11Checklists

This chapter contains the following:

Create checklists for actions that require the completion of standard tasks, such as creating users, reassigning resources, or onboarding new hires. You create and maintain tasks within a checklist template. For example, you can create a checklist for onboarding new hires.

Create checklist templates using the Checklist Templates task in the Setup and Maintenance work area. By default, when a checklist is created, the status is Draft. If the checklist is ready for use set it to Active, else set it to Inactive.

Note: You can use the Globe icon on the Create Checklist or Create Task pages to translate checklist and task details.

The following figure shows the components of a checklist template and their major relationships.

The HR Specialist creates a checklist template
and may associate it with an action or the purpose. The checklist
template contains certain tasks that may be associated with responsibility
types and eligibility profiles which will define whose responsible
for the task. The checklist template can also be associated with an
eligibility profile.

Validity

Specify the validity period during which the checklist template is available for allocation.

Eligibility Profile

Link an eligibility profile at the checklist template level or at the task level to determine to whom the template or task is applicable. The checklist template or task is assigned only if it matches specific eligibility criteria such as person type, business unit, or legal employer and so on. Create the eligibility profile with Checklist as the value for Profile Usage.

The value you select in Assignments to Use can only be one of these options:

  • Any assignment - enterprise

  • Any assignment exclude inactive - enterprise

  • Employee assignment only - enterprise

  • Primary Employee assignment only - enterprise

For the eligibility criteria, you can enter criteria only in the Person and Employment tabs as they contain attributes which are applicable for the checklist. Additionally, you could create a fast formula.

Checklist Category

Select a category depending on whether you want to create a standard checklist or an enterprise onboarding checklist.

  • Line Managers and HR specialists manage standard checklists using the Allocate Checklists quick action.

  • Employees, line managers, and HR specialists manage enterprise onboarding checklists using the Onboarding work area specific to their role (Me, My Team, My Client Groups respectively) or Quick Actions menu.

  • You manage checklists of types other than enterprise onboarding, using the Checklist Tasks app and Quick Actions menu.

Action Name

Actions track changes in personal circumstances, for example, new hire, transfer, or termination. Assign an action to allocate the checklist to persons automatically when they experience the action. The checklist template is still available for manual allocation, even if it's linked to an action.

Action Checklist category to use Scenarios where this is applicable

Add Pending Worker

Enterprise Onboarding

Adding external candidates (through any source) and internal candidates.

Hire, Add Contingent Worker

Enterprise Onboarding

Adding a new hire.

Add Pending Work Relationship

Enterprise Onboarding

Rehires who already have a terminated work relationship in the application.

Create Offer

Category other than enterprise onboarding

Creating an offer where multiple stakeholders need to perform an action as part of offer generation. Applicable only if using Oracle Recruiting Cloud.

Note: Checklist tasks are allocated to a line manager or Area of Responsibility only if the checklist is being allocated to an employee, contingent worker, and pending worker and not to a nonworker or candidate having an offer.

Transfer, Global Transfer, Promotion, Termination and so on

Category other than enterprise onboarding

Movement of existing workers

Allocation and Completion Criteria

Set the criteria for checklist allocation and completion. Here's how the criteria impacts checklist allocation and completion:

  • Allocation Criteria: The checklist is allocated if it meets the specified criteria. Select a criterion to determine when the checklist will be allocated.

    • Allocated manually, or when the record is created or approved. The checklist can be allocated manually or based on the action. For example, if a transfer action record is created on March 16th, 2019 and the transfer is effective on March 19th, 2019 it will be allocated on March 16th which is the date on which the record was created.

    • When the checklist action record becomes effective. The value entered in Days for Initiation field will determine the number of days before or after which the action occurs to allocate the checklist. The checklist is allocated based on the action. For example, if a transfer action record is created on March 16th, 2019 and effective on March 19th, 2019 it will be allocated on March 19th which is the date on which the action record is effective. If you enter 2 in Days for Initiation field, it will be allocated on 21st March which is 2 days after the effective date.

  • Completion Criteria: The checklist is marked completed automatically if it meets the specified criteria. Select a criterion to determine when the checklist will be marked complete:

    • All mandatory tasks completed. That is, whenever all the mandatory tasks in that checklist are completed, checklist status will be set to completed.

    • All mandatory and optional tasks completed. That is, whenever all mandatory and optional tasks are completed, the checklist status will be set to completed.

    • All mandatory tasks completed, offset period elapsed for optional tasks. That is, the offset days determine when the checklist can be marked as completed. If you specify a certain number of days, example 5, then after 5 days even if the optional tasks are still incomplete, the checklist status will be completed.

Note:
  • Checklists can be automatically triggered only if the profile option HRC_DISABLE_HCM_EVENTS_PROCESSING is set to No.

  • To enable import of checklists, set the PER_CHECKLIST_IMPEXP_ENABLED profile option to Yes. This enables the Import option in the checklist setup page.

  • Certain checklists and tasks may be allocated but can't be completed due to various reasons. You can use the Complete option to forcefully mark them as complete. For example, you may set an off boarding checklist as completed because the employee withdrew the resignation.

When creating a checklist template, you need to decide whether to use the Enterprise Onboarding category or any other category. These considerations help decide which checklist category to choose:

Consideration Enterprise Onboarding Category (including Enterprise Onboarding Step Category) Other Categories

Do these categories need to be configured?

No, these are available by default and can't be modified.

Yes, since these checklists are user defined.

When to use the category?

Use this category to specifically create a checklist for the employee onboarding process. The Onboarding work area includes advanced features to manage the onboarding process in a systematic manner.

You can configure certain additional features when you select Enterprise Onboarding:

  • Messages and Onboarding sponsor details (contact person) for a step.

  • Dashboard that includes sections such as Note Board and News and Announcements.

Use other categories to create generic checklists applicable to any process involving a series of tasks (off boarding processes, for example). These checklists can be allocated and managed using the Allocate Checklists quick action.

Can multiple checklists of this category be allocated at the same time?

No. Let's say you specify the Move to HR and Add Pending Worker actions in enterprise onboarding checklists. The Move to HR action internally calls the Add Pending Worker action so both the checklists could get allocated. For the worker, the Onboarding page displays the checklist allocated most recently.

Note: It's better not use both these actions together.

Yes

How do users access the checklists and tasks?

  • Me > Onboarding (Employees)

  • My Team > Onboarding (Line managers)

  • My Client Groups > Onboarding (HR specialists)

  • Me > Checklists Tasks (Employees)

  • My Team > Employment > Allocate Checklists (Line managers)

  • My Client Groups > Employment > Allocate Checklists (HR specialists)

How can employees, line managers and HR specialists manage their tasks?

Employees have access to these task related sections:

  • Tasks to Finish

  • Fun Stuff

  • Completed Tasks

Line managers and HR specialists have access to these task related sections:

  • My Tasks

  • Incomplete Tasks

  • Others' Incomplete Tasks

  • Tasks Awaiting Allocation

  • Completed Tasks

Employees have access to these task related sections:

  • Tasks to do for Self

  • Tasks to do for Others

Line managers and HR specialists have access to the same task-related sections as in the Enterprise Onboarding category.

How does action determine allocation?

If you specify an action in the master checklist which is of the enterprise onboarding category, the checklist is allocated automatically. If you don't specify an action, the checklist won't be allocated automatically. You can allocate the checklist manually.

If your enterprise onboarding checklist has multiple steps, then the action you specify in the first step checklist and the action in the master checklist must be the same.

If you specify an action, the checklist is allocated automatically. If you don't specify an action, it won't be allocated automatically. You can allocate the checklist manually.

Are eligibility profiles evaluated during manual checklist allocation?

