays filter check boxes, allowing you to select how you want tasks to
Change Filters Link
display.

Table 20. Filter Fields (continued)
Field Description
Allows selection from a drop-down:
• All. Displays a list of all job applications associated with new hires.
Job Application • Active. Displays a list of all active job applications associated with new hires.
• Inactive. Displays a list of all inactive job applications associated with new
hires.
Task status, from drop-down:

• All (displays all)
• Completed
Task Status • Overdue
• In Progress
• Not Started
• Pending
Filter that allows you to view tasks due in specific timeframes: At any Time,
Show Tasks Due Today, Up To One Week Ago, Up To Two Weeks Ago, Up to 30 Days Ago, Up to 60
Drop-Down Days Ago, Up to 90 Days Ago, Up to 6 Months Ago, Next Week, Next Two Weeks,
Next Month, Next Three Months.
Apply Filters
Applies the filters.
Button
Managing Signed Forms and Documents

You can view, print, upload/download forms and documents the hire signed and submitted as part of the
new-hire packet.
Procedure
1. Access a hire profile page, and select the Documents menu link.
2. On the Documents page, view each signed form/document. For each form/document, there is a Form/
Document Title, Date, Completed By, and Related Tasks column heading.
3. To sort the forms/documents, select any column heading. A pointer displays by the column heading,
indicating it is controlling the sort.
4. To view a form/document, either select its file name, or select the pointer by the file name and select
View Document.
5. To print a form/document, select the pointer by the file name and select Print Document.
6. To download a form/document, select the pointer by the file name and select Download Document.
7. To upload a new form/document, select the Add Document button, and from the resulting menu,
select Upload a New File.
8. To download a new hire packet, either select the New Hire Packet link, or select the pointer by it and
from the resulting menu select Download Hire Packet (PDF).
9. To print a new hire packet, select the pointer by the New Hire Packet link and from the resulting menu
select Print Hire Packet (PDF).

Table 21. Documents Fields
Field Description
Form/Document
Form/document file name.
Title
Date Date the form/document was signed/submitted.
Completed By Form/document owner: Last Name, First Name.
Task related to a form/document. This information includes: Task Title, Owner,
Related Task
and Status.
File Name Link When selected, the file opens.
When selected, a menu displays that contains: View Document, Print Document,
File Name Pointer
and Download Document.
New Hire Packet When selected, a menu displays that contains: Print Hire Packet (PDF), and
File Name Pointer Download Hire Packet (PDF).
You can sort by selecting the Form/Document Title, Date, Completed By, or Related Task column
headings. When selected, a pointer displays by the column heading, indicating it is controlling the sort.
Reviewing Correspondence Log (Email)

You can review the correspondence log (email) associated with each hire. You cannot change anything in
the email.
Procedure
1. Access a hire profile page, and select the Correspondence menu link.
2. On the Correspondence Log page, review each email. For each one, there is an email description, along
with the date/time sent.
3. To view the actual email, select it.
You can:
• View all communication detail associated to a new hire (before resending it). This includes all emails
sent from Onboard and Onboard-related Gatekeeper communications.
• See the exact details regarding the communication (including the body, From, To, CC, Subject, Time
and Date stamp).
• Resend any email within the log, even if the email was previously successfully sent.
Table 22. Correspondence Log Fields

Field Description
Email subject line. Long descriptions are truncated, but the entire subject line displays
Email
when the mouse moves over it. A View Dashboard link displays the application home
Description
page. The items in the Email Description column are links.
Date Sent Date and time the email was sent.

Reviewing Onboarding Participants
You can review the company personnel who need to participate with a hire's onboarding process.
Procedure
1. Access a hire profile page, and select the Onboarding Participants menu link.
2. On the Onboarding Participants page, review each onboarding participant. They appear in a list.
3. If needed, call the onboarding participant or send an email (by selecting the email address).
Table 23. Onboarding Participants Fields

Field Description
Role Role title of onboarding participant.
Name Name of onboarding participant.
Phone Phone number of onboarding participant.
Email address of onboarding participant. If selected, an email program opens, with the
Email
email address already in place.
Ending the Onboarding Process

You end onboarding for a hire once all onboarding tasks are completed and a hire's information is
successfully exported to the master database.
About this task

When you end onboarding for a hire, the hire will no longer be in the system, so be sure all requirements
for the hire are met before performing this task.
Procedure
1. Access an Onboard End task.
2. Enter the date completed, and any notes.
3. Select the End Onboard button.
4. The onboarding process for the hire ends.
Table 24. End Onboarding Fields

Field Description
Date Completed Date the Onboarding process was completed.
Primary e-mail E-mail address of the hire.
Notes Comments.
End Onboard Ends the onboarding process for a hire. A message displays, informing you that
Button onboarding for the hire has ended.

