HCM - PER - Frequently Asked Questions & Troubleshooting Guide - Checklists

Checklists and Journeys -
Frequently Asked Questions

and Troubleshooting Guide
November 15, 2022 | Version 1.01

Copyright © 2022, Oracle and/or its affiliates
Confidential - Public
PURPOSE STATEMENT
This document addresses the most frequently asked questions about the Checklists and Journeys feature in Cloud HCM. It
provides an overview of how to troubleshoot setup and user interaction related issues when using Checklists and Journeys.
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1 DOCUMENT | Troubleshooting Checklists - Frequently Asked Questions | Version 1.01

Copyright © 2022, Oracle and/or its affiliates | Confidential - Public
TABLE OF CONTENTS
Purpose Statement 1
Disclaimer 1
Reference Documents for Checklists and Journeys 3
Frequently Asked Questions 3
User Interaction and Troubleshooting 8
Journeys 16
Security Roles and Privileges 18
Checklists and Onboarding 18
Journeys 19
FAQs 21
Checklist Notifications 22
Appendix 25
Appendix 1 – Differences between Classic and Responsive Allocate Checklists 25
Appendix 2 – Checklists and Onboarding Deep Links 26
Appendix 3 – Difference between Native E-Signature and DocuSign 27
Appendix 4 – High-Level Approaches for Custom I-9 Integration with Oracle Cloud HCM Journeys28
Appendix 5 – Considerations when Importing a Checklist Template xml 29
Appendix 6 – Notifications to Pending Workers and Terminated Workers 30

REFERENCE DOCUMENTS FOR CHECKLISTS AND JOURNEYS
RELEASE DOCUMENT
22B Quick Guide: Journeys - Contextual and Guided Journeys
21C Quick Guide: Journeys - Alert Templates for Journeys
All Quick Guide: Journeys - Frequently Asked Questions and Troubleshooting Guide
20A Technical Brief: Journeys - Electronic Signature and Transfer to Document Records
19D Technical Brief: Journeys - Integration with HireRight
19A Technical Brief: Journeys - Integration with DocuSign
FREQUENTLY ASKED QUESTIONS

QUESTION ANSWER
#
1. What is a Checklist? A Checklist is a collection of tasks to be completed as part of a business process.
2. What are the differences in Allocate Refer Appendix 1.

Checklists between the Classic vs. the
Responsive UIs?
The Country field is for information purpose only. If you want to restrict checklists
3. What's the purpose of the Country
based on country, then use eligibility profiles.
field in a checklist template?
The checklist category values are configured in the lookup -

4. Where do the checklist category
CHECKLIST_CATEGORY.
values come from?
Checklist categories of the type Enterprise Onboarding and Enterprise Onboarding

5. How can I configure or modify
Step are seeded and can’t be modified.
checklist categories?
However, you can add additional categories to the extensible lookup type
"CHECKLIST_CATEGORY".
Initially, Oracle had seeded these 2 generic checklist categories out-of-the-box:

6. What is the difference between the
four Oracle delivered checklist • On Boarding
categories of Enterprise Onboarding, • Off Boarding
Enterprise Onboarding Step, On
Boarding and Off Boarding? In Release 18B, these additional checklist categories were introduced:
• Enterprise Onboarding
• Enterprise Onboarding Step

QUESTION ANSWER
#
If you configure a checklist with category of 'Enterprise Onboarding', then when that
checklist is allocated, the users will be able to view that checklist's tasks in the
responsive Onboarding App.
If you configure a checklist with category of 'On Boarding' or ‘Off Boarding’, then
when that checklist is allocated, the users will view that checklist's tasks in the
responsive 'Checklist Tasks' App.
Note: Journeys app displays checklists of all categories.
7. How can events be configured for all Events can be configured only for checklists of categories other than Enterprise
categories of checklists? Onboarding and Enterprise Onboarding Step.
8. How can I direct the task performer to If a specific task is not available as an Application Task within Checklists, then you
an application task that is not listed in can create the task as an External URL task type and provide the deep link of that
the list of application tasks? page (provided there is one) in the URL field. You can check for deep links available
in your environment by navigating to Tools > Deep Links.
9. If any of the tasks or forms are not No, you can't send it back. However, you can create a dependent checklist task e.g.,
completed correctly, can it be sent "Verify the Form" with HR or Line Manager as performer. If the HR or Line Manager
back to the prehire? doesn’t find the data in the form as per requirement, then they can reopen the
original checklist task for the original performer or employee to update the form
data.
10. How to configure acknowledgement You can create one checklist task of the type Document and attach all your policy
forms in HCM Onboarding? documents to that task.
Then, create another checklist task, dependent on the previous task, which is of type
Questionnaire. And in this task, you can ask all those questions if the user agrees to
the various policies. You can even have one field in that Questionnaire asking for
user to enter their full name and maybe date, as a means of soft acknowledgement.
11. How can I restrict the type of files that There are no file types blocked by default.
can be attached by task performers to
There is a setup task in the Setup and Maintenance work area called Manage
a checklist task?
Attachment File Formats. This task allows you to configure the file formats that you
want restricted from being attached. The feature works as an "exclusion" – i.e., the
list needs to be the list of file formats (file types) that need to be excluded or
prevented from being uploaded.
12. How can I modify the labels of You can use the User Interface Text tool to find and replace labels. For more
different sections? information, see the chapter 'User Interface Text' in the Configuring and Extending
Applications Guide in the Oracle Help Center.
13. How do changes in the checklist Changes you make in a checklist template don't affect allocated checklists because
template affect allocated checklists? each allocated checklist is a specific instance of the checklist template. Similarly,
changes you make in allocated checklists don't affect the checklist template.
How can I send an email You can't send emails to new hires from the Checklists application. You can however
14.
communication to new hires? explore the custom BI report-based email notifications or the Alerts Composer
functionality to meet email notification requirements.

QUESTION ANSWER
#
How can I generate reports for task You can use the Workforce Management - Checklist Real Time subject area in
15.
progress, pending tasks, and overdue OTBI to create reports to fetch this information.
tasks with new hire details?
16. What happens when the worker to At any time if there is more than one concurrent active assignment for a worker, and
whom the checklist is allocated to has the performer and/or owner is 'Line Manager' then the checklist task is always
more than one concurrent active assigned to the line manager of the primary assignment of the worker. And thereby
assignment? the checklist notification is also always sent to the line manager of the primary
assignment of the worker.
At any time if there is more than one concurrent active assignment for a worker, and
the performer and/or owner is 'Area of Responsibility' (AoR) then the checklist task
is always assigned to the AoRs of the primary assignment of the worker. And thereby
the checklist notification is also always sent to the AoR of the primary assignment of
the worker.
If offset days are configured for a task and if there are multiple concurrent active
assignments, the determination of performer/owner will always result in the line
manager/AOR of the primary assignment of the worker.
17. What happens to allocated checklists If you cancel the only work relationship a person has then the person doesn't get
and tasks when I cancel the work listed in the Allocate Checklists search page. But the allocated checklists, tasks, and
relationship? other related data continue to be retained in the checklist tables for that person.
If a new work relationship is created for that person, you can find that person in the
Allocate Checklists search page once again. You can then see and manage all the
allocated checklists and tasks that were created and updated before that person's
work relationship was canceled.
18. Is there a tool for mass allocating Yes, business users can use HSDL (HCM Spreadsheet Data Loader) and technical
checklists and tasks? users can additionally use HDL (HCM Data Loader) to mass allocate checklists and
tasks.
For details on loading checklists using HDL, refer to the Oracle Human Capital
Management Cloud HCM Business Object Guide in the Oracle Help Center.
However, these rules apply when you load allocated checklists using HCM Data
Loader:
• Eligibility profiles for checklists and tasks aren’t evaluated.
• Workflow notifications aren’t triggered for the checklist tasks.
• Allocation occurs immediately, regardless of any allocation date.
Moreover, customers can build a simple extension to programmatically allocate
checklists or update task status using REST APIs available for Checklists. For details
on REST services for Checklists, refer to the REST API for Oracle Cloud HCM guide in
the Oracle Help Center.