  • No for enterprise onboarding master checklist

  • Yes for enterprise onboarding step checklist

  • Yes for checklist tasks

  • No for checklists

  • Yes for checklist tasks

Note: Even though you associate eligibility profiles to a checklist or task, there is no order in which the checklist is evaluated for eligibility. The first checklist that meets the criteria is allocated to the new hire.

Considerations for Configuring Checklist Actions

You can specify the action based on which you want to allocate a checklist either on the General tab or the Actions and Events tab during checklist setup. Remember that any action you configure in the Actions and Events tab is effective only if there isn't any action configured in the General tab.

Note: You can configure multiple actions and action reasons in checklists of any category, other than Enterprise Onboarding Step.

Before you configure the action, here are some points for you to consider.

Where you configure the action Checklist category this applies to What you can do

General tab

  • All categories

  • You can include one action in the checklist but can't include an action reason.

Actions and Events tab

  • All except Enterprise Onboarding and Enterprise Onboarding Step

  • You can include multiple actions for a single checklist.

  • Checklists can be allocated for specific action reasons within the selected action.

How You Configure Events in Checklists

Events track legislative or personal attribute changes in a worker's person record. For example, workers' updates to their last name, contact information, ethnicity or disability. You can configure events on the Actions and Events tab during checklist setup.

Note: You can configure events in checklists of any category, other than Enterprise Onboarding Step.

How to Configure

Define one or more events to include in your checklist by selecting a predefined attribute and specifying the existing value and new value. When a worker makes updates that match the ones that you have defined, it causes the event to trigger the checklist. These are the attribute values you can specify when defining an event in a checklist. By default, the configuration is active.

Event Attribute Values What it Means

Any value

Noneditable, considers the existing value in the person record.

No value

Noneditable, indicates that a value isn't present in the person record.

Specific value

Indicates a specific value for the event. For example, Marital Status = Married

Event Attributes You Can Configure

Here's a list of the event attributes that you can configure in a checklist:

  • Person Legislative Data - Marital Status

  • Person Ethnicity - Ethnicity

  • Person National Identifier - National Identifier Type

  • Person National Identifier - National Identifier Number

  • Person Religion -Religion

  • Person Contact Relationship - Contact Type

  • Person Work Incident - Incident Type

  • Person Disability - Disability Category

  • Person Address - Address Type

  • Person Document of Record - Document Type

  • Person Name - Last Name

  • Person Name - First Name

  • Person Name - Middle Names

Task types determine the type of task the task performer needs to complete. These are the task types you can configure:

Task Type What You Use it For When is Task Complete Example

Manual Task

Create a task that workers need to perform outside of the application.

User clicks the Complete button.

Introduce the new hire to the team.

Video

Add a video. Requires you to add an embedded URL if you want the video to open up in the same window, else it will open up in a new tab or window.

If you need to use a video hosted on an external website (example, Youtube), different websites have different ways for providing embedded URL for the video. This isn't owned by Oracle but by the external website.

For example,

"https://youtube.oracle.com/embed/klc57AoU6eY" 

User clicks the Complete button.

Welcome video from the CEO to address new hires in the organization.

Document

Attach a document that workers can download, see, and read as part of their tasks.

User clicks the Complete button.

Download insurance form, print (optional), fill up or enter details, scan (if printed) the form and upload as attachment.

Report

Specify and include a link to a published BI report.

Note: Ensure that you provide the user the required privileges to access the BI Publisher report.

See the topic, How You Configure the Report Task Type.

User is taken to another page to do the task but revisits the task drill down page to mark the task as complete.

Report that has all the employee details such as personal and assignment details for employee review.

Application Task

Select a task from a list of tasks that can be performed within the application itself. You can select the task based on the performer of the task.

See the topic, How You Configure Application Tasks Based on Task Performer

User is taken to another page to do the task but revisits the task drill down page to mark the task as complete

Update personal details.

External URL

Define an external URL that workers will use to perform the task.

User is taken to another page to do the task but revisits the task drill down page to mark the task as complete.

Link to the benefits provider site.

Native Electronic Signature

Create a task where workers can provide their consent by entering their name and email address. There are two ways you can configure this. You can specify the report path and document type to save the signed document in document records or keep it basic without configuring these fields.

You can see the date on which the consent was provided. Only the name of the person providing their signature is validated against the logged in user's name. There's no validation for email address.

See the topic, Move Electronically Signed Documents to Document Records

User clicks the Complete button.

Sign employment agreement.

I-9 Verification

Enables users to update or verify personal details during I-9 employment eligibility verification (US specific only) using HireRight.

See the topic, Integrate Checklist with HireRight for I-9 Employment Eligibility Verification

User is taken to another page to do the task but revisits the task drill down page to mark the task as complete.

Verify employment eligibility during onboarding.

Electronic Signature - DocuSign

Create tasks where workers can electronically sign during the onboarding process.

Allows users to electronically sign the document in DocuSign. Requires integration with third-party service provider, DocuSign.

See the topic, Configure Electronic Signature Using DocuSign

User is taken to another page to do the task but revisits the task drill down page to mark the task as complete.

Sign a non-disclosure agreement.

Questionnaire

Add a questionnaire to collect feedback from workers.

Note: You use the questionnaire functionality in HCM to create a questionnaire and select HR Checklists as the subscriber.

User clicks the Complete button.

Onboarding survey, exit questionnaire, collect information.

Configurable Form

Define configurable forms and capture additional details. Although the details will be captured using the form, the information won't be updated in the respective fields of the application.

Note: This action type requires additional setup. Use the Checklist Descriptive Flexfields task to create a descriptive flexfield associated to PER_PERSON_ALLOCATED_TASKS_DFF.

See the topic, How You Create Configurable Forms

User clicks the Complete button.

Fill forms related to corporate policy, tax.

Note:
  • You can configure Contact Info and Notes for all task types.

  • Performers can add attachments and comments for all task types if enabled.

  • If a document type is configured for the task, the attachments are stored in Document Records.

  • If a document type isn't specified, then the attachments are stored in Universal Content Manager and are accessible only from the completed checklist task.

  • All attachments uploaded for a specific task are stored against the same document record created based on the document type configured for the task.

  • Performers can download all task types as an .ics file to add to their calendar. The downloaded .ics file includes a link to the task and takes the performer directly to the task page.

Tasks

You can configure tasks as optional or required. You can also configure tasks as having dependent tasks. For example, a task where the worker needs to request for their identity badge could have a preceding task where the worker needs to verify their personal information details. HR specialists and line managers can't send reminders on such dependent tasks. On the worker dashboard, such tasks are displayed with a locked icon.

When you send a reminder, the reminder is per task and not a single reminder for multiple tasks. Tasks that are incomplete in a particular step are automatically carried forward to the next step in the onboarding process.

Although you can specify task description this isn't visible to task performers or editable in the user interface.

Task Library

HR administrators add tasks to the task library which is a repository of tasks. These tasks are assigned by line managers or HR specialists during the onboarding process using Add Task. Tasks from the task library can also be selected and added while creating a checklist template. Any changes done to the task details of a task in the task library won't be reflected in a task that's already added to a checklist template. When a task is added from the task library, eligibility profile isn't evaluated since tasks in the task library don't have eligibility profile associated.

Create, maintain, and view tasks used in checklist templates using the Checklist Templates task in the Setup and Maintenance work area. You can create a task directly in a checklist that's assigned to a user when the checklist is triggered or create tasks in the task library that can be assigned manually by a line manager or HR specialist. At the time of creating the checklist, you can specify if the task is required or optional.

Based on whether you want the task to be available for use in a checklist immediately or later you set the status as Active or Inactive.

Task Duration

Set the task duration. The target end date is derived based on the duration entered.