Other Tasks
There are other tasks you can perform.
Searching for Hires

You can search for specific hires.
Procedure
1. Access the Manage New Hires page, select the Filters button to display the filter pane, select the filters
you want, and select Save Filters. The search results display.
2. Or
3. Access the Currently Onboarding or My Tasks page, select the Change Filters link to display the filter
pane, select the filters you want, and select the Apply Filters button. The search results display.
Assigning a Standalone Task to a New Hire

You can assign a standalone task to a new hire.
In Onboard Manager, an onboarding manager can assign standalone tasks (I-9 Section 1, I-9 Section 2,
I-9 Section 3, and E-Verify) to a new hire. Standalone tasks can be completed at any point of time, even
after Onboard End, regardless of the other tasks in the workflow.
Standalone E-Verify is reportable.
Note: For a standalone task to be utilized, a standalone setting must be configured/enabled for the client.
If not enabled, standalone tasks will not be created.
Note: There must already be a completed I-9 form, or an error will display when you select the E-Verify
menu selection.
With standalone tasks (I-9 Section 1, E-Verify, I-9 Section 3), the requisition number is appended to a job
application title:
• In Change Filters in Onboarding Tasks page.
• In a new hire's My Task page.
Process:
1. Select a pointer icon by a hire name on a hire profile page to display a menu. That menu can contain an
E-Verify selection (if E-Verify is configured as a standalone task).
2. Select the E-Verify selection. An E-Verify task is added to the tasks a new hire must complete.
I-9/E-VERIFY STANDALONE TASK SPECIFIC TO JOB APPLICATION
There is an I-9/E-Verify standalone task that is specific to a job application.
In Onboard Manager, the following tasks display:
• I-9 Section 1_Standalone task
• E-Verify_Standalone task
If you select a job application title that does not have a completed I-9 Section 2, then the following error
message displays: Standalone task cannot be created as Job does not have a completed I-9.
Accessing Standalone Onboard

Use the Report link in the navigation menu to access the Onboard standalone application.
About this task

User type privileges determine what a user can do within the Onboard standalone application:

• Onboarding managers can access the Global Toolbar, which includes reviewing/editing reports as well
as performing tasks that are based on the onboarding information gathered in the Onboard Manager
application. This is useful when onboarding managers want to check for employees in-progress, for
example, during a client account migration from the Onboard standalone application to Talent Suite
Onboard.
• People authorized to do Onboard configuration can access the Settings menu. Note: Configuration tasks
are not discussed in this guide.
In Onboard Manager, onboarding managers can select Report from the navigation menu to reach the
Reports capability in the Onboard Configuration application.
• Onboarding managers can download reports having up to 75 columns in a spreadsheet format.
• If an onboarding manager configures a report with more than 25 columns, then the report is
automatically scheduled. The preview of 75 columns will not be available.
• Any report that either has a result set of over 10,000 rows or more than 25 columns will be scheduled
for export.
Procedure
1. Select the Navigation Menu icon (in the banner/header row that contains the logo). The navigation
menu displays.
2. Select the Report link. The standalone Onboard application opens in a new browser tab or window,
allowing you to toggle between Talent Suite Onboard and standalone Onboard.
3. In standalone Onboard, the landing page is the My Reports page (with the My Reports tab selected).
To access other reports and tasks, you can use the Dashboard and Standard Reports tabs, as well as
Reports in the Global Toolbar.
• You can schedule reports not just at the client level, but also at the report level. For all reports,
the schedule is copied from System Settings by default. You can change the schedule setting on a
report-by-report basis, and can schedule reports to run daily, weekly, monthly, once, or not at all. If
you choose daily, weekly, monthly, or once, then you can further select a report processing time. To
reach reports, select: Reports > My Reports tab > Schedule Report pane > Schedule field.
• When new hires provide a receipt as a placeholder for their pending List A/B/C documents, this
information is exportable and reportable. You can create new reports or update existing reports.
To add I-9 receipt data, the field option is Receipt (ReviewDocument). To reach reports, select:
Report menu item in Onboard Manager > Onboard > Reports > My Reports tab > Content and Sort
Selection pane > Choose Fields to Add to Report field > Receipt (ReviewDocument).
4. View/edit the reports/tasks.
Managing Your eSignature in Your Onboard Profile

