Onboarding (Transitions) Tasks in Standard Career Sections
If Onboarding (Transitions) is enabled in your organization and a Recruiting Center user starts a process for someone, the candidate or employee can view on the career section Tasks tab the tasks he or she has to perform. The tab is displayed in every career section to which the person has access.
The Tasks tab is divided into two sections. The left panel displays the list of tasks assigned to a person. When clicking a task in the left panel, the information associated with the selected task is displayed in the right panel. The "information" might be forms to be completed, links to PDF documents, electronic offers, email correspondence, rich content tasks that can include images and links and provide information about almost anything (a welcome message, documents about policies within the organization, the specific job and work the new hire will perform, volunteer opportunities, the campus where the person will be working, etc.).
Displaying the Tasks tab in the career section
All career sections that a person can access display the Tasks tab. This includes internal and external career sections. There is no way for a Career Section Administrator to turn off the Tasks tab: it appears if it is relevant for the logged-in user. The Tasks tab for a given candidate appears on every single career section to which the candidate has access. A career section can be configured so that a single URL directs candidates to an external career section before they are hired, and directs candidates to an internal career section once they are hired and become employees.
As soon as the first task in a process gets assigned to the candidate/new hire, the Tasks tab appears on the person's career sections. Processes that are running but have not yet assigned any tasks to the candidate/new hire are not accessible on the career sections. As soon as the last task in a process gets completed and the process reaches 100% Complete, then all of these tasks cease to be accessible on the career sections. If there are no other Onboarding (Transitions) processes running at this time, the Tasks tab disappears. Note that several Onboarding (Transitions) processes can be running for the same person, for example for different requisitions, or for one Pre-Hire process and one New Hire process for the same requisition.
Note that the label "Tasks" can be changed, like any text in any career section. This is helpful for instance if only Offboarding tasks are being handled on a given career section.
In addition, a separate career section can be configured which only contains the Tasks tab. See Onboarding (Transitions)-Only Career Section.
Accessing tasks in the career section
Candidates, new hires or employees can click the Tasks tab while in the career section.
If one process is running with at least one In Progress task, they land on that task. If the process has more than one In Progress task, they land on the first In Progress task.
If one process is running but all the tasks currently assigned to the candidate are Complete, they land on the first Complete task.
If more than one process is running, they land on a page that lists each running process. The name of the process is displayed, there is a graphic of how many tasks are complete out of the total tasks, and candidates can click the tasks of each process.
Candidates, new hires or employees can also receive an email message containing a link to the specific task or to their Tasks tab (and hence to all their tasks).
Displaying completed tasks
If candidates, new hires or employees arrived at the task after clicking the Tasks tab or after clicking the URL in the email they received, the system will automatically show them the next In Progress task after they complete/submit a task. If there is no In Progress task after this one, and if the process is still not 100% complete, the system will bring them back to the first Completed task.
If candidates, new hires or employees arrived at the task by clicking on its name in the left-hand side of the Tasks tab, then the system will remain on the current task after they click to complete it. They can now choose to click another task name in the list at the left-hand side of the page.
If this was the last task and its completion caused the overall process to reach 100% Complete, with no additional tasks waiting for any other assignees, then this process will disappear from the career section. The candidates, new hires or employees can no longer access any completed tasks nor PDF documents or reference hyperlinks within that process. If there are no other Onboarding (Transitions) processes running for this candidate, then the Tasks tab will disappear. Each task gets completed in its own way:
User-defined form task: The person reads the instructions or other text; clicks any hyperlinks to visit any resources or sites; reviews or updates the data in any fields, especially the mandatory required fields; provides any e-Signature that is required; visits the Learn page from the URL if any is configured in the form; clicks the Submit button when done. Note that there is no option to save a partially-completed form; any changes that are made in the form are lost if they are not submitted.
Document task: The only information shown on the right panel of the Tasks tab is the name of the PDF document. When the person clicks the name of the document, the browser opens the PDF in a new tab, depending on the browser version and settings. This PDF can contain personalized information due to any variables that it contains. By clicking to open the PDF, the person has automatically changed this task's status to Completed; there is no additional button to click.
Correspondence task: The person can open and view the email message sent to him/her. The Send Correspondence type of task is automatically in status Completed from the moment it appears; there is no way for the candidate to mark it complete. The email message is a copy of what was emailed by the Send Correspondence type of task. Any additional reminders or notifications for any other tasks are not displayed here; those emails only go to the selected email address of the candidate. Also, this is not related to the Secure Message Center where Recruiting's messages can be displayed, for zones that have configured this feature.
Content Page task: The person can read the content and can also access any hyperlinks or resources that are embedded within the content. Some organizations may find that the history tracking for task completion provides a sufficient audit mechanism, so that using separate forms to gather Eignatures is not necessary.
Partner Service task: This is a special kind of correspondence task, configured to provide partner-related information. It may contain a URL to visit the partner so that the candidate can do any necessary actions, or it may simply contain partner data and updates. This task appears in the status "In Progress", and there is no button/way to mark this task as complete. When the overall partner communication is completed and the final results have been sent from the partner back to the system, then this task is automatically completed.
Configurating the Tasks tab
For the Tasks tab to be displayed in career sections, the Onboarding (Transitions) Administrator must configure an Onboarding (Transitions) process and assign tasks to the New Hire role. When the process starts and a task is assigned to the new hire, the new hire sees the Tasks tab in the career section. There is no configuration to be done in the Career Section Administration menu to make the Tasks tab appear.
The Tasks tab must share the same theme, branding and colors as the rest of the career section. This provides a look and feel that is familiar to people who visited the career section as a candidate and return to perform other tasks while employed at your organization.
Just like any other career section, it is always possible for the Career Section Administrator to select one place in each career section that will be the default landing page for candidates after they log in.