Task Performer

Task performer is the person who carries out the task. You select one of the following performers:

  • Worker

  • The worker's line manager

  • Initiator of the transaction or the manual checklist allocation

  • Specific person

  • Area of Responsibility: The performer name displays the responsibility type name and not the name of the person who has that area of responsibility.

If there are multiple performers for a task, then the task needs to be created for each performer by specifying the precedence to control the sequence.

Task Owner

Task owner is the person responsible for ensuring task completion. Task owners can review task allocation details. Managers and HR specialists can view the tasks and monitor the status themselves or assign alternative owners for the tasks. If the performer to whom the task is assigned is invalid (person derived as performer is terminated, for example) or not assigned, the task owner is designated as the performer by default. If a checklist is assigned automatically to a person based on an action, then the task owner is the user who performed the action on the person.

Note: When you use HDL or REST API to allocate a checklist through a user who doesn't have a person record, then nothing is shown in the Contacts Info section of the task. When such a task is assigned to new hires, the Contacts Info section appears blank.

Task Type

Specify the type of task that should be performed, whether it requires the performer to go to an external website or can be performed in an internal application. For example, the task could require a new hire to enroll for benefits. You can use the available task types in any checklist category.

Attachment and Comments

Enable attachments and comments when you create the task. This lets the task performer to add attachments and comments when performing the task.

Notifications and Reminders

Task performers receive a notification when you assign a task to them. This is despite any configuration you make in the Notification Overrides section. But notifications for other task updates aren't sent either to the task owner or performer unless you configure them at the task level in the Notification Overrides section. You can enable reminders that will get initiated before the due date or after the assigned date. You can also set reminders and frequency for these notifications. Task performers and owners access their tasks either from the Recent Notifications Alert or from the My Tasks section in their BPM worklist. Optionally, they can create a user view to filter the tasks in their worklist. For example, task owners may create a user view to only display those tasks that they own and not display tasks for which they're performers.

Note: All checklist task notifications which require the task performer to mark the action as Complete or Not Applicable are in the Assigned status. When the performer acts on the task notification and clicks on either Complete or Not Applicable, the task notification status changes to Complete. Similarly, all FYI checklist task notifications are in the Assigned status too, but the status of such FYI notifications changes to Complete only when the user explicitly clicks on Dismiss in the task notification.

Notes

Include instructions and details for task performers on how and where to perform the task. You can hide or change the default Notes header to something more meaningful for the task. You can also configure a URL that you specify in Notes to open in a new window. To do that, you select URL as the link type, then specify the protocol and URL in the Link Info tab. You then select New Window in the Target tab so that the URL opens in a new window.

How Eligibility Profile, Task Performers and Task Owners are Determined

The date when the action becomes effective for certain checklist actions is predetermined.

Checklist Action Date When Action Becomes Effective
  • End Assignment Termination

  • End Temporary Assignment

  • End Global Temporary Assignment

  • Termination

Last day of the current active assignment

  • Add Assignment

  • Add Temporary Assignment

  • Add Global Temporary Assignment

  • Change Location

  • Change Manager

  • Global Transfer

  • Promote

  • Transfer

First day of the new active assignment

  • Add Pending Worker

Proposed start date of the pending worker

For example, in a checklist for the termination action let's see how the eligibility profile is evaluated and when task performers such as line manager and HR representative are notified of their tasks.

Action and Evaluation Date

Terminate worker

27-Jun 2019

Last day of active assignment

27-Jun 2019

Inactive assignment start date

28-Jun 2019

Checklist eligibility evaluated, task owner and performer determined

27-Jun 2019

What Happens When Offset Days is Specified

You can specify offset days for a task to determine when the task should be evaluated and when task owners and performers should be determined. Say you create a checklist for the transfer action which is effective 17-Jun 2019. You have 3 tasks one each for the current manager, new manager, and HR representative. Let's see how the task allocation date changes for each task performer based on the offset values you specify:

Task Details Task 1 Task 2 Task 3

Name

Complete Performance Appraisal

Set Development Goals

Orientation Session with New Employee

Task Performer

Line Manager

Line Manager

AoR (HR representative)

Offset Days

-3 days

1 day

4 days

Task allocated and notification sent to task performers on

14-Jun 2019

18-Jun 2019

21-Jun 2019

Task performer determined based on offset days

Current Line Manager

New Line Manager

New HR representative

Examples of Task Delay Duration

You can delay the start of a task by specifying the number of days after which the task should be allocated to a task performer. The delay duration along with other checklist allocation criteria you specify will determine when the task is allocated to a task performer.

Note: If you specify delay duration for a task that has a preceding task, then the delay duration is calculated from the day on which the preceding task is marked as complete. For example, you set Task A as the preceding task for Task B and Task B has a delay duration of 2 days. If Task A is completed on 19th July, Task B will be allocated and initiated on 21st July. Also, Task B will be listed in the Tasks Awaiting Allocation section.

In these examples let's see how the task allocation date changes based on the checklist allocation criteria and the delay duration.

Example 1

Allocate a checklist task to a task performer 2 days after the new hire record is created.

Allocation Criteria Date

Create a new hire record

10-Jun-2019

New hire's Start Date

9-Jun-2019

Create a checklist template with action Hire and set checklist allocation criteria to Checklist manually allocated or record created and approved

 

Create a task Verify Personal Information with performer as Worker

 

Specify Delay Duration

2 days

Checklist task is allocated and task notification sent (10-Jun-2019 plus 2 days)

12-Jun-2019

Example 2

Allocate a checklist task to a task performer 2 days after the new hire record becomes effective.

Allocation Criteria Date

Create a new hire record

10-Jun-2019

New hire's Start Date

9-Jun-2019

Create a checklist template with action Hire and set checklist allocation criteria to When the action record becomes effective and Days for Initiation as 4

 

Create a task Verify Personal Information with performer as Worker

 

Specify Delay Duration

2 days

Checklist task is allocated and task notification sent (10-Jun-2019 plus 4 days plus 2 days)

16-Jun-2019

Example 3

Allocate a checklist task to a task performer 5 days after a pending worker record is created.

Allocation Criteria Date

Create a pending worker record

24-May-2019

Pending worker's proposed start date

3-Jun-2019

Create a checklist template with action Add Pending Worker and set checklist allocation criteria to Checklist manually allocated or record created and approved

 

Create a task Submit Identity Proofs with performer as Worker

 

Specify Delay Duration

5 days

Checklist task is allocated and task notification sent (24-May 2019 plus 5 days)

29-May 2019

Example 4

Allocate a checklist task to a task performer 5 days after a pending worker record is effective.

Allocation Criteria Date

Create a pending worker record

24-May-2019

Pending worker's proposed start date

3-Jun-2019

Create a checklist template with action Add Pending Worker and set checklist allocation criteria to When the action record becomes effective and Days for Initiation as -2

 

Create a task Submit Identity Proofs with performer as Worker

 

Specify Delay Duration

5 days

Checklist task is allocated and task notification sent (3-Jun-2019 minus 2 days plus 5 days)

6-Jun-2019

Move Checklist Task Attachments to Document Records

You need new hires in your organization to submit copies of their educational certificates, birth certificate, and passport as part of the onboarding process. Instead of creating the document records manually, you use a checklist task and enable attachments in it. So, when new hires complete the task and attach documents, the documents are automatically saved to their document records.

Before You Start

Use the Document Types task to create the Education and Other Certificates document type. Set Restrict Update to Yes in the Document Record Preferences section. Restrict Delete is anyway set to Yes by default. The document is created as a document record for this document type.