An eSignature is an electronic signature. Some tasks require an eSignature. You can edit your eSignature.
You cannot edit other profile information (for example, home address, phone numbers, etc).
About this task

For information on eSignature Capabilities and Compliance, see the eSignature Capabilities and
Compliance Guide.
There are two ways to provide an eSignature:
• Uploading a scanned image of your signature. You can upload your eSignature (as an image file) if you
already have one. You can only upload a .jpg or .png file. The image cannot exceed 1MG.
• Drawing a signature.
You can edit (redo) an eSignature, but once you use it to sign a particular form, you cannot change it for
that form. This ensures the onboarding process is not completed with two different signatures.

The first time you access a form that requires an eSignature, you will be prompted to create one. If you
want to change it, either start another form that requires an eSignature (and follow the prompts), or open
the page that directly allows you to create/edit one. To directly reach the eSignature page, select Onboard
Profile from the navigation menu. You can edit or enter an e-Signature. If you select Edit, you can upload a
graphic image of your signature or draw a new one.
For security purposes, some tasks require an "enhanced" eSignature, which means you must enter your
user name and password before your eSignature can be submitted.
Procedure
1. Select the Navigation Menu icon (in the banner/header row that contains the logo). The navigation
menu displays.
2. Select the Onboard Profile menu item. The My Onboard Information page displays.
3. In the Electronic Signature portion of the page, select the Edit link. An Upload button and a Draw
Signature link displays.
4. Select Upload to upload a scanned image of your signature. An Upload an eSignature link displays.
From the resulting screen, browse to the image file (.jpg or .png) that contains your scanned signature,
and upload it.
5. Or
6. Select Draw Signature to use your mouse to write your signature. If you are not satisfied with the
result, select the Erase link, and draw your signature again.
7. When you finish uploading/drawing the your signature, select the Submit button.
Reopening Completed Tasks

Some completed tasks can be reopened.
Introduction
Overview:
• The status of the task must be Completed.
• With a reopened task, the data is overwritten (so only the most current data is retained).
• This is a retroactive feature, allowing already completed tasks to be reopened.
• The task status for a reopened task changes from Completed to In Progress.
• As it relates to conditions, reopening/editing does not create new tasks nor change already created
tasks.
• A menu item allows onboarding managers to reopen a completed task, and then provide a reason for
the reopen.
• An Edit button allows new hires to make changes to a reopened task.
Reopen Task: Onboard Manager

In Onboard Manager, on the My Tasks page, you can reopen some completed tasks in order to change
previous responses. Depending on how Onboard is configured, these tasks can be limited to just the tasks
you own or to any task.
You can utilize the View Completed Tasks filter to obtain a list of completed tasks associated with a new
hire.
You cannot reopen any In Progress task, only Completed tasks
The completed tasks you can reopen are:
• No Template

• State Forms. Note: Onboarding managers just reopen a state form. The new hire is the person who will
make changes.
• Onboarding US W4. Note: Onboarding managers just reopen a W-4 form. The new hire is the person who
will make changes.
• I-9 Section 2. Note: A completed I-9 Section 2 task can be reopened from a task list page unless it
is associated with an already In Progress or Completed E-Verify task. Therefore, if an I-9 Section 2's
corresponding E-Verify task is In Progress or Completed, the I-9 Section 2 cannot be reopened from a
task list page. An error message occurs.
Note:
• You can only reopen tasks you were authorized to open.
• On the My Tasks page, selecting a pointer icon by a task with a status of Completed displays a menu. If a
• Selecting Reopen Task displays a pop-up that requires a reason for the reopen. The system sends an
email the task owner about the reopen, unless the person reopening the task is also the task owner, in
which case no email is sent.
Reopen Task: Onboard New Hire