QUESTION ANSWER
#
Based on the configuration, a task performer can add comments and attachments as
19. What are the different ways a task
listed in this table:
performer can add comments and
attachments to a checklist task? If you do this Task performer What happens When to use
action
On the Add comments Only the Recommended

checklist task and attachments comments are if you require
setup page, on the task page. available in the the attachments
enable Completed to be available in
Comments Tasks section of Document
and the allocated Records after
Attachments. checklist. the task is
Attachments are completed.
Also, enable
available only in
Send
Document
attachments
Records.
to document
records.
On the Add comments The comments Recommended

checklist task and attachments and attachments if you don’t want
setup page, on the task page. are available in the attachments
enable the Completed to be available in
Comments Tasks section of Document
and the allocated Records.
Attachments. checklist.
No Add comments The comments Not

configuration. and attachments and attachments recommended
directly in the are available for checklist task
task notification. only in the notification.
notification
through BPM
worklist until the
time that that
notification is
purged or
archived. They
won't be
accessible from
the checklist
task.
Based on the configuration done for the task, attachments uploaded by a task
20. In whose document records are
performer of a checklist task are stored either in the task performer’s or checklist
checklist task attachments stored?
assignee’s Document Records.
This feature is applicable only for:
• Attachments added to any allocated task

• BIP report generated as part of the Report task type
• Signed document generated as part of the Native Electronic Signature task
type.

QUESTION ANSWER
#
The default behavior will continue to save task attachments, generated BIP reports,
and electronically signed documents in the task performer's document records.
For more details, see the topic ‘Move Checklist Task Attachments to Document
Records’ in Chapter 11, Implementing Global Human Resources Guide.
No, all setup information is usually migrated across different environments using the
21. Should I use the Export or Import
FSM Export or Import feature. See the documentation about this feature: Oracle Help
buttons on the checklist template
Center > Human Resources > Implement > Using Functional Setup Manager > Setup
page to migrate my configuration
Data Export and Import
across environments?
The Export button on the Checklist Template setup page has been provided as a way
for customers to quickly export that checklist template to either review offline in
Excel, or attach to the SR for Support and Development to review, etc.
Similarly, the Import button on the Checklist Template setup page, which is hidden
by default and enabled using a profile option, is also intended for a one-off Import of
a Checklist Template. For example, from Customer Connect sharing initiative, etc.
That Export or Import is not intended as an import or export solution when
migrating your configuration across different environments. For that use case,
please use the FSM feature built for explicit requirement of moving setup across
environments.
There is currently no way for an employee to assign a checklist to themselves.

22. How can I allocate a checklist to
Employee can use the To-Do functionality offered by most email clients like Outlook,
myself as my To-Do list?
Thunderbird, Gmail etc. to track their personal To-Do list.
The delivered I-9 integration with HireRight:

23. What is the benefit of using delivered
I-9 Integration with HireRight? • Automatically creates a HireRight Document from Cloud HCM by sending
the required information from Cloud HCM to the vendor HireRight when the
checklist is allocated to the worker or when the worker accesses Section-1
task.
• Provides a specific task for the worker in Cloud HCM to navigate to the
HireRight portal to complete Section-1.
• Eliminates the need for the user to explicitly login to HireRight when
accessed from Cloud HCM.
• Provides a specific task for the manager or HR in Cloud HCM to navigate to
the HireRight portal to complete Section-2.
• Provides ability to bring the completed I-9 back to Cloud HCM and store it in
Document Records.
The application will convert the specified duration into days and calculate based on
24. What happens if I configure the task
that.
target duration and delay duration in
units other than days?
Yes. When you click add to calendar for a task, an .ics file will be downloaded that
25. Can a Journeys task be added to
can be imported and added to most calendars.
Microsoft Outlook, Mozilla
Thunderbird calendars or other
calendars?

USER INTERACTION AND TROUBLESHOOTING
QUESTION ANSWER
#
1. Why can’t the pending worker or new hire Here are a few things that you need check:
see the enterprise onboarding checklist
1. Is there a checklist of the category Enterprise Onboarding Step
when navigating to Me > Onboarding
configured with at least 1 task with the task performer as Worker?
app?
2. Is this step checklist associated to a checklist of the category
Enterprise Onboarding?
3. Do both the first step and master checklists have the same action
configured?
4. Do any of the step checklists or master checklist have an eligibility
profile? If yes, does the person to whom the checklist is being allocated
to meet the eligibility criteria defined in the eligibility profile?
5. Does the action name configured in the checklist template match the
action performed on the person to whom the checklist is being
allocated to? (This should be the same action name)
6. Is the Allocation Criteria set to ‘When the checklist action record
becomes effective’? If yes, is the Days for Initiation configured? If yes,
check if the date of hire or pending worker’s proposed start date fulfils
the configuration.
7. Are there any target or delay durations configured for the task? If so,
ensure these fall in within the date ranges of the new hire’s
transaction.
8. If the Manage Allocated Checklists approval rule is configured and
active, ensure there is no issue with approval rule, for example, set it to
bypass or self-approved in the first instance to confirm tasks are being
created.
9. Is the checklist visible under My Client Groups > Quick Actions >
Employment > Allocate Checklists > Search for the person and check
under all statuses (In Progress, Pending, Completed)?
2. Why can’t the Line Manager or HR Enterprise Onboarding is a feature that exists ONLY in responsive UI. There is
Specialist see the Enterprise Onboarding no classic UI for Enterprise Onboarding Employee and Line Manager or HR user
checklist under the classic Allocate experience. These responsive UIs were delivered in 18B aka 18.05. To manually
Checklists UI? manage enterprise onboarding checklists, users need to use the responsive
Allocate Checklists UI (delivered in 18C aka 18.10) using the following navigation
paths –
Line Manager
• My Team > Quick Actions > Allocate Checklists
• My Team > My Team > Select the employee > Allocate Checklists from
Actions dropdown
HR Specialist
• My Client Groups > Person Management > Search for employee >
access SmartNav (the 3 dots) > select Personal and Employment >
Allocate Checklists
• My Client Groups > Quick Actions > Employment > Allocate Checklists
(Note: This is the preferred navigation for HR.)

QUESTION ANSWER
#
3. Why is the checklist not been allocated Check if the profile option HRC_DISABLE_HCM_EVENTS_PROCESSING is set to
automatically? 'Y'. This profile option should be set to 'N' for checklists to allocate
automatically.
4. Why didn’t the task performer receive the • Ensure notifications are enabled on the application.
checklist or task notification? • Check if the task has been allocated to the worker by navigating to My
Client Groups > Quick Actions > Employment > Allocate Checklists >
Search for the work > Click on the checklist name and view the tasks.
5. Even though the pending worker has a Ensure that the profile option ORA_PER_CHECKLIST_NOTIFY_HOME_EMAIL
home email address, why hasn’t the option is set to Y. Also, ensure notifications are enabled on the application.
checklist task notifications been sent to
the pending worker?
6. Can more than 1 checklist of the category Not manually.