Create a Manual Task with Attachments Enabled

  1. Navigate to My Client Groups > Quick Actions > Employment > Checklist Templates.

  2. On the Create Checklist Templates page, enter details in the General tab.

  3. Click Save and then click the Tasks tab.

  4. Click Add and enter details for the task as detailed here. For other fields, use the default values.

    Field Values

    Task Name

    Submit your Certificates

    Description

    Optional

    Status

    Active

    Preceding Task

    Leave blank

    Mandatory

    Yes

    Target Duration

    3 days

    Task Performer

    Employee

    Owner

    Area of Responsibility, HR representative

    Task Type

    Manual

    Attachments

    Yes

    Add Attachments to Document Records

    Education and Other Certificates

  5. Click Save.

    When this task is allocated to new hires, they can go to the task page and upload their certificates. The documents become available as document records in the specified document type.

An Enterprise Onboarding checklist template is a specific checklist that you create to onboard new hires either before, on, or after their joining date. Line managers, HR specialists, and employees use the Onboarding work area to access, manage, and complete tasks related to onboarding.

HR specialists create Enterprise Onboarding checklist templates using the Checklist Templates task in the Setup and Maintenance work area or using the Checklist Templates quick action in My Client Groups > Employment.

Note: Checklists of the Enterprise Onboarding category are available to line managers and HR specialists only in the Allocated Checklists responsive user interface.

Category

Define a master checklist using Enterprise Onboarding category. The master checklist links steps in the onboarding process. You need to configure at least one step that needs to be linked to this master checklist. There's no maximum limit for the number of checklist steps that can be created. You can specify the sequence of the steps. You add tasks to the checklist of category Enterprise Onboarding Step. For example, in your master checklist, you can configure a step titled Your First Day to include onboarding tasks that the employee needs to complete on their joining date. You can add one or more tasks that a new hire needs to perform before their first day, such as providing identity proofs.

Enterprise Onboarding Step

An Enterprise Onboarding step includes tasks that need to be performed in each phase of the onboarding process. On the Onboarding home page, the steps appear as per the sequence specified in Enterprise Onboarding master checklist.

Messages

Include messages to display on the home page when the worker signs in during the onboarding process. You can include the contact details of the onboarding sponsor who's help new hires can seek when completing a task. Attributes such as FirstName, LastName, FullName, and DisplayName are supported in the step message.

Dashboard

This tab appears only when you select Enterprise Onboarding. Include greeting, notes, or announcements that appear on the Onboarding home page. The notes display on the Note Board of a new hire. You can only add text as part of the notes and provide links to any attachments. Other types of content you can include are links or videos specific to the organization.

This example shows how to configure an Enterprise Onboarding Step checklist with onboarding tasks that new hires need to complete on their first day and within the first week. The Enterprise Onboarding Step checklist is a child checklist comprising one or more tasks that you associate to high level steps in a master Enterprise Onboarding checklist.

In this example, you create two checklists one that includes tasks to be done on the first day and the second to include tasks to be done in the first week. The checklist is applicable for new hires located in the US. You use the Checklist Templates task to create and manage checklists.

Summary of Tasks

To create the checklists, you need to:

  1. Enter general details

  2. Create mandatory tasks and enable notifications to be sent when the task is completed

  3. Provide other instructions for the tasks

Prerequisites

  1. Create an eligibility profile Work_Location_US for workers in the US.

Entering General Details

  1. In the Setup and Maintenance work area, go to the following:

    • Functional Area: Workforce Information

    • Task: Checklist Templates

  2. On the Checklist Templates page, click Create to open the Create Checklists page.

  3. Create two separate checklists with values as detailed below:

    Fields Checklist 1 Checklist 2

    Name

    On Your First Day - Step 1

    Your First Week - Step 2

    Description

    This checklist includes tasks to be completed on the first day.

    This checklist includes tasks to be completed within the first week.

    Category

    Enterprise Onboarding Step

    Enterprise Onboarding Step

    Status

    Active

    Active

    Date From

    1-Jan-2018

    1-Jan-2018

    Date To

    10-Jan-2021

    10-Jan-2021

    Country

    All Countries

    All Countries

    Eligibility Profile

    Work_Location_US

    Work_Location_US

    Category

    Enterprise Onboarding Step

    Enterprise Onboarding Step

    Action Name

    Hire

    Hire

    Allocation Criteria

    When the action record becomes effective

    When the action record becomes effective

    Days for Initiation

    0

    1

    Completion Criteria

    When all mandatory tasks are completed

    When all mandatory tasks are completed

    Message

    Hello, you're in step 1 of the onboarding process.

    Hello, you're in step 2 of the onboarding process.

  4. Click Save.

Creating Tasks

  1. Click the Tasks tab and click Create.

  2. Complete the fields, as shown in the table for each of the two high level steps. The tasks must be associated to the respective Enterprise Onboarding Step checklists created as prerequisites.

  3. Create the tasks that need to be included in each of the checklists as shown in the table:

    Field Values for task included in On Your First Day - Step 1 Values for task included in Your First Week - Step 2

    Task Names

    Request Access Badge

    Verify Your Personal Information

    Description

    Optional

    Optional

    Status

    Active

    Active

    Eligibility Profile

    Leave blank

    Leave blank

    Preceding Task

    Leave blank

    Leave blank

    Mandatory

    Yes

    Yes

    Target Duration

    3 Days

    1 Day

    Performer

    Worker

    Worker

    Owner

    Area of Responsibility

    HR Representative

    Line Manager

    Action Type

    Manual

    Application Task

    Select the relevant application task from the list of values.

    Notification and Reminders

    When task is completed

    Owner

    Leave Blank

    Notes

    Complete this task before the end of your first day.

    Don't forget to update your details before the end of your first week.

  4. Similarly, create one more task titled Provide Identity Proofs to include in On Your First Day - Step 1 and two more tasks titled Meet Your Team and Review Campus Map Directions to include in Your First Week - Step 2.

  5. Click Save and Close.

This example shows how to configure an Enterprise Onboarding checklist that acts as a master checklist in the onboarding process. When you create an Enterprise Onboarding checklist, the checklist tasks that you configure appear as high level steps or phases in the Onboarding home page. The high level steps link to an Enterprise Onboarding Step checklist comprising the actual onboarding tasks.

In this example, you create a master checklist and include two high level steps titled On Your First Day and Your First Week for new hires located in the US. When you create the step, you link it to On Your First Day - Step 1 and Your First Week - Step 2, the Enterprise Onboarding Step checklists that you created as a prerequisite. Further, you add instructions and notes that appear on the Onboarding home page.

Note: If you want the checklist to be automatically allocated based upon an action, the action needs to be configured in the master checklist which is of the category Enterprise Onboarding. Additionally, the same action needs to be configured in the first step checklist which is of the checklist category Enterprise Onboarding Step.

Summary of Tasks

To create the checklists, you need to:

  1. Enter general information

  2. Create a checklist of the category Enterprise Onboarding, add the steps as high level tasks and specify the sequence

  3. Add a welcome message with instructions

  4. Configure the content types for the dashboard

Prerequisites

  1. Create two Enterprise Onboarding Step checklists titled On Your First Day - Step 1 and Your First Week - Step 2. In the On Your First Day - Step 1 checklist include two tasks titled Provide Identity Proofs and Request Identity Badge. In the Your First Week - Step 2 checklist include three tasks namely Verify Your Personal Information, Review Campus Map Directions, and Meet Your Team.

