Customizing Categories and Templates

Although the application delivers categories and templates for your OnBoarding activity guides, you have the ability to create your own categories and templates or use the delivered data as a starting point for your own categories and activity guide templates.

The fields for delivered data are disabled and unavailable for update. Although you cannot update the delivered data, you can make modifications to delivered or existing categories and templates to suit your organization's needs. This is done by using one of these methods and making the modifications:

  • Inserting a new effective dated row.

  • Cloning a category or template.

WARNING:

When you make modifications to a template (by either inserting a row or cloning), you cannot change the activity guide type (layout) or category. To have a template that does not use the same layout type or category, you will need to create a new template instead of cloning or inserting a new effective dated row.

For more information on setting up activity guide categories or templates, see the Enterprise Components: Setting Up Activity Guide Categories and Enterprise Components: Managing Activity Guide Templates documentation.

Important:

When there are updates for the delivered OnBoarding category or templates, Oracle will only update the 01/01/1900 row and will not modify effective dated rows entered by the customer.

Considerations for Configuring Categories for Your Environment

If you want to use the delivered categories as a basis for your OnBoarding categories, or create your own, consider the following:

  • OnBoarding categories should always use the EMPLID and EMPL_RCD context key fields. The OnBoarding template creation process makes the assumption that an OnBoarding process is created for a job assignment.

  • You should always have a Summary step that can be included as the last step in the activity guide process where users can review their progress and mark the activity guide as complete.

  • To add or remove steps from an existing category, you will need to add a new effective dated OnBoarding category row and add or delete the steps.

    Important:

    If you do this for a category that is already associated with a template, you will need to insert a row in the template with a date equal to or later than the row with the new or deleted step to apply those changes to your template. The system will not automatically insert the step into the template, but you can now opt to include this new step into the template.

    For example, you want to add a new step to the ONBOARDING category that enables an employee to enter their car information for parking purposes. Access the ONBOARDING category and insert a new effective dated row of January 1, 2024. In order to add that new step to your OnBoarding templates, you will need to insert an effective dated row equal to or greater than January 1, 2024 to see that new step you added to the category. To insert the new row in the template, access the Enterprise Components: Activity Guide Composer - Select Steps Page. The new step will be available to add to the template.

  • You can clone the delivered ONBOARDING category by accessing the Enterprise Components: Clone Category Page, selecting the category and effective dated row you want to copy, enter the new category details, and click Clone Category to save a copy of the category. You will need to navigate to the Categories component where you can update this new category (see Enterprise Components: Setting Up Activity Guide Categories).

Considerations for Configuring Templates for Your Environment

If you want to use the delivered templates as a basis for your OnBoarding templates, consider the following:

  • In order to make modifications to delivered templates, access the Enterprise Components: Activity Guide Templates Page and do one of the following:

    • Insert a new effective dated row by selecting the Update Template button to access the Enterprise Components: Update Template Page and click the Add button, This will insert a new effective dated row where you can enter the new date. Apply the change and click the Update Template button to access the template and make the changes.

    • Clone a delivered OnBoarding template by clicking the Clone Template button for the desired template. On the Enterprise Components: Clone Template Page select the effective dated row you want to copy, enter the new template details, and click Continue to save a copy of the template. You will be returned to the Activity Guide Templates page where you can select to update this template.

    Note:

    These actions will copy all the configuration setup for this template, including the status of the template at the time of inserting a row or cloning. You can change the auto save functionality, security roles, actions, step configuration, and status, but you cannot change the activity guide layout type and category.

    If multi-participant processing is enabled for the category, you may need to designate assignees for each step in the template. This is done on the template Enterprise Components: Configure Attributes Page (Enterprise Components, and then Activity Guide Composer, and then AG Composer Templates, and then Activity Guide Templates, select the Organize and Configure Steps step, then select the Configure Attributes button). If an assignee is missing, a warning message will appear.

    To inactivate a delivered template, insert a row with a new effective date, access the Enterprise Components: Activity Guide Composer - Review and Activate Page and click the Deactivate Activity Guide button.

  • If you do not want to use the same category or activity guide type (layout style) as an existing template, create a new template instead of cloning or inserting a new effective dated row.

  • If you have documents that must be acknowledged, updated and uploaded, or just uploaded, make the document-related steps (Documents, Attachments, and so forth) required on the Enterprise Components: Configure Attributes Page.

  • You should always have a Summary step that can be included as the last step in the activity guide process where users can review their progress and mark the activity guide as complete.