Enterprise Onboarding be allocated to a
However, in the case of automatic allocation, at times, if you specify the Move
person?
to HR and Add Pending Worker actions in enterprise onboarding checklists,
then the Move to HR action internally calls the Add Pending Worker action so
both the checklists could get allocated.
In case another Enterprise Onboarding checklist is manually allocated with a
specific Allocation Date, only the most recent checklist will be displayed on the
Onboarding home page of the new hire.
7. When will the checklist get allocated if The checklist will get allocated at 00:00 system time (when the next day starts)
there is an action, Allocation Criteria is once the allocation criteria is met.
"When the checklist action record
becomes effective" and Days for Initiation
is configured to "1"?
8. What will happen when the allocation If the allocation criteria for any enterprise step checklist is configured as
criteria configured is different in multiple "Allocated manually, or when the record is created or approved", then the
enterprise step checklists within the same checklist will be allocated as per this criterion.
enterprise onboarding checklist?
9. What happens to the checklist or task The task awaiting allocation will get assigned to that user (username in the
awaiting allocation, if the username is system) as of the task activation date.
changed after the checklist is allocated?
10. What happens to an already allocated If the user tries to access the notification after the username is changed, the
checklist or task, if the username is task details will be blank in the notification. Hence, the assigned task will have
changed after the checklist is allocated? to be removed and added again to that assigned checklist.
11. What happens when there are no journey The journey won't be visible to the journey assignee in the My Journeys tab.
tasks for the journey assignee?

QUESTION ANSWER
#
Task performers can see all enterprise onboarding tasks through the
12. Where can a performer view details of the
Onboarding app and other checklist tasks using the Checklist Tasks app.
person to whom the task is allocated?
When a task is allocated, the hierarchy followed is: It's first allocated to the task
13. When does a checklist task get allocated
performer. If the performer isn't available, then it's assigned to the line manager
to the task initiator?
of the person to whom the checklist is allocated and if the line manager isn't
available, it's allocated to the task initiator.
When you configure and assign the Area of Responsibility (AoR), you need to
14. Why is the checklist task getting allocated
make sure those individuals are configured as "Include in Work Contacts". If you
to the task owner even though the task
do not specify this, it causes the system to fallback to use the task owner as the
performer is configured as Area of
task assignee instead.
Responsibility (AoR)?
If AoR is setup as both the task performer and task owner; and not configured
as "Include in Work Contacts", then task will be assigned to requestor of the
original transaction.
Currently checklists can’t be allocated to nonworkers.

15. Why can’t I find nonworkers in Allocate
Checklists page?
No, you can't. Journeys can only be assigned to persons of the type employee,
16. Can I assign journeys to candidates?
contingent worker, and pending worker.
Currently, the system checks for the line manager or AOR details only if the
17. Why doesn’t the checklist task get
person type is that of employee, contingent worker, and pending worker. It
assigned to the future line manager or
doesn't check for nonworkers or candidates (offer stage).
AOR for internal candidates?
A user account gets created only for workers existing as of the current date.
18. Why is a future hire not able to access
This includes Pending Worker existing as of the current date with an actual
Cloud HCM?
start/hire date in the future. Hence, creating a pending worker is a pre-requisite
if you want the future hire/rehire to access the Cloud HCM application in
general.
You either allocate checklists manually or they're triggered automatically using

19. Why can’t a checklist or task be triggered
the events framework. For example, checklists are allocated automatically
based on another checklist or task?
during assignment actions such as Hire, Promote, and Transfer. Similarly, tasks
are allocated based on the eligibility criteria defined either at the checklist level
or the task level.
20. When I allocate a checklist manually, it When a checklist/journey is manually allocated or assigned, the parameters
does not evaluate the eligibility profile related to automatic assignment like Actions, Action Reasons, Events, Eligibility
associated to that checklist and allocates Profile, Allocation Criteria, Days for Initiation, etc. are not evaluated.
that checklist even to ineligible workers.
Why?
21. I configured a checklist to allocate for the This is expected if you have approval enabled for the transfer transaction. If a
action of Transfer. When the manager checklist is configured to trigger for an employment action, e.g., transfer, then
submitted the transfer, why was the the checklist will trigger only after that employment transaction is completed
checklist not allocated? and committed to the database.

QUESTION ANSWER
#
22. I changed the start date of a new hire. Will No, they won't. You will have to delete the assigned journey and manually
the journey and task assignment dates reassign the journey.
change appropriately?
23. Why is a checklist not allocated to a For performance reasons, the events resulting from loading a worker are
worker that is loaded using HDL or HSDL? suppressed during a bulk load using HDL or HSDL. However, you can allocate
checklists via HDL or HSDL after the worker is available in the system.
24. I did a mass allocation of checklist using This is as per design. Allocation of checklists using HDL or HSDL doesn’t
HDL to a set of workers. They did not generate notifications. Moreover, there is no option to have an HDL to upload
receive any notifications. Why? notifications.
After loading the Allocated Checklists using HDL, you can explore a custom
report to send out a generic notification or email for checklist task assignees to
navigate to the Onboarding or Checklist Tasks UI to review their tasks.
25. How can I prevent a checklist from being You will have to configure appropriate eligibility profiles to prevent checklists or
assigned to a worker hired with a date tasks being assigned in such cases.
more than 30 days in the past? Or prevent
checklist tasks from being assigned to a
worker terminated with a termination date
more than 10 days in the past?
26. Why can’t I delete or hide the checklist The checklist template 'Gatekeeper Law' seeded by Oracle's NL (Netherlands)
template "Gatekeeper Law" on the Localization is required, as this checklist gets allocated automatically whenever
Checklist Templates setup page? a specific absence type is recorded for a NL worker.
If this template is deleted or made inactive, it would break the absence
processing feature for NL workers.
It will be stored in PER_ALLOCATED_TASKS table, Column name -

27. Where can I find the information about a
REOPENED_BY, REOPEN_DATE.
checklist task that has been reopened?
If the task is reopened, the attached document will not be available in

28. What happens when you reopen a
Document Records and will also not be visible in the reopened journey task.
completed task that has an attachment
that is transferred to Document Records?
The responses provided by the task performer when completing the task are
29. What happens when a completed task of
preserved when the task is reopened. The task performer can update the
the type Questionnaire or Configurable
responses and resubmit.
Form is reopened?
30. Where can I see the filled-up Employees can view the details of completed tasks from Me > Onboarding >
questionnaires or configurable forms once Completed Tasks section > Click on the task or Me > Checklist Tasks > In-
the task is completed? Progress or Completed Checklists > Completed Tasks section > Click on the task
Line Managers can view the details of completed tasks from My Team > Quick
Actions > Employment > Allocate Checklists > Search for the person > Click on
the checklist name > View Completed Tasks section > Click on the task.

QUESTION ANSWER
#
HR Specialists can view the details of completed tasks from My Client Groups >
Quick Actions > Employment > Allocate Checklists > Search for the person >
Click on the checklist name > View Completed Tasks section > Click on the task.
The Checklist Questionnaire folder in Workforce Management - Checklist

31. How can I view the data collected for a
Real Time subject area in OTBI can be used to view questionnaire related
questionnaire task type in checklists in
information in checklists.
OTBI?
No, the data collected using a questionnaire or configurable form is available

32. Can the data collected using a
only within that questionnaire or configurable form. You can create a custom
questionnaire or configurable form be
BIP report to fetch that data for display.
sent to different areas within the
application?
The data collected from a configurable form is specific to that Descriptive

33. Why can’t the data from one configurable
Flexfield Context. If you require that multiple configurable forms use the same
form be used in another configurable
data, you must create a configurable form with a global DFF context.
form in a checklist?
When 'Report Path' has not been configured for a native electronic signature
34. Why can’t I see the View Document button
checklist task, the View Document button will not be displayed.
in the native electronic signature task?
Based on whether the employee provided details or not, this is what happens:
35. What happens when an employee clicks
View Document in their native electronic • If details haven't been entered, it displays the BIP template and the
signature task page? unsigned document to the employee.
• If details have been entered, it displays the BIP template and the
signed document with the signature details which are merged
(including date, time, and IP address).
• After View Document is clicked, the user can complete this task and
the signed document is moved to Document Records when the task is
marked complete. After the worker signs the document, View
Document is disabled.
No, you can't. However, you can configure multiple native electronic signature
36. Can I have multiple signatories for a native
checklist tasks dependent on each other with the required signatories or
electronic signature task?
performers. Then, you can build your custom electronic signature BIP report
such that it progressively includes electronic signature details from previously
completed tasks.
This can be due to any of the following reasons:

37. Why doesn’t the checklist task type
‘Electronic Signature’ display the • Check if the report (document to be electronically signed) has been
document or give an error when the task configured correctly with the necessary parameters.
performer clicks on "View Document" • Ensure that the necessary permissions have been added to the report
button? by navigating to More > Permissions for that report.
• Ensure the report path is correctly configured on the checklist task
configuration page.
Refer the White Paper for complete details - Doc ID 2611795.1 - Checklists –
Electronic Signature and Transfer to Document Records (Nov 2019)

QUESTION ANSWER
#
I see multiple IP addresses in the native Starting release 20D, the IP address field will now contain the full IP address
38.
electronic signature task page. What are trace. Each IP address is comma-separated.
those?
If a request goes through multiple proxies, the IP address of each successive
proxy is listed. This means, the right-most IP address is the IP address of the
most recent proxy and the left-most IP address is the IP address of the
originating client.
Moreover, starting release 21A, the IP address field will not be displayed on the
native electronic signature task page. However, the full IP address trace will
continue to be stored in the allocated checklist task table.
The signed document is saved and stored on the service provider site that's
39. Where can I find the documents that are
DocuSign. It isn't available in Cloud HCM. However, customers can build a
signed using DocuSign?
simple extension to programmatically retrieve the signed documents from
DocuSign and upload into Document Records using HDL or REST API. For
details on REST services for Checklists, refer to the REST API for Oracle Cloud
HCM guide in the Oracle Help Center.
When you click Upload to Document Records the verified I-9 form is moved to
40. What happens if I click Upload to
the employee's document records. It isn't available in Document Records if you
Document Records in an I-9 verification
don't use this option.
task page?
When an attachment is transferred from Checklist Task to Document Records, it

41. I have approvals configured for document
is done via an internal API. So, none of the document record approvals rules are
records. So, why document record
invoked. Uploading a document via a checklist task in 20B will save it directly to
approval does not trigger when the user
Document Records without invoking any workflow approval.
uploaded attachments to a checklist task?
This can be due to any of the following:

42. Why can’t I see the report when I click on
Go to Task? • Check if the report has been configured correctly with the necessary
parameters.
• Ensure that the necessary permissions have been added to the report
by navigating to More > Permissions for that report.
• Ensure the report path is correctly configured on the checklist task
configuration page.
Only PDF report output format is currently supported.

43. Why can’t I see reports configured with a
different output format such as .xls, etc.
for a Report task type?
As per the current technical implementation of opening new application tasks

44. Once the user finishes the application task
in the responsive pages, the back or submit button always navigates back to the
launched from the Checklist task details
app, work area, or landing page from where the task was launched. So, in the
page, the user is not taken back to the
case of an application task launched from a checklist task, this is the current
checklist task details page to mark that
behavior:
task as Complete. Why?
If the application task was launched from the Onboarding app, the back or
submit button from the application task page takes the user back to the
Onboarding app or landing page.
If the application task was launched from the Checklist Tasks app, the back or
submit button from the application task page takes the user back to the
Checklist Tasks app or landing page.

QUESTION ANSWER
#
Delegation is not supported in Checklists. However, if you're a line manager or

45. Why can’t I delegate a checklist task?
HR specialist, you can use the Reassign task functionality.
For these task types, where the user navigates to another page to perform the
46. Why can’t a checklist task be marked as
task, the user needs to revisit the task drill-down page to mark the task as
automatically complete?
complete:
1. Application Task
2. External URL
3. DocuSign
4. I-9 (HireRight)
5. Report
It is not possible for Checklist/Onboarding/Journey pages to determine if an

application task or an external task has been successfully completed. Therefore,
such tasks can't be automatically marked as Complete.
However, if you are using Checklists and Onboarding pages, the Complete
button on the task details page will be enabled only when the task has been
viewed at least once for the task types listed above. If you are using Journeys
pages, the Complete button on the task details page will currently be enabled
without any restriction.
For these task types, clicking Complete is synonymous with finishing the task:
1. Manual
2. Video
3. Document
4. Electronic Signature (Basic and Advanced)
5. Questionnaire
6. Configurable Form
For the Native e-Signature task type, the Complete button on the task details
page will be enabled only when the View Document button is clicked at least
once.
As per current design, an employee can only see those tasks in the Completed
47. Why am I unable to see tasks completed
Tasks (either in Me > Onboarding or Me > Checklist Tasks > In-Progress
by others for the checklist assigned to me?
Checklists or Completed Checklists) section for which they are the task
performer. The employee cannot see tasks completed by any other task
performer.
As a Line Manager or HR Specialist, under Employment > Allocate Checklists,
the Completed Tasks section will display tasks completed by all performers.
If a checklist task is marked complete or not applicable directly in the

48. Why can't I see the details of the person
application, the name of the person completing the task is displayed.
completing checklist tasks?
However, if the task is marked complete or not applicable through the
notification (bell or email), the name of the person completing the task is not
displayed.
The Contact Info (Name, email, phone) comes from the person record and not
49. Why are the user contact details not
the user account record. So, if the user you created doesn’t have a person
displayed?
record, this information will not be displayed. Instead, only the username will be
displayed.

QUESTION ANSWER
#
You can't select multiple tasks and mark them complete because the task types
50. Why can’t I select multiple tasks and mark
can be different. For example, certain tasks such as signing a document or
them as complete?
updating personal information can be marked complete only by the worker
who's the task performer.
51. Can I select multiple checklist tasks and Yes. You can select multiple tasks and reassign them only from these pages:
reassign them?
· My Team > Onboarding > My Tasks
· My Client Groups > Onboarding > My Tasks
· Me > Checklist Tasks > Current Tasks > To Do for Myself
· Me > Checklist Tasks > Current Tasks > To Do for Others
You need to check and follow these steps:

52. Why can’t I see all the boxes in Checklist
Tasks app? 1. Create a sand box with an option to configure "Structure"
2. Enter the sandbox and navigate to "Structure"
3. Click on Me, to open the drill down page for this group
4. Click on the Quick Action Tab at the top of this drill down page
5. Expand the Checklist Tasks category
6. Ensure that all the 3 quick actions (Current Tasks, In-Progress
Checklists, and Completed Checklists) are enabled
Disable the quick action for that box using the Structures menu when in a
53. How can I disable one or more of the three
sandbox.
different boxes: Current Tasks, In-
Progress Checklists, Completed
Checklists?
The Dashboard tab appears for all checklist categories only if the Journeys
54. Why can’t I see the dashboard tab for all
profile ORA_PER_JOURNEYS_ENABLED is enabled.
checklist categories?
Why can’t I create additional sections in

55. There is no provision to create additional sections. The Note Board and What’s
Enterprise Onboarding (e.g., Note Board
Happening sections are currently limited to 3.
and What’s Happening)?
I am unable to reorder the sections on the

56. That is as per design. You can't modify the page layout because it will disturb
Enterprise Onboarding home page for
the color themes. The Enterprise Onboarding checklist page uses overlapping
new hires.
and alternating color themes for some sections.
I am unable to add images on the Note Note board section doesn't support images. It is only for text and links.
57.
Board section of an Enterprise
Onboarding checklist.
Why am I seeing the same image for all The image is a seeded image that can’t be modified. If you don’t provide any
58.
under the What’s Happening section of an image, it will take the seeded image and display that. So, if you want to have a
Enterprise Onboarding checklist specific image, you will need to provide the same in the Image URL field on the
dashboard? configuration page of the dashboard.
Why is the image appearing distorted in Ensure that the image dimension is 280x200 pixels or larger to avoid distortion.
59.
the What’s Happening section of an