Entering General Details

  1. In the Setup and Maintenance work area, go to the following:

    • Functional Area: Workforce Information

    • Task: Checklist Templates

  2. On the Checklist Templates page, click Create to open the Create Checklists page.

  3. Complete the fields in the General tab as shown in the table:

    Fields Values

    Name

    New Hire Onboarding

    Description

    Onboarding checklist

    Category

    Enterprise Onboarding

    Status

    Active

    Date From

    1-Jan-2018

    Date To

    10-Jan-2021

    Country

    All Countries

    Eligibility Profile

    Leave blank

    Action Name

    Hire

    Allocation Criteria

    When the action record becomes effective

    Completion Criteria

    When all mandatory tasks are completed

  4. Click Save.

Creating the High Level Tasks and Specifying the Sequence

  1. In the Tasks tab, click Add Task.

  2. Create the tasks that need to be included in each of the checklists as shown in the table:

    Field Values to include for On Your First Day Values to include for Your First Week

    Names

    On Your First Day - Step 1

    Your First Week - Step 2

    Description

    Optional

    Optional

    Status

    Active

    Active

    Eligibility Profile

    Leave blank

    Leave blank

    Sequence

    1

    2

    Action Type

    Checklist

    Checklist

    Checklist Name

    On Your First Day - Step 1

    Your First Week - Step 2

  3. Click Save and OK.

  4. Click Save and Close.

Adding a Message

  1. Click the Message tab and enter the title and message shown in the table:

    Field Value

    Title

    Welcome

    Text

    As a new employee, you're required to complete all onboarding tasks.

  2. Click Add and specify details of the onboarding sponsor for workers to contact during the onboarding process. The contact details display on the workers Onboarding home page.

  3. Click Save.

Configuring the Content Types for the Dashboard

  1. In the Notes section, click Add and complete the fields as shown in the table:

    Field Value

    Content Title

    Orientation

    Description

    Check your email for the schedule

    Content Status

    Active

    Content Type

    Standard Note

  2. In the What's Happening section, click Add and complete the fields as shown in the table:

    Field Value

    Category

    Insight

    Content Title

    Company Information

    Status

    Active

    Content URL

    https://www.oracle.com/index.html

    Event Date

    Leave blank

    Image URL

    Leave blank

  3. Click OK.

  4. Click Save.

An allocated checklist is a specific instance of a checklist template. You consider the date when the record is created or approved or the date when the action record becomes effective to allocate a checklist. Human Resource (HR) specialists can access the Allocate Checklists task from Quick Actions > My Client Groups. Line managers can access the task from Quick Actions > My Team.

Automatic or Manual Allocation

If the checklist is associated with an action such as new hire or transfer, the checklist is automatically allocated to workers when they experience the action. If not, you must manually assign the checklist to workers. If you associate the checklist or task with eligibility criteria, they're allocated only if the worker meets the eligibility criteria. Task performers and owners are derived based on what you specify for each task in the checklist template.

The figure shows the tasks workers perform for automatically allocated checklists for which they're eligible.

Allocated checklist workflow

Task Performers and Owners

Task performers access tasks allocated to them from either the Onboarding App or the Checklist Tasks App, depending on the checklist allocated to them. They can also directly go to the task page using the URL in the task notification page. If you assign a task to multiple performers, one of the performers can claim the task by accessing the notification.

Note:
  • If you allocate a checklist using HDL it doesn't send notifications.

  • You can delete an allocated checklist using HDL.

  • While allocating checklists using REST the only restriction is that eligibility evaluation happens at the checklist task level and not at the checklist level.

Here's a list of tasks in the application which task performers can access based on their role:

Task Performer Application Task Name

Worker, Initiator, User

Me

  • Absence Balance

  • Add Absence

  • Contact Info

  • Career Development

  • Career Planning

  • Check-ins

  • Document Records

  • Edit My Details

  • Existing Absences

  • Family and Emergency Contacts

  • Goals

  • Identification Info

  • My Public Info

  • Manage Absence Records

  • My Compensation

  • Personal Details

  • Performance Evaluations

  • Payment Methods

  • People to Cover

  • Primary Care Physician

  • Report a Life Event

  • Schedule Absence

  • Social Security Accounts

  • Skills and Qualifications

  • Tax Withholding

  • Your Benefits

Line Manager

My Team

  • Document Delivery Preferences

  • Document Records

  • Employment Info

  • Request Noncatalog Learning for My Team

Area of Responsibility

My Client Groups

  • Employment Info

  • Document Records

  • Document of Delivery Preferences

Note:
  • You need to set the profile option to Y for the application task to be visible in the list of values. For example, for the application task - Family and Emergency Contact, set the profile option PER_PERSONAL_INFORMATION_RESPONSIVE_ENABLED to Y and HCM_RESPONSIVE_PAGES_ENABLED to Y.

  • A task performer must have the required access to the work area or task to be able to do the task in the application. For example, a worker assigned the task of updating their personal details can do so only if they have access to the Personal Details area in the application.

  • The Document Records application task appears twice in the list of values. One is specific to Benefits document records and the other to Personal Info.

  • If you select User as the performer then all the tasks are displayed.

The Report task action type in a checklist enables task performers to view or download a BI Publisher report when performing the task. For example, a Human Resources (HR) specialist can view all the data collected as part of the recruiting process or view the performance rating report during an exit interview.

Note: Make sure you provide task performers' access to the BI Publisher area otherwise they can't view the report.

What to Include in the Report Path

This is what you can include in the report

  • Specify the BI Publisher report folder path followed by the report name concatenated with a "/".

  • Include optional parameters in the format parameter name={parameter value}.

  • Use the prefix "?" before the first parameter followed by "&" before additional parameters.

Note: Don't include Shared Folders in the path even if the report is in Shared Folders. Don't include spaces, replace all spaces with the + character.

Here are checklist specific parameters you can include in the report path:

Parameter Name Parameter Value What it Does

P_ALLOCATED_TASK_ID

{AllocatedTaskId}

Passes the ID of the allocated task to the report.

P_ALLOCATED_CHECKLIST_ID

{AllocatedChecklistId}

Passes the ID of the allocated checklist to the report.

Note: You need to pass only the parameter as stated in the table. The PersonId is implicitly passed based on the Allocated Task ID or Allocated Checklist ID.

Let's say you specify this in the report path:/Samples/Salary+Report.xdo?P_ALLOCATED_TASK_ID={AllocatedTaskId}, the application passes the current allocated task's ID to the report as a parameter which the report can use to filter the results.

Alternatively, if you specify this in the report path:/Samples/Salary+Report.xdo?P_ALLOCATED_CHECKLIST_ID={AllocatedChecklistId}, the application passes the current allocated checklist ID to the report as a parameter which the report can use to filter the results.

You can also use both the parameters. For example, /Samples/Salary+Report.xdo?P_ALLOCATED_CHECKLIST_ID={AllocatedChecklistId}&P_ALLOCATED_TASK_ID={AllocatedTaskId}

If you don't specify any parameters then the default layout and output format are used to render the report. For example, if you specify this:/Custom/Reports/ChecklistCompletionReport.xdo the application runs the report with the default options and generates the output in PDF format. Only PDF report output format is currently supported. If Document Type is specified, the generated report is automatically created as a document record for that document type in Document Records.

For more information on OTBI reports, see the Oracle Human Capital Management Cloud Creating and Administering Analytics and Reports for HCM guide on the Oracle Help Center (https://docs.oracle.com/en/cloud/saas/index.html).

Move Electronically Signed Documents to Document Records

You create a task of type Electronic Signature so that employees' can read and electronically sign a document. You want the signed document to be available in the employees' document records for future reference.

Before You Start

  • Create Employment Agreement as the Document Type using the Document Types task. The signed document is created as an attachment to a document record for this document type.

  • Set Restrict Update to Yes in Document Record Preferences. By default, Restrict Delete is also set to Yes.

  • Create a BI Publisher template for the document that needs to be electronically signed.

