In our continued effort to enhance flexibility within the Onboarding and Compliance processes, we are pleased to introduce a new feature that empowers users to have greater control over the specific onboarding or compliance documents issued to candidates.
With the new 'Add/Remove Documents' functionality, users can customise the items issued to candidates without the need to create a separate Onboarding or Compliance template. This flexibility allows items to be marked as 'not applicable,' excluding them from the onboarding / compliance documents issued.
Users can also choose to release these items at a later stage if needed, or if an item becomes unnecessary during the recruitment process, it can be reset and marked as 'not applicable.'
What's included here:
- Setup
- Using Add/Remove Documents
- Document Integrations
- Onboarding / Compliance Reports
- FAQs
Setup
Security Roles
To allow users to set onboarding or compliance items as not applicable when initiating the process, and the ability to Add Documents later on if needed you will need to update the users Security Role.
To do so, go to Settings > Security Roles > navigate to the Jobs & Talent Pools tab and enable the ‘Add/Remove OB Compliance Items’ toggle.
Communications and System Customisation
A new automated email will be generated to inform candidates when a new item is released for onboarding or compliance.
To set up this email, create a new email in Communications > Emails. Once you have created your email template go to System Customisation > Emails.
Scroll down to Onboarding process > New Document Email option and use the lookup feature to select the relevant email template.
Using Add/Remove Documents
Removing Documents
When initiating the onboarding and/or compliance process, a preview of the items to be issued to the candidate is shown.
A new toggle, labelled 'Applicable' or 'Not Applicable,' allows users to selectively exclude items from the onboarding or compliance issued.
Choosing 'Not Applicable' for an item means it will not be included in the set of onboarding or compliance documents issued to the candidate.
Please note that this toggle is set to 'Applicable' by default.
Therefore, if there are no changes required from the template, you can proceed to select 'Save & Continue' without making any alterations.
Any changes made will only apply to the set of onboarding / compliance items issued to that candidate for that job – it will not affect the onboarding / compliance template itself.Candidate history
The date, time and user who selected the items as not applicable is recorded in the candidate history.
Candidate Display
Candidates will not have any visibility of items that have been excluded (unless a system user later decides to add this document).
Onboarding Hub / Onboarding Progress updates
In the Onboarding Hub, any items excluded are displayed with that item greyed out against the candidate.
The Onboarding Progress menu in the candidate record will also not feature any onboarding / compliance items that have been set as ‘Not Applicable’ and excluded.
Adding documents
After onboarding and/or compliance documents have been issued to a candidate - if certain items were marked as 'not applicable' and excluded during the initial issuance - a new feature called the 'Add Documents' button will become available.
The ‘Add Documents’ button allows users to choose to release those previously excluded items from the onboarding/compliance process at a later stage.
Users can select which items to release by clicking on 'Add Documents' and using the 'Applicable' or 'Not Applicable' toggle.
Here, users have the options to preview, edit and replace documents, just as they do when initiating onboarding or compliance.
Only items from the original onboarding / compliance template used can be added later.If the ‘Add Documents’ button does not appear, this means that all items from the original onboarding / compliance template have already been issued.If an entirely new form, document or letter is required, users should either use the reset item functionality and issue a new document, or start onboarding / compliance over again and choose a template that features the item required.
Notification email to candidates
Once new documents have been issued, an automated email (as per System Customisation > Emails > Add Documents Email) is automatically sent to candidates to notify them there is a new item to login and review.
Candidate history
The date, time and user who added the new documents is recorded in the candidate history.
Candidate display
Candidates will see the new document / form / letter upon viewing their Onboarding Actions page. The % complete graph displayed to candidates will also update to reflect the updated total no. of items required.
Onboarding Hub / Onboarding Progress updates
The Onboarding Hub will update to reflect any new items issued.
The % complete summary will update to reflect the updated total number of items required.
In the Onboarding and Compliance tabs of the Onboarding hub, the number of days issued count will reflect when the item was issued to the candidate.
Any new items issued will also display in the Onboarding Progress menu in the candidate's record.
Setting previously issued items as ‘Not Applicable’
Users may find later in the recruitment process that some aspects of onboarding or compliance documentation are not required given the candidate’s circumstances.