QUESTION ANSWER
#
Enterprise Onboarding checklist

dashboard?
Will checklist eligibility be evaluated if I No. If you try to allocate a checklist having eligibility profile at the checklist level
60.
allocate a checklist using REST API? using REST API, the allocation errors out with an error message "result": "An
error occurred during checklist allocation. Try again later. (PER-1532327)"
Checklists which you intend to allocate using REST API should not have an
eligibility profile attached at the checklist level. Associating eligibility profile at
the task level will continue to work.
JOURNEYS
Journeys is a one-stop responsive app which enables you to use checklists of any category to guide workers when they
experience a change, be it work related such as their onboarding or personal like an update to their marital status.
# QUESTION ANSWER
1. How can I enable Journeys? You can enable Journeys using the profile
option ORA_PER_JOURNEYS_ENABLED. When you enable Journeys,
other apps such as Onboarding, and Checklists Tasks aren't available.
2. Do I need to grant any additional security Refer the topic Security Roles and Privileges.
privileges for Journeys?
3. What happens to my existing checklists Existing checklists are not impacted. Even though the tool and user
that are currently assigned when I enable experience are new, the building blocks are the same. Any existing
Journeys? Do I need to use a migration configuration that you have will not be impacted. All assigned/in-
tool to migrate from the current progress checklists will be available on the Journeys page, if Journeys in
Checklists to Journeys? enabled.
• Checklist Templates will continue to be configured the way you
have been currently configuring them.
• Any existing configuration (related to tasks, notifications, notes,
comments and attachments, messages, action and events,
dashboard, eligibility profiles) will continue to be
applicable/available even in Journeys.
• All task types will continue to be available in Journeys.
• Checklist (journey) allocation will continue to function the same
way - automatically based on an action or person event.
• Journeys will continue to be available for Pending Workers as
well.
4. Can tasks still be configured in steps or Yes, you can. The tasks will still be allocated based on when the step or
phases for Enterprise Onboarding. How phase is allocated or assigned, and the step name will be displayed on
is it displayed to employees? the Journeys UI accordingly.
5. Will everything that I have currently in Yes, it will be available in the Events and Happenings section of
the Dashboard area of an enterprise Journeys.

onboarding checklist today be available
in Journeys?
6. Can I use the checklist task Library in Yes, you can.

Journeys?
7. What is the image size I need to use for The following should be the image specifications:
the background image on the Journeys
• XL (1440+ px)
landing page?
• L (1439px – 1024px)
• M (1023px - 600 px)
• S (599 px - 320px)
8. What are the filter chips available in The filter chips for each tab are listed below:
various Journey tabs based on?
• Explore – Journey Category
• My Journeys – Journey Status, Journey Category
• My Tasks – Task Status, Required, Optional, Journey Category
• Assigned Journeys – Journey Status, Journey Category
• Activity – Activity Status, Journey Category
Additionally, you can extend the journey category by modifying the
lookup – CHECKLIST_CATEGORY.
9. Is there any possibility of using both No, you can use only one of these applications at a time.
Checklists and Journeys for some time?
When the profile option for Journeys is enabled, you can’t access the
apps for Onboarding and Checklist Tasks. The Allocate Checklists quick
action under My Team and My Client Groups will also not be available.
10. Are notifications in Journeys also in Yes, from 21D onwards, clicking on the link in notifications will take the
VBCS? user to the Journeys page when Journeys profile is turned on.
Note: This is available in the 21D February CWB.
Do employees need to have task A journey is always allocated to an employee. However, it is not
11.
assigned in order to use journeys? necessary to have any tasks for the employee to do as part of that
Meaning, can we use Journeys if only the journey.
HR team has tasks to complete?
Will I be able to view all messages on Currently, no messages (confirmation, warning, or error) will be
12.
Journey pages? displayed in the Journeys user interface.
Will Journeys replace Checklists totally? Journeys will become the de-facto application by the end of 2022,
13.
replacing Onboarding, Checklist Tasks, and the Allocate Checklists quick
action.

SECURITY ROLES AND PRIVILEGES
Checklists and Onboarding

ROLE ROLE NAME (TECHNICAL) ROLE FUNCTION DATA PARENT
TITLE DESCRIPTION PRIVILEGE PRIVILEGE ROLE
Manage ORA_PER_CHECKLIST_MANAGEMENT_DUTY Manages checklist Manage Manage Line Manager

Worker definitions. Person Person
Checklist Allocated Allocated Human
Checklist Checklist Data Resource
Specialist
Run Checklist Manage HR
Events Process Checklist Data Human
Capital
Management
Application
Administrator
View Worker ORA_PER_WORKER_CHECKLIST_VIEW_DUTY Views allocated View Person View Person Human
Checklist checklists to a Allocated Allocated Resource
worker. Checklist Checklist Data Analyst
Manage ORA_PER_MANAGE_ONBOARDING_BY_WORKER Allows worker to Manage Manage Pending

Onboarding complete the Onboarding by Onboarding by Worker
by Worker onboarding tasks. Worker Worker Data
Employee
Contingent
Worker
Manage ORA_PER_MANAGE_ONBOARDING_BY_MANAGER Allows manager to Manage Manage Line Manager

Onboarding manage the Onboarding by Onboarding
by Manager onboarding tasks. Manager Data
Manage ORA_PER_MANAGE_ONBOARDING Allows HR Specialist Manage Manage Human

Onboarding to manage the Onboarding Onboarding Resource
onboarding tasks. Data Specialist
Use REST ORA_PER_REST_SERVICE_ACCESS_ALLOCATED_CHECKLISTS Allows the user to Use REST Manage Human
Service – call all methods Service – Person Capital
Allocated associated with the Allocated Allocated Management
Checklists Allocated Checklists Checklists Checklist Data Integration
REST Service. Specialist
View Person
Allocated
Checklist Data
Use REST ORA_PER_REST_SERVICE_ACCESS_ALLOCATED_CHECKLISTS_RO Allows the user to Use REST View Person Human
Service – call the GET method Service – Allocated Capital
Allocated associated with the Allocated Checklist Data Management
Checklists Allocated Checklists Checklists Integration
Read Only REST Service. Read Only Specialist
N/A Allows a worker to Manage N/A Employee

manage their own Person
allocated checklists. Allocated Contingent
Checklist by Worker
Worker
N/A Allows the Allocate N/A Line Manager

allocation of Checklist to
checklists. Worker Human
Resource
Specialist

ROLE ROLE NAME (TECHNICAL) ROLE FUNCTION DATA PARENT
TITLE DESCRIPTION PRIVILEGE PRIVILEGE ROLE
N/A Allows the addition Add New Task N/A Line Manager
of new tasks to a for Worker
worker. Human
Resource
Specialist
N/A Allows the addition Add Task for N/A Line Manager
of tasks to a worker Worker from
from the task Task Library Human
library. Resource
Specialist
N/A Allows management Manage HR N/A Person

of checklist Checklist Configuration
templates. Template Duty
Journeys
ROLE ROLE ROLE NAME (TECHNICAL) ROLE FUNCTION DATA PARENT ROLE
TITLE TYPE DESCRIPTION PRIVILEGE PRIVILEGE
Access Duty ORA_PER_ACCESS_JOURNEY_BY_WORKER Allows workers to Access Pending

Journey by access their own Journey by Worker
Worker journeys. Worker
Employee
Contingent
Worker
Manage Duty ORA_PER_MANAGE_JOURNEY_BY_MANAGER Allows managers Manage Line Manager