Create a Task of Type Electronic Signature

  1. Navigate to My Client Groups > Quick Actions > Employment > Checklist Templates.

  2. On the Create Checklist Templates page, enter details in the General tab.

  3. Click Save and then click the Tasks tab.

  4. Click Add and enter details for the task as detailed here. For other fields, use the default values:

    Field Values

    Task Name

    Read and Sign Agreement

    Description

    Optional

    Status

    Active

    Preceding Task

    Leave blank

    Mandatory

    Yes

    Target Duration

    1 day

    Task Performer

    Employee

    Owner

    Area of Responsibility, HR representative

    Task Type

    Electronic Signature

    Signature Type

    Electronic Signature

    Report Path

    /Custom/EsignDocumentReport.xdo?P_SIGN_DATE={SignDate}P_SIGNER_NAME={SignerName}P_SIGNER_ADDRESS={SignerAddress}P_SIGNER_EMAIL={SignerEmail}&xf_pdf

    Note: If you specify the report path then the document type is mandatory. Also, only PDF format is supported.

    Document Type

    Employment Agreement

  5. Click Save.

    When you assign this task to new hires, they can go to the task page, read the document and electronically sign it. The task can be set to complete only when they enter their name. The name the worker enters is validated against the display name stored in the application. Once that's done, the signed document becomes available as a document record in the specified document type. The electronically signed document is stored as an attachment in PDF format in Document Records under the specified document type.

    For more information on the electronic signature task, see the white paper Checklists - Electronic Signature and Transfer to Document Records (2611795.1) on My Oracle Support (https://support.oracle.com).

You use the DocuSign signature type so that new hires can electronically sign the document during onboarding. DocuSign is your third-party service provider who manages electronic signatures.

Before You Start

  1. Register and obtain a license from DocuSign. Note that this is a one-time activity.

  2. Note down the account key, provider URL, user name, and password from the DocuSign site.

    Note: The profile option ORA_PER_CHECKLIST_USE_ORACLE_DOCUSIGN_INTG_KEY is set to Yes by default. This hides the integration key field on the configuration page.

Configuring the Manage Electronic Signature Task

  1. In the Setup and Maintenance work area, go to the following:

    • Offering: Workforce Deployment

    • Functional Area: Workforce Information

    • Task: HCM Electronic Signature Configurations

  2. On the HCM Electronic Signature Configurations page, click Add.

  3. Use the details obtained from the DocuSign web site to enter the keys:

    Field Value

    Module

    Checklist

    Account Key

    Obtained from DocuSign

    Provider URL

    URL of the DocuSign production or demo server.

    User Name

    Obtained from DocuSign

    Password

    Obtained from DocuSign

    Status

    Set to Active to enable integration.

  4. Click Save.

Upload the Document
  1. Upload the new hire document to DocuSign and note down the template ID that DocuSign generates.

  2. Map fields from the new hire record in HCM to fields in the document in DocuSign. You can use predefined fields or add custom fields to the predefined fields list. These details are sent from HCM to DocuSign.

    • Predefined fields: Full Name, Email Address, and Date Signed

    • Custom fields: Create and add ORA_JOB_TITLE and ORA_LEGAL_ENTITY for Assignment Name and Legal Employer. At run time, the fields you add will be replaced with relevant information from the new hire record.

  3. Add the role ORA_ESIGN_CHECKLIST in the Recipient field on the DocuSign site to make it applicable to checklists.

Configure the Task Action Type

  1. In the Setup and Maintenance work area, go to the following:

    • Offering: Workforce Deployment

    • Functional Area: Workforce Information

    • Task: Checklist Templates

  2. On the Create Checklist Templates page, enter details in the General tab.

  3. Click Save and then click the Tasks tab.

  4. Click Add and enter details for the task.

  5. Select Electronic Signature as the Task Type and Electronic Signature - DocuSign as the Signature Type.

  6. Enter the template ID that you obtained from the DocuSign site.

  7. Click Save.

    Here's what happens when you assign this task to new hires. They are automatically taken to the DocuSign site where they can read and electronically sign the document. The signed document is stored on DocuSign.

    Note: Make sure that the email address in the person's record is set as Primary.

    For more information on integration with DocuSign, see the white paper: Onboarding Checklists - Integration with DocuSign (2486626.1) on My Oracle Support at https://support.oracle.com

In this example, you configure the settings that will enable your organization Oracle, US to integrate with HireRight, a third-party I-9 form verification service provider. Since I-9 form verification is mandatory for employees in the US, this integration will enable you to include an I-9 verification task in new hire checklists for US based workers.

Before You Start

  • Obtain a license and register with HireRight. This is a one-time activity.

  • Note down the account code obtained from HireRight.

Note: This feature will work only if a value is provided in Work Email in the worker's person record.

Configure the Checklist Integrations Task

  1. In the Setup and Maintenance work area, go to Checklist Integrations task.

  2. On the Checklist Integrations page, click Add.

  3. Enter the values as shown in the table. Note that some values are provided by HireRight. For others if not specified, use the default values.

    Field Values

    Integration Category

    I-9

    Integration Type

    HireRight

    Integration Code

    User-defined name for the integration, the code you enter here becomes available in the list of values when you configure the I-9 task.

    Account Code

    You need to obtain this value from HireRight, this is the company account code.

    Web Service URL

    Override the application defaulted URL with https://api2.hireright.com:443/ws_gateway/HireRightAPI/v/1/2

    Administrator User Reference

    A valid user account in HireRight with administrator privileges to initiate the I-9 process, generate the employee web link, and check the verification status. You need to obtain this value from HireRight.

    Enable integration and send information to external service provider

    Selected, indicates that attributes from HCM will be shared with HireRight

  4. Click Save.

Validate the Integration

  1. Click Validate to confirm that the integration works.

  2. Click Save.

    The integration is successful if no errors are displayed.

Configure Attributes to Send to HireRight
  1. These attributes are sent from HCM to HireRight. On the Checklist Integrations page, you can indicate which attributes shouldn't be sent.

    • Worker First Name

    • Worker Last Name

    • Worker Email Address (not configurable and is always sent)

    • Worker Address

    • Worker Social Security Number

    • Worker Date of Birth

    • Hiring Manager First Name

    • Hiring Manager Last Name

    • Hiring Manager Email Address

    • Worker Location Code

    • Worker Location Name

    • Worker Start Date

You're creating an I-9 verification task for new hires in your organization based in the US. HireRight is your third-party service provider for the I-9 verification process. The I-9 form has two sections that need to be validated by both employee and employer in HireRight. Additionally, the I-9 verification status is available once the two sections are completed. So, you create three tasks for each of the sections and assign it to the respective task performers.

You need these details for the task:

  • Integration code obtained during the setup process. You can't create the tasks without this code.

  • HireRight user accounts for HR representatives to verify documents, generate the web link, and check the processing status.

  • To transfer the completed I-9 form into Document Records, configure a document type and associate it to the I-9 Verification Status checklist task. Additionally, the transfer must be enabled and configured on the HireRight side first.

Create I-9 Task for New Hire

  1. In the Setup and Maintenance work area, go to the Checklist Templates task.

  2. On the Create Checklist Templates page, on the General tab select the checklist category and enter relevant details.

  3. Click Save and then click the Tasks tab.

  4. Click Add and enter details of the first task as detailed here. For other fields, use default values.

    Field Value

    Task Name

    Initiate I-9 Verification Process

    Description

    Optional

    Status

    Active

    Preceding Task

    Leave blank

    Mandatory

    Yes

    Target Duration

    1 day

    Task Performer

    Employee

    Owner

    Area of Responsibility, HR representative

    Action Type

    I-9 Verification

    I-9 Section

    I-9 Section 1- Employee

    I-9 Configuration

    Integration code from setup

    Attachments

    Selected

    Comments

    Selected

    Notes

    Complete this task before the end of the first day.

  5. Click Save.

    When this task gets assigned, new hires use their single sign on to go to the HireRight site and verify or update their details.

