Adding Tasks to an Onboarding Program

You can create a set of tasks required for the Onboarding process.

You can set up specific and relevant tasks for your organization and determine the responsible user groups for these tasks based on Employee Central entities, such as job location or job code.

For example, you can define one set of Onboarding tasks for new hires located in the USA, and another set of tasks for new hires located in Germany. You can define different sets of tasks for new hires by creating Onboarding programs and setting rules based on your business criteria.

The tasks that can be added to your onboarding program are:

• Write Welcome Message
• Assign a Buddy
• Recommend People
• Recommended Links
• Checklist
• Schedule Meetings
• Set Goals
• Prepare for Day One
• Where to Go
• Furnish Equipment

Enabling the Auto-Complete toggle ensures the task is closed when created. Closed tasks then appear on the Onboarding Dashboard with the Auto-Completed status.

The Auto-Complete feature is available for the following New Hire Activities:

• Write Welcome Message
• Recommended Links
• Prepare for Day One

Creating a Checklist in the onboarding process will remind the hiring manager of all onboarding tasks that need to be completed, including tasks that need to be manually completed, such as printing a form or sending a request to a department via email. 

1. Go to Admin Center→On/Offboarding→Manage Onboarding and Offboarding Tasks. 

2. If you haven't yet created a program, under Onboarding Programs, choose + New Program. 

3. In Manage Onboarding Program<Program Name>, enter the program ID, Program Name, and Brief Description. 

4. Choose + Add Task and select Checklist. 

5. In Checklist, choose + Add Item. 

6. In Checklist items, provide the checklist item name for each added item. 

7. Choose whether to add translations for each checklist item. To translate each checklist item, choose the globe icon. 

8. In the Translations page, add translations to the checklist items for each language as needed and, when finished, choose Done. 

   If necessary, choose to remove an item from the checklist. 

9. When you are finished adding items to the checklist, choose Done. 

   

1. In the instance, navigate to Manage Onboarding and Offboarding Tasks using Action Search. 

2. For the USONBTASKS onboarding program you created in a previous exercise, navigate to Actions and choose Edit (pencil icon). 

3. Choose + Add Task to add each of the following tasks, leaving them all set to No, not required. 

   Task	Required	Assigned To	Notes
   Checklist	-	