In Onboard New Hire, on the My Tasks page, new hires can reopen and edit some tasks they already
completed in order to change previous responses. The completed tasks they can reopen and edit are:
• No Template
• State Forms
If the setting for allowing new hires to edit tasks is enabled, an Edit button displays. A reason for
reopening is not presented.
Prevent/Allow the Reopen of Completed Task

The reopen of a completed task can be prevented/allowed.
Various messages display that explain why a task cannot be opened, or why it is being prevented from
reopening, or to provide confirmation or warning about the reopening.
With a PDF that cannot be opened, the Edit button becomes inactive and a message displays explaining
why it cannot be reopened.
Notes:
• A specific workflow task can prevent the reopening of completed tasks.
• A user can override the prevention of reopen only if their user type has the Task Reopen - Ignore
Prevention capability.
• While locked, any task that is not started, pending, or in progress can still be completed.
• If the new hire is prevented from a task reopen, any task completed thereafter will prevent task reopen.
• While allowed a task reopen, new hires and onboarding managers are able to reopen tasks.
• The system tracks who and when users are preventing task reopen and allowing task reopen users.

Receiving Reminders and Escalations
Onboarding managers and new hires can receive reminder/escalation emails based on currently existing
due-date configurations.
You can track when emails are triggered.
Getting Help
There is user documentation for Onboard Manager, and for the Talent Suite.
About this task

You reach the:
• Onboard Manager User Guide from the Onboard Manager navigation menu.
• Talent Suite Help from the User Menu icon in the banner/header row.
Procedure
1. To get help about Onboard Manager, select the Application Navigation icon., and then select Help from
the resulting navigation menu. The Onboard Manager User Guide displays, into its own window.
2. To get help about the Talent Suite, select the User Menu icon in the banner/header row, and then
select Help from the resulting menu. The Talent Suite Help displays, into its own window. It is global to
all Talent Suite applications. It describes the banner/header row. Select anywhere else on the page to
hide the menu.
Logging Out
When you finish with the application, log out.
Procedure
1. Select the User Menu icon (in the banner/header row that contains the logo). A menu displays.
2. Select Log Out from the menu. The Login page displays.

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Onboard FAQs

I-9 Form Version 10/21/2019 FAQ and Scenarios....................................................1

How do I reach the screen that lets me create/edit an eSignature (electronic

I-9 Form Version 10/21/2019 FAQ and Scenarios

I-9 Form Version 10/21/2019 FAQ and Scenarios 3

Get Started (eLearning) - Onboard..........................................................................1

Additional Training - Support Portal

Get Started (eLearning) - Onboard 1

What Is Onboard? (eLearning)............................................................................... 1

Additional Training - Support Portal

What Is Onboard? (eLearning) 1

Onboard New Hire Experience (eLearning)............................................................. 1

Onboard New Hire Experience (eLearning) 1

Onboard New Hire User Guide................................................................................1

Frequently Asked Questions (FAQs):

User Guide Topics:

Onboard New Hire User Guide 1

Table 1. New Items

Getting Started with Onboard

2 Onboard New Hire User Guide

4. You can also display the:

When You First Log On

Onboard New Hire User Guide 3

Understanding My Tasks Page - Overview

Number of Open Tasks Awaiting Your Attention

4 Onboard New Hire User Guide

Not Completing a Task

Reopening a Completed Task

Progressing Through the Tasks

Receiving Reminder and Escalation Emails

Task Page Summary

Onboard New Hire User Guide 5

Ensuring Your Hire Profile Information Is Complete

Reviewing Personal Information

About this task

Providing Emergency Contact Information

Providing EEO (Equal Employment Opportunity) Information

About this task

6 Onboard New Hire User Guide

Providing Citizenship Status

About this task

Onboard New Hire User Guide 7

Providing Veteran/Military Status

About this task

Providing an Electronic Signature (eSignature)

Uploading a Scanned eSignature

8 Onboard New Hire User Guide

Filling Out and Signing Forms

Filling Out and Signing I-9 Form

About this task

Onboard New Hire User Guide 9

Acknowledging Employer's Use of E-Verify

About this task

Filling Out and Signing W-4 Form

About this task

10 Onboard New Hire User Guide

Filling Out and Signing State Tax Forms

About this task

Onboard New Hire User Guide 11

Viewing Signed Forms/Documents and Related Tasks

About this task

Managing Onboard-Related Documents

About this task