Create I-9 Task for Line Manager

Line managers can do this task only when the employee completes the section 1 task.
  1. In the Task tab, enter these details for the second task. For other fields, use default values.

    Field Value

    Task Name

    Verify Employee Details for I-9 Verification

    Description

    Optional

    Status

    Active

    Preceding Task

    Initiate I-9 Verification Process

    Mandatory

    Yes

    Target Duration

    6 days

    Task Performer

    Line Manager

    Owner

    Area of Responsibility, HR representative

    Action Type

    I-9 Verification

    I-9 Section

    I-9 Section 2 - Employer

    I-9 Configuration

    Integration code from setup

    Attachments

    Selected

    Comments

    Selected

    Notes

    Verify employee's details.

  2. Click Save.

Create I-9 Task for HR Representative
HR representatives can review the I-9 verification status any time.
  1. In the Tasks tab, enter these details for the third task. For other fields, use default values.

    Field Value

    Task Name

    Review I-9 Verification Status

    Description

    Optional

    Status

    Active

    Preceding Task

    Leave blank

    Mandatory

    Yes

    Target Duration

    10 days

    Task Performer

    Line Manager

    Owner

    Area of Responsibility, HR representative

    Action Type

    I-9 Verification

    I-9 Section

    I-9 Section Verification Status

    I-9 Configuration

    Integration code from setup

    Attachments

    Selected

    Document Type

    Completed I-9 Form

    Comments

    Selected

    Notes

    Check employee's I-9 verification status.

  2. Click Save.

    When you verify the completed form, you need to click Upload to Document Records to move the completed form to Document Records.

    Note:
    • If there's no document type configured in the I-9 Verification Status task, then Upload to Document Records won't be visible.

    • If Section 1 and Section 2 of the I-9 Form aren't complete, then Upload to Document Records won't be visible.

    • If there's a document type configured in the I-9 Verification Status task and this feature isn't enabled from HireRight, Upload to Document Records is visible but displays an error when the task performer clicks it.

    • When the I-9 Verification Status task is marked as Complete, the appropriate I-9 verification status is updated in the Work Relationship section.

    • If the E-verify process is enabled from HireRight, the appropriate status is updated in the Work Relationship section.

You can use the Checklist Descriptive Flexfield task in the Setup and Maintenance work area to create a descriptive flexfield for use in an Enterprise Onboarding Step checklist. This descriptive flexfield applies to any onboarding step checklist task that uses the Configurable Form action type. For example, consider that you want to gather feedback from new hires on their onboarding experience. You can use the descriptive flexfield to create the feedback form.

Create a context within the descriptive flexfield representing the name of the feedback form, for example, Onboarding Feedback. Create context specific segments and values to define the questions and responses respectively. When users create a task with the Configurable Form action type, they can see the Onboarding Feedback option in the Configurable Form drop-down list and select it.

Define Checklist Descriptive Flexfield Context and Segments

Use the Checklist Descriptive Flexfields task in Setup and Maintenance and select the PER_PERSON_ALLOCATED_TASKS_DFF to specify the context, context sensitive segment, and the values required to display at run time.

Activate Checklist Descriptive Flexfields

Activate the descriptive flexfield after you define the context and context sensitive segment values by deploying the flexfield. You must sign out and sign in to the application to see your descriptive flexfield.

Associate the Task Action Type to the Checklist Descriptive Flexfield

If the Action Type is Configurable Form, the form created using the checklist descriptive flexfield displays in the Configurable Form drop-down list when creating the task. At run time, the form appears as part of an onboarding task that workers need to complete.

Configure a Checklist Descriptive Flexfield

You want to create an onboarding satisfaction survey and add it as one of the tasks in a new hire checklist. You create the survey as a context in the checklist descriptive flexfield and associate the survey with the task by setting the task action type to Configurable Form.

Summary of Tasks

  1. Create the context for the descriptive flexfield and add three context sensitive segments.

  2. Deploy the flexfield.

  3. Associate the descriptive flexfield with the task.

Creating the Descriptive Flexfield

  1. In the Setup and Maintenance work area, go to the following:

    • Functional Area: Workforce Information

    • Task: Checklist Descriptive Flexfields

  2. On the Manage Checklist Descriptive Flexfields page, select PER_PERSON_ALLOCATED_TASKS_DFF and click Edit.

  3. Click Manage Contexts.

  4. In the Create Context section, enter values listed in the following table:

    Field Value

    Display Name

    Onboarding Survey

    Description

    Onboarding feedback survey

    Context Code

    Auto-populated but can be modified

    API Name

    Auto-populated but can be modified

    Enabled

    Checked

  5. Click Save.

  6. In the Context Sensitive Segment section, enter the values listed in the following table:

    Field Values for Segment 1 Values for Segment 2 Values for Segment 3

    Display Name

    I found the Orientation program interesting and interactive.

    What is your overall impression of your first few days?

    Overall rating of your onboarding experience.

    Description

    I found the Orientation program interesting and interactive.

    What is your overall impression of your first few days?

    Overall rating of your onboarding experience.

    Context Code

    Auto-populated but can be modified

    Auto-populated but can be modified

    Auto-populated but can be modified

    API Name

    Auto-populated but can be modified

    Auto-populated but can be modified

    Auto-populated but can be modified

    Enabled

    Checked

    Checked

    Checked

    Data Type

    Character

    Character

    Number

    Table Column

    ATTRIBUTE1

    ATTRIBUTE2

    ATTRIBUTE_NUMBER2

    Value Set

    PER_YES_NO

    50 Characters

    1 Number with No validation

    Prompt

    I found the Orientation program interesting and interactive.

    What is your overall impression of your first few days?

    Overall rating of your Onboarding experience.

    Display Type

    List of Values

    Text Box

    Text Box

    BI Enabled

    Checked

    Checked

    Checked

  7. Click on Save and Close till you return to the Checklist Descriptive Flexfields page.

  8. Click Deploy Flexfield.

  9. Click OK and then Done.

Deploying the Flexfield

Deploy the flexfield that you created to make it available in the Tasks page.
  1. On the Checklist Descriptive Flexfield page, click Deploy Flexfield.

  2. In the Confirmation dialog box, click OK, and click Done.

    You must sign out and sign in before you can see the changes you deployed at run time. The flexfield context and the associated segments automatically appear when you select the Configurable Form action type in the Create Task page.

Associating the Descriptive Flexfield with a Task

  1. In the Setup and Maintenance work area, go to the following:

    • Functional Area: Workforce Information

    • Task: Checklist Template

  2. On the Checklist Template page, click Create.

  3. Enter General checklist details and click Save.

  4. Click the Tasks tab.

  5. Click Add and then enter the details of the task.

  6. Select Configurable Form as the action type.

  7. Select the descriptive flexfield context Onboarding Survey from the Configurable Form drop-down list.

  8. Complete details in other tabs.

  9. Click Save and Close.

How You Enable Checklist Email Notifications During Preboarding

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 implement one of these options:

  • Use the ORA_PER_CHECKLIST_NOTIFY_HOME_EMAIL profile option. By default, this profile option is set to No. If you set this site-level profile option to Yes, checklist email notifications will be sent to the pending worker's home email address in addition to their user account email address. The home email used in this case is the one marked as H1 in the application. Here's how the notifications are sent:

    • If the profile option is set to Yes and the pending worker has both home and user account email addresses specified, then the notification is sent to both the email addresses.

    • If the person has an active employee or contingent worker assignment on the date the task is initiated, the notification is always sent to the user account email and isn't sent to their home email.

    • If there's more than one H1 email specified, the application uses the first H1 email returned in the search. It's better to use only one H1 email address for pending workers so that checklist notifications are consistently sent to the same home email.

    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.
  • Specify the pending worker's home email address as their work email address in their person record.

    Note: After the pending worker becomes an employee, you will need to replace the user account email address, in the Security Console, to the corporate email address from the personal email address.

How You Enable Access for Preboarding

You must give the necessary access to new hires so that they can access their preboarding tasks before their start date. There's no separate work area for preboarding. They do these tasks in the Onboarding work area.

Provide Access

When you create a pending worker, their user credentials are automatically generated. Based on how you configure the email template in the Security Console, a notification with the credentials goes to either the new hire or their manager. If the manager gets the notification, they can forward the details to the new hire.

You need to do either of these additional tasks if you use the Single Sign-on (SSO) mode for authentication:

  • Enable the SSO Chooser feature, which allows pending workers to be authenticated.

  • Create an SSO account in the corporate LDAP and share the details with the new hires.

If you use VPN or IP white listing for authentication, you need to give necessary privileges to pending workers so that they can access the application.

Grant Roles

You need to grant new hires the Pending Worker role that contains the Manage Onboarding by Worker privilege. Alternatively, you may create a custom role that's a copy of the pending worker role and add more privileges.

For more information on granting document records privilege to pending workers, see the following white paper: Granting Document Records Access to Pending Workers (2451071.1) on My Oracle Support at https://support.oracle.com

You can manage checklists and tasks after they're allocated to workers, using the Allocate Checklists task. Human Resource (HR) specialists can access this task from Quick Actions > My Client Groups. Line managers can access the task from Quick Actions > My Team.

These statuses indicate what progress is made on the checklist or task.

Status What it means

Initiated

The checklist and the tasks in the checklist are automatically set to Initiated when you allocate the checklist.

Completed

The checklist or task is complete based on the criteria specified in the Completion Date field. On completion, the task doesn't disappear from the allocated checklist or the worklist. You will need to manually delete it.

Not Applicable

The checklist or task is marked as not applicable because it's wrongly allocated to a person. A task performer or owner can mark a wrongly assigned task as not applicable.

Outstanding

The checklist or task isn't complete by the target date.

Other Task Statuses

Other statuses to indicate tasks are in progress or are suspended because resources aren't available.

Checklist Lookups

This topic identifies lookups related to onboarding and have user or extensible configuration levels. Review these lookups, and update them as appropriate to suit enterprise requirements. You review lookups using the Checklist Lookups task in the Setup and Maintenance work area.

Checklist Lookups

Here's a list of checklists lookups you can use:

Lookup type Description Configuration Level

CHECKLIST_CATEGORY

Categories of checklists, such as on boarding and off boarding.

Extensible

ORA_PER_CHK_TASK_CATEGORY

Task category.

Extensible

ORA_PER_ONB_CONTACT_TITLE

Title of the onboarding sponsor.

Extensible

ORA_PER_ONB_CONTENT_CATEGORY

Content category indicates the onboarding event.

Extensible

ORA_PER_CHK_TASK_ACTION_LIST

Supported application task list for a checklist task.

Extensible

Note: ORA_PER_CHK_TASK_ACTION_LIST isn't available for use.

Checklist Descriptive Flexfields

You use the Checklist Descriptive Flexfields task in the Setup and Maintenance work area to create and manage checklist related flexfields. Review these checklist descriptive flexfields, and use them as appropriate to suit enterprise requirements.

Checklist Descriptive Flexfields

Here's the list of checklist descriptive flexfields in the application:

Application Table Name Descriptive Flexfield Code Name Used Availability

PER_ALLOCATED_TASKS

PER_PERSON_ALLOCATED_TASKS_DFF

Person Allocated Task Attributes

For creating checklist task of the type Configurable Form.

Available for use.

PER_ALLOCATED_CHECKLISTS

PER_ALLOCATED CHECKLISTS_DFF

Person Allocated Checklist Attributes

For person allocated checklist attributes.

Not available for use.

PER_CHECKLISTS_B

PER_CHECKLISTS_DFF

Checklist Attributes

For checklist attributes.

Not available for use.

PER_TASKS_IN_CHECKLIST_B

PER_TASKS_IN_CHECKLIST_DFF

Checklist Task Attributes

For checklist task.

Not available for use.

Here are the supported parameters for the PER_PERSON_ALLOCATED_TASKS_DFF descriptive flexfield:

  • ALLOCATED_CHECKLIST_ID

  • ALLOCATED_TASK_ID

  • ACTION_TYPE

  • RESPONSIBILITY_TYPE

  • TARGET_START_DATE

  • TARGET_END_DATE

  • ACTUAL_START_DATE

  • ACTUAL_END_DATE

  • STATUS

  • TASK_IN_CHECKLIST_ID

FAQs for Checklists

Changes you make in a checklist template don't affect allocated checklists because each allocated checklist is a specific instance of the checklist template. Similarly, changes you make in allocated checklists don't affect the checklist template.

The values for a category are dependent on the country selected. If a category is configured for a country, then it will be displayed in the list. The country- category mapping is configured in the Manage Checklist Lookups task.

The Country field is for information purpose only. It doesn't filter checklists based on this field. If you want to restrict checklists based on country, then use eligibility profiles

Task performers can see all enterprise onboarding tasks through the Onboarding app and other checklist tasks using the Checklist Tasks app.

When does a checklist task get allocated to the task initiator?

When a task is allocated, the hierarchy followed is: It's first allocated to the task performer. If the performer isn't available, then it's assigned to the line manager of the person to whom the checklist is allocated and if the line manager isn't available, it's allocated to the task initiator.

Can I allocate enterprise checklists to future-dated hires?

No, you can't since the person record doesn't exist as of the checklist allocation date for employees and contingent workers. But, you can allocate the checklist for a pending worker with a proposed start date in the future as the pending worker record exists as of the checklist allocation date.

Can more than one Onboarding checklist be allocated to the same worker at the same time?

No, only one Enterprise Onboarding checklist is allocated automatically. 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.

Can a checklist or task be triggered based on another checklist or task?

No. You either allocate checklists manually or they're triggered automatically using the events framework. For example, checklists are allocated automatically 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.

Can data from one configurable form be used in another configurable form in a checklist?

No, the data collected from a configurable form is specific to that Descriptive Flexfield Context. If you require that multiple configurable forms use the same data, you must create a configurable form with a global DFF context.

What notification templates are available for checklists?

There are three checklist notification templates available:

  • ChecklistWelcomeReport (ChecklistWelcomeDataModel): Triggered only when checklist of the category Enterprise Onboarding is allocated.

  • 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.

Can checklist notifications be configured according to my organization's requirements?

Yes, for more information see Configuring Checklists Notifications Using Report: Worked Example.

How can I send an email communication to new hires?

You can't send emails to new hires from the Onboarding application. You can however explore the Alerts Composer functionality to meet email notification requirements.

Where can I find the documents that are signed using DocuSign?

The signed document is saved and stored on the service provider site that's DocuSign. It isn't available in HCM Cloud.

What happens when an employee clicks View Document in their electronic signature task page?

Based on whether the employee provided details or not, this is what happens:

  • If details haven't been entered, it displays the BIP template and the 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).

  • Even if View Document isn't clicked, the signed document is still moved to Document Records when the task is marked complete. After the worker signs the document, View Document is disabled.

Can I generate reports for task progress, pending tasks, and overdue tasks with new hire details?

You can't. Currently, there are no seeded reports for Onboarding. You can only create reports using BI Publisher.

Can I use OTBI to report on data collected for a questionnaire task type in checklists?

The Checklists subject area in OTBI doesn't include questionnaires as yet. There isn't a separate subject area for questionnaires in OTBI as well. You can however create a BIP report to obtain this information.

Why can't I modify the layout of the Onboarding checklist page?

You can't modify the page layout because it will disturb the color themes. The Onboarding checklist page uses overlapping and alternating color themes for some sections.