This is common where applicants may be taking up employment having previously worked abroad, have alternative profession registration evidence or where the applicant is hired on a work Visa.
Users can ‘reset’ the onboarding / compliance item, and using the Applicable / Not Applicable toggle, mark the item as not applicable.
If an item has already been marked as complete, it is no longer possible to reset this item, as it is already classed as being returned and verified or completed.Candidate history
The date, time and user who added set the item as ‘not applicable’ is recorded in the candidate history.
Candidate Display
There is no notification to candidates where items previously issued are reset as ‘Not Applicable’ – the item will simply be removed from the candidate display.
The % complete graph displayed to candidates will update to reflect the updated total no. of items required.
Onboarding Hub / Onboarding Progress updates
In the Onboarding Hub, any items excluded are displayed with that item greyed out against the candidate.
The Onboarding Progress menu in the candidate record will also not feature any onboarding / compliance items that have been set as ‘Not Applicable’ and excluded.
The % complete summary will update to reflect the updated total number of items required.
Candidate Packs
Any items that have been set as ‘Not Applicable’ either at the start or during the onboarding / compliance process will not be included in the attachments sent when a candidate pack is emailed.
Document Integrations
Any items that have been set as ‘Not Applicable’ either at the start or during the onboarding / compliance process will not be included in the compiled document PDF generated in DLX or other document integrations.
Onboarding / Compliance Reports
Onboarding and Compliance reports will exclude any onboarding / compliance items set as ‘Not Applicable’ either at the start or during the onboarding / compliance process.
FAQs
How can I access the 'Add/Remove Documents' feature in our onboarding and compliance processes?
To allow users to set onboarding or compliance items as not applicable when initiating the process, and the ability to Add Documents later on if needed, enable the ‘Add/Remove OB Compliance Items’ toggle in Security Roles.
What happens if I mark an item as 'Not Applicable' when issuing onboarding or compliance?
Marking an item as 'Not Applicable' excludes it from the onboarding or compliance documents issued to the candidate, and does not display the item in either Onboarding Hub or Onboarding Progress against the candidate record.
Can I release items marked as 'Not Applicable' at a later stage if needed?
Yes, you can choose to release items that were previously marked as 'Not Applicable' – only items from the original onboarding or compliance template are available to issue however.
What if I mistakenly marked an item as 'Not Applicable'? How can I correct it?
You can reset the item and mark it as 'Applicable' using the 'Applicable/Not Applicable' toggle.
How do I configure the automated email to notify candidates of new items added to their onboarding or compliance process?
To set up this email, create a new email in 'Communications > Emails' and link it to the 'New Document Email' option in 'System Customisation > Emails'.
What information is recorded in the candidate history when an item is marked as 'Not Applicable' or added as a new document?
The date, time, and the user responsible for these actions are recorded in the candidate history.
Do candidates see items marked as 'Not Applicable'?
No, candidates will not have visibility of items marked as 'Not Applicable' unless a system user later decides to add the document.
How are excluded items displayed in the Onboarding Hub and Onboarding Progress menu?
Excluded items appear greyed out against the candidate in the Onboarding Hub and are not displayed in the Onboarding Progress menu.
What happens when new documents are issued to candidates?
An automated email is sent to candidates to notify them of the new item, and the Onboarding Hub is updated to reflect the addition.
How does the 'Add/Remove Documents' feature affect candidate packs, document integrations, and reports?
Items marked as 'Not Applicable' will not be included in candidate packs, document integrations, or onboarding/compliance reports.
I need to add a document, but I don't see the 'Add Documents' button. What should I do?
To use the 'Add Documents' feature, you must first mark at least one item as 'Not Applicable' when originally initiating onboarding or compliance. If an entirely new form / document / letter is required, users should either use the reset item functionality and issue a new document, or start onboarding / compliance over again, and choose a template that features the item required.
Is there a way to indicate that an item is not required after it has been marked as complete?
If you realise an item is not required after marking it as complete, you can't change its status to 'Not Applicable.' You can, however, add a note against the item to explain what has happened.
Was this article helpful?
That’s Great!
Thank you for your feedback
Sorry! We couldn't be helpful
Thank you for your feedback
Feedback sent
We appreciate your effort and will try to fix the article