How You Enable Access to Journeys 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.

Since a pending worker work relationship is created as nonprimary by default, the user account process doesn't retrieve the assignment details including the manager details for the pending worker. As a result, the manager notifications for a pending worker aren't generated.

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 allow 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.

Here's an example to illustrate how you can create a custom role that's a copy of the Pending Worker role and grant access to document records for pending workers so that they can attach and upload documents.

1. Copy the existing pending worker role.

   1. In Tools > Security Console, click Copy Role for the existing pending worker role and select Copy top role and inherited roles and then click Copy Role.

   2. In the Copy Role: Basic Information page, enter the role name Pending Worker Document Records.

   3. Enter the role name without spaces in the Role Code field.

   4. Add the required description.

2. Add the required functional security privileges, data security policies, aggregate privileges, duty roles and submit the role.

   1. In Setup and Maintenance, search for the Manage Data Role and Security Profiles task. Search for the role that you created and assign the security privileges and submit the role.

      Privilege Type	Privileges and Policies
      Functional Security Privilege	Access Quick Actions Use REST Service -HR Document Types List of Values
      Data Security Policies	Public Person
      Aggregate Privileges and Duty Roles	Attachments User Manage Person Documentation by Worker Use REST Service - HCM Countries List of Values Duty Role Use REST Service - HR Document Types List of Values

3. Assign the pending worker document records role to users.

4. Run the Retrieve Latest LDAP Changes process to make the new role available in HCM. Use the Scheduled Processes work area to run the latest changes.

5. When a user with the previously assigned custom pending worker role signs into the application, they should now be able to add document records.