Journey by to access and Journey By
Manager manage worker Manager
journeys.
Use REST
Service –
Worker
Journey
Tasks Read
Only
Explore
Journeys
View Journey
Activity
Manage
Journey
(Create, edit,
and delete
personal
journeys)
View Global
Journeys
Manage Duty ORA_PER_MANAGE_JOURNEY_BY_HR Allows HR Manage Human

Journey by specialists to Journey By Resource
HR access and HR Specialist
manage worker
journeys. Use REST
Service –
Worker
Journey
Tasks Read
Only

ROLE ROLE ROLE NAME (TECHNICAL) ROLE FUNCTION DATA PARENT ROLE
TITLE TYPE DESCRIPTION PRIVILEGE PRIVILEGE
Explore
Journeys
View Journey
Activity
Manage
Journey
(Create, edit,
and delete
personal
journeys)
View Global
Journeys
View Duty ORA_PER_VIEW_JOURNEY Allows users to Manage Human

Journey access and view Journey By Resource
worker journeys. HR Analyst
Use REST
Service –
Worker
Journey
Tasks Read
Only
View Global
Journeys
Use REST Aggregate ORA_PER_REST_SERVICE_ACCESS_WORKER_JOURNEYS Allows the user to Use REST Manage Access
Service – call all methods Service – Journey Journey by
Worker associated with Worker Data Worker
Journeys the Worker Journeys
Journeys REST View Manage
Service. Journey Journey By
Data Manager
Manage
Journey By HR
Human Capital
Management
Integration
Specialist
Use REST Aggregate ORA_PER_REST_SERVICE_ACCESS_WORKER_JOURNEYS_RO Allows the user to Use REST View View Journey
Service – call the GET Service – Journey
Worker method Worker Data Human Capital
Journeys associated with Journeys Management
Read Only the Worker Read Only Integration
Journeys REST Specialist
Service.
Use REST Aggregate ORA_PER_REST_SERVICE_ACCESS_PUBLIC_WORKERS_RO Allows the user to Use REST Human
Service – call the GET Service – Resource
Public method Public Manager
Workers associated with Workers Read
Read Only the Public Only Human
Workers REST Resource
Service. Specialist
Human
Resource
Analyst

FAQs
QUESTION ANSWER
#
1. Which security privileges should I You will have to refer the Security Reference Manual for finding out the
assign to my custom pending worker privileges that you need to assign to your custom role, to enable them
role to access the various preboarding to access those tasks.
application tasks?
You can find the security reference manual at the Oracle Help Center >
Human Resources > Secure > Security Reference for Oracle Human
Resources Cloud
2. How can a performer of an enterprise Such users need to be granted access to My Client Groups >
onboarding task, who is not the Onboarding, for them to access the tasks assigned to them. The
checklist assignee, nor is the line aggregate privilege of “Manage Onboarding”
manager or HR of the checklist (ORA_PER_MANAGE_ONBOARDING) grants access to My Client Groups
assignee, access the checklist task? > Onboarding.
3. How can I restrict a Line Manager or You can remove these privileges that are part of the seeded Line
HR Specialist from adding tasks? Manager and Human Resources Specialist roles:
• Add New Task for Worker

(PER_ADD_NEW_TASK_FOR_WORKER)
• Add Task for Worker from Task Library
(PER_ADD_TASK_FOR_WORKER_FROM_TASK_LIBRARY)
To view and answer questions in a questionnaire, you need to add this

4. Questionnaires is not appearing in
privilege to your custom roles which need to access the questions in the
the checklist tasks for preboarding.
checklist task:
Why?
HRT_MANAGE_QUESTIONNAIRES_PRIV
5. Does checklist support assignment No, checklists are currently allocated to a person and not to an
level security? assignment. So, any user who has access to that person will be able to
access all checklists allocated to that person.
However, when a manager or HR launches the responsive Allocate
Checklists page, the quick action worker search will only display those
worker assignments for which the manager or HR have access.
6. Why can’t I see journey templates on Ensure that the privilege Use REST Service – Journeys Read Only
the Explore tab even though I have (ORA_PER_REST_SERVICE_ACCESS_JOURNEYS_RO) is added to the
given the required privileges to the employee role to view journey templates on the Explore tab.
employee role?

CHECKLIST NOTIFICATIONS
These are the available notification templates for Checklists:
NOTIFICATION TEMPLATE DATA MODEL DESCRIPTION
ChecklistWelcomeReport ChecklistWelcomeDataModel Triggered only to the worker

when a checklist of the
category Enterprise
Onboarding is allocated.
ChecklistTaskCombinedNotificationReport ChecklistTaskCombinedNotificationDataModel Triggered to send combined

notifications (both actionable
and FYI) for checklist tasks
per performer, per day, per
checklist.
Note: This is available only
from Release 20D.
ChecklistTaskPerformerFYIReport TaskNotificationDataModel Sends report without both

the Complete and Not
Applicable actions buttons if
either of the buttons are
disabled using the Display
Properties feature.
TaskActionRequiredReport TaskNotificationDataModel Triggered for all task types

when an action needs to be
performed by the user.
TaskFYIReport TaskNotificationDataModel Triggered for all task types

as an information only
notification.
To personalize the BIP based notifications, you can see the Oracle Global Human Resources Guide – Chapter
"Notifications and Approvals" – Configure Checklist Notifications Using Reports.
Additionally, you need to enable these profile options for BIP notifications:
• BIP_EMAIL_NOTIFICATION_HCM
• BIP_EMAIL_NOTIFICATION_HCM_PER
• BIP_ONLINE_NOTIFICATION_HCM
• BIP_ONLINE_NOTIFICATION_HCM_PER
After enabling these options, the checklist needs to be allocated to the person to view the changed data in the notifications.

QUESTION ANSWER
#
1. How can I turn off checklist task You can uncheck the checkbox for Task Assigned or Reassigned for Performer in the
notifications? Notification Overrides section on the task configuration page to stop sending notifications
to performers every time a task is assigned or reassigned.
Note: Based on the above configuration, the task will not appear in the checklist summary
notification as well. If this is the configuration for all tasks in a checklist, then no summary
notification will be triggered.
Why is the notifications override LoV Earlier, as part of configuring Notification Overrides, the user had to select a value from
2.
empty on the Notifications and the drop-down list. But from 19C, to improve and make it easy to configure this, we
Reminders Tab? introduced the following feature - Onboarding and Checklist Enhancements
(https://www.oracle.com/webfolder/technetwork/tutorials/tutorial/cloud/r13/wn/ghr/re
leases/19C/19C-global-hr-wn.htm#F8284) - Modify Notification Settings. We have
retained the LoV for backward compatibility.
Yes, you can. If you specify Hide for either Mark as Complete or Mark As Not Applicable
3. Can I remove the Mark as Complete
when configuring task display properties, both the action buttons don't appear on the task
and Mark as Not Applicable buttons in
notification. The task notification in this case becomes an FYI notification instead of an
the task notification?
action required notification.
Note: If you remove buttons using BPM for the task, the task won’t get completed in BPM
and the task status will always show as "In Progress".
Removal of Mark as Complete and Mark as Not Applicable buttons from the BPM
Workflow (AllocatedHumantask) is NOT a recommended action or a supported option.
Both these buttons should be there in the AllocatedHumantask for notifications to be
automatically removed from the worklist.
Additionally, it is recommended NOT to modify the seeded AllocatedHumantask workflow
as it will impact all checklist tasks.
4. How are tasks displayed in the Tasks are displayed in the checklist summary notification based on when they are due i.e.,
checklist combined summary the task due earliest is displayed first in the list. If there are no due dates configured for
notification? your tasks, then there is no definite order for listing the tasks in the combined notification.
Note: This is applicable even if sequence is defined for the tasks.
5. Why is the user not able to view If the user has not inherited the following privileges via any custom role then you need to
checklist task notifications? grant the privileges to the user:
Aggregate Privilege:
1. Print Worker Portrait (ORA_PER_PORTRAIT_MAINTENANCE_DUTY)
Function Privileges:
1. View Notification Details (PER_VIEW_NOTIFICATION_DETAILS)
2. Approve Transactions (PER_APPROVE_TRANSACTIONS)
6. How can I delay the Welcome Please refer to the worked example - How to delay Enterprise Onboarding Welcome
Notification when an Enterprise Notification - https://cloudcustomerconnect.oracle.com/posts/ac5e0ac8f6
Onboarding checklist gets allocated?

QUESTION ANSWER
#
7. How can I disable the Checklist Currently there is no configuration to prevent the triggering of the Checklist Welcome
Welcome Email notification? Email notification.
8. Why are notification reminders not Task reminder notifications will be sent only when the task is configured with a target
being sent, even though they are duration.
configured at the task level?
9. How can I customize the reminder It’s not possible to customize the reminder notification since it doesn’t have an associated
notification? BIP template or data model.
10. Why is the offboarding email If at the time when the checklist notification is being triggered, the worker has no active
notification not sent to the home assignment in the application, only then the checklist notification will be sent to the Home
email of the terminated worker? email i.e., if the notification is triggered after the termination date and the worker has no
active assignments left, only then the notification will be sent to the Home email.
11. Will a user who doesn’t have a person Yes, such a user will receive only Bell notification but not an email notification.
record receive a checklist task
notification?
Notifications to non-users are not supported. You can explore building custom BI reports
12. How can I send checklist task
which can be burst/emailed to those specific email IDs of the external persons/vendors.
notification to a person who is not a
user in the Cloud HCM application?
Yes, you can.

13. Can I enable only reminder
notifications for checklist tasks, even
if other task notifications are
disabled?
You can disable the Display Property: "Send notification on checklist allocation". This
14. How can I restrict sending of the
controls the Welcome Notification for an Enterprise Onboarding Checklist.
welcome notification when a checklist
of the category Enterprise
Onboarding is allocated?
When a checklist is deleted or when a task is removed or reassigned, the task notification
15. How do checklist and task
is withdrawn and the notification content is blank.
notifications behave in different
scenarios? When a checklist is force closed, the task notification is withdrawn and the notification
content displays the task status as "Force Closed".

APPENDIX
Appendix 1 – Differences between Classic and Responsive Allocate Checklists

SL. NO. ALLOCATE CHECKLISTS – CLASSIC ALLOCATE CHECKLISTS – RESPONSIVE
1. Disabled by default starting Release 20D Enabled by setting the profile option
PER_CHECKLIST_RESPONSIVE_ENABLED to Y. This
profile option is set to Y by default starting Release 20D.
2. Allows display, search, and allocation of checklists of Allows display, search, and allocation of checklists of all
only non-enterprise onboarding category. categories.
3. Allows run-time creation, duplication, selection and Allows only selection and allocation of configured
allocation of checklists (only non-enterprise onboarding checklists.
category).
4. Allows updates to checklist description and status. Allows updates to checklist description, but not status.
5. Allows updates to checklist task description and status. Allows updates to checklist task description, but not
status.
6. Task performer and owner can’t be modified. Allows modifying task performer by reassigning the task.
Note: From Release 20D onwards, task owner can be
updated.

Appendix 2 – Checklists and Onboarding Deep Links
# CATEGORY ROLE PAGE BACK BUTTON DEEP LINK NAME
LAUNCHED NAVIGATES TO
1. Checklists Employee Current Tasks Checklist Tasks Current Tasks

(EMP_CHECKLIST_OPEN_TASKS)
2. Checklists Employee Completed Checklist Tasks Completed Checklists

Checklists (EMP_CHECKLIST_COMPLETED)
3. Checklists Employee In- Progress Checklist Tasks In- Progress Checklists

Checklists (EMP_CHECKLIST_IN_PROGRESS)
4. Checklists Line Manager Allocate Directory Allocate Checklists

Checklists (MGR_MANAGE_CHECKLIST)
5. Checklists Human Allocate Directory Allocate Checklists

Resources Checklists (HR_MANAGE_CHECKLIST)
Specialist
6. Onboarding Employee Onboarding N/A Onboarding Tasks (EMP_ONBOARDING)

Tasks
7. Onboarding Line Manager Onboarding > Onboarding Onboarding Tasks

My Tasks (MGR_ONBOARDING_TASKS)
8. Onboarding Human Onboarding > Onboarding Onboarding Tasks

Resources My Tasks (HR_ONBOARDING_TASKS)
Specialist
9. Onboarding Line Manager Onboarding > Onboarding Onboarding Employees

Employees (MGR_ONBOARDING_EMPLOYEES)
10. Onboarding Human Onboarding > Onboarding Onboarding Employees

Resources Employees (HR_ONBOARDING_EMPLOYEES)
Specialist

Appendix 3 – Difference between Native E-Signature and DocuSign
NATIVE E-SIGNATURE DOCUSIGN
#
1. This functionality provides the capability to electronically

DocuSign is a third-party service provider who
sign a document and transfer the signed document into the
manages electronic signatures. This signature type
worker’s Document Records in Cloud HCM. This is native to
allows new hires to electronically sign documents
the application and works with HR Checklists.
during onboarding using HR Checklists.
2. Users need to click the View Document button on the task

Users need to navigate from the task page to the
page to read the document to be signed. They can provide
DocuSign site where they can read and electronically
their signing details such as name and email address on the
sign the document. The user needs to return to the
task page to complete the task. Once data has been entered,
Cloud HCM checklist task page to mark the task as
then this button will invoke the associated BIP template,
Complete.
merge the signature details (including date/time and IP
address) and display the signed document to the user.
3. Name, Date Signed, and IP address of the user are always

The document to be signed can be configured to
stored in the checklist table when using this task type. Email
include standard fields such as Full Name, Email, and
ID is also stored in the same table, if provided by the user
Date Signed and custom fields for Company and Title
when completing this task. The signing details are stored in
(mapped to Legal Employer and Assignment Name
PER_ALLOCATED_TASKS.
respectively in Cloud HCM).
4. A document record of the specified document type is

The signed document is saved and stored on
created once the task is marked as complete. The signed
DocuSign. It is not available in Document Records in
document is stored as an attachment in PDF format in
Cloud HCM.
Document Records for the specified document type.

Appendix 4 – High-Level Approaches for Custom I-9 Integration with Oracle
Cloud HCM Journeys
At a high-level there are two approaches for completing the I-9 process:
1) Simpler, manual approach
Configure a checklist task of type 'External URL' for the worker, that goes to the I-9 vendor of choice. The worker would then
key in all the required I-9 information on the vendor portal to complete Section-1 of the I-9 form.
Configure a checklist task of type 'External URL' for the manager or HR, that goes to the I-9 vendor of choice. The manager
or HR would then key in all the required I-9 information on the vendor portal to complete Section-2 of the I-9 form.
2) Sophisticated, automated approach using REST APIs

When a checklist is allocated to a worker, use Oracle's REST API to send the required data from Cloud HCM to the I-9 vendor
of choice, in advance of the worker navigation to the vendor portal to complete section-1.
Configure a checklist task of type 'External URL' for the worker, that navigates the worker to the portal of the I-9 vendor of
choice. The worker can review the information already sent to the vendor via the REST API in the above step. The worker can
then enter any additional information to complete Section-1 of the I-9 form.
Configure a checklist task of type 'External URL' for the manager or HR, that navigates the manager or HR to the portal of
the I-9 vendor of choice. The manager or HR would review all the information and enter any additional information to
complete Section-2 of the I-9 form.
Use Oracle's REST APIs to update data in Cloud HCM application based on the updates in the vendor application.
Information about Oracle's REST APIs can be found here - https://docs.oracle.com/en/cloud/saas/human-
resources/22d/farws/index.html

Appendix 5 – Considerations when Importing a Checklist Template xml
You need to consider these points when you import a checklist template xml:
1. In case you import a checklist of the category "Enterprise Onboarding", the step checklists (checklists of the
category Enterprise Onboarding Step) must be first imported in the destination environment with the same names
as in the XML file.
2. In case you import a checklist that has an eligibility profile associated to it, the eligibility profiles must be available
in the destination environment with the exact same names before importing.
3. In case you import a checklist that has tasks of the type Electronic Signature - Native, you need to configure the
document to be signed in the destination environment with the exact same names and residing in the same path as
in the XML file.
4. In case you import a checklist that has tasks of the type Electronic Signature - DocuSign, you need to configure
the DocuSign integration in the destination environment with the exact same names as in the XML file.
5. In case you import a checklist that has tasks of the type Questionnaire, you need to configure the questionnaires
with the exact same codes in the destination environment.
6. In case you import a checklist that has tasks of the type Document, the documents associated to that task won’t be
imported into the destination environment and you will need to attach the document again to that task in the
destination environment.
7. In case you import a checklist that has tasks of the type Report, you need to configure the report in the destination
environment with the same names and residing in the same path as in the XML file.
8. In case you import a checklist that has tasks of the type I-9 configuration, then the I-9 codes need to be configured
in the destination environment with the same names as in the XML file.
9. In case you import a checklist that has tasks of the type Configurable Form, you need to configure the Descriptive
Flexfield (DFF) Context in the destination environment with the same names as in the XML file. You can then create
the segments for the context after importing.

Appendix 6 – Notifications to Pending Workers and Terminated Workers
All email notifications from HCM Cloud are sent to the user account email address. User account email address is populated
from the email address specified as Work in the person record.
Typically, pending workers don't have a corporate email address. Preboarding email notifications are sent only to the email
address specified in the user account. So, for pending workers to receive email notifications on their Home email, you can
enable either one or both of the below profile options.
FEATURE CHECKLIST NOTIFICATIONS USER ACCOUNT NOTIFICATIONS
What is the ORA_PER_CHECKLIST_NOTIFY_HOME_EMAIL ORA_PER_USER_ACCOUNT_NOTIFY_HOME_EMAIL

profile option
code?
What is the N N
default value
of the profile
option?
From when are Rel 20A Rel 21B

these profile
What's New - Send Checklist Notifications to What's New - Send Password Lifecycle Notifications to
options
Worker's Home Email Personal Email Address for Pending and Terminated
available?
Workers
Which Checklist and task notifications Notifications that are a part of the password lifecycle
notifications process. These notifications are related to the
are impacted? following events:
• Forgot username
• New user created
• Password expired
• Password expiry warning
• Password generated
• Password reset confirmation
• Password reset
Which home The home email used in this case is the one The home email used in this case is the one marked as
email is used? marked as H1 in the application. H1 in the application.
If there's more than one H1 email specified, the If there's more than one H1 email specified, the
application uses the first H1 email returned in the application uses the H1 email that is valid as of the
search. It's better to use only one H1 email system date and was created last in the application.
address for pending workers so that checklist
notifications are consistently sent to the same
home email.
How is the If you set this site-level profile option to Y, If you set this site-level profile option to Y, user
notification checklist email notifications are sent to the account email notifications are sent to the home email
sent? home email address of the checklist assignee. address of the user.
This is in addition to the email notification sent
If there is no email of type H1 then the email
to their user account email, if it exists.
notification is sent to the user account email. If there is
If there is no email of type H1 and no user no user account email as well, then no email
account email, then no email notification is sent. notification is sent.

FEATURE CHECKLIST NOTIFICATIONS USER ACCOUNT NOTIFICATIONS
Are there any Yes. The checklist and task email notifications Yes. The user account email notifications are sent to
dependencies? are sent to the home email if, on the date the the home email if, on the system date, the user:
checklist and tasks are assigned, the user:
• Has only an active pending worker work
• Has only an active pending worker work relationship
relationship • Has only terminated work relationship(s).
• Has only terminated work That is, no active work relationships of type
relationship(s). That is, no active work employee, contingent worker or non-worker.
relationships of type employee or
contingent worker. In all other cases, the email notification is sent to the
user account email. If there is no user account email,
In all other cases, the email notification is sent to then no email notification is sent.
the user account email. If there is no user
account email, then no email notification is sent.
Note: A worker can't take any action (mark
complete or not applicable) from the notification
they receive on the home email, since such
emails aren't actionable and won't have
actionable links.

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Checklists - Frequently Asked Questions & Troubleshooting Guide

November, 2022
Author: Shweta Ganguly, Aliasgar Khambhaty
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HCM - PER - Frequently Asked Questions & Troubleshooting Guide - Checklists

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Checklists and Journeys -

Frequently Asked Questions

November 15, 2022 | Version 1.01

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22B Quick Guide: Journeys - Contextual and Guided Journeys

21C Quick Guide: Journeys - Alert Templates for Journeys

19D Technical Brief: Journeys - Integration with HireRight

19A Technical Brief: Journeys - Integration with DocuSign

FREQUENTLY ASKED QUESTIONS

1. What is a Checklist? A Checklist is a collection of tasks to be completed as part of a business process.

2. What are the differences in Allocate Refer Appendix 1.

The checklist category values are configured in the lookup -

Checklist categories of the type Enterprise Onboarding and Enterprise Onboarding

Initially, Oracle had seeded these 2 generic checklist categories out-of-the-box:

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On the Add comments Only the Recommended

On the Add comments The comments Recommended

No Add comments The comments Not

• Attachments added to any allocated task

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There is currently no way for an employee to assign a checklist to themselves.

The delivered I-9 integration with HireRight:

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6. Can more than 1 checklist of the category Not manually.

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Currently checklists can’t be allocated to nonworkers.

You either allocate checklists manually or they're triggered automatically using

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It will be stored in PER_ALLOCATED_TASKS table, Column name -

If the task is reopened, the attached document will not be available in

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The Checklist Questionnaire folder in Workforce Management - Checklist

No, the data collected using a questionnaire or configurable form is available

The data collected from a configurable form is specific to that Descriptive

This can be due to any of the following reasons:

12 DOCUMENT | Troubleshooting Checklists - Frequently Asked Questions | Version 1.01

When an attachment is transferred from Checklist Task to Document Records, it

This can be due to any of the following:

Only PDF report output format is currently supported.

As per the current technical implementation of opening new application tasks

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Delegation is not supported in Checklists. However, if you're a line manager or

It is not possible for Checklist/Onboarding/Journey pages to determine if an

If a checklist task is marked complete or not applicable directly in the

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You need to check and follow these steps:

Why can’t I create additional sections in

I am unable to reorder the sections on the

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Enterprise Onboarding checklist

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6. Can I use the checklist task Library in Yes, you can.

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Checklists and Onboarding

Manage ORA_PER_CHECKLIST_MANAGEMENT_DUTY Manages checklist Manage Manage Line Manager

Manage ORA_PER_MANAGE_ONBOARDING_BY_WORKER Allows worker to Manage Manage Pending

Manage ORA_PER_MANAGE_ONBOARDING_BY_MANAGER Allows manager to Manage Manage Line Manager

Manage ORA_PER_MANAGE_ONBOARDING Allows HR Specialist Manage Manage Human

N/A Allows a worker to Manage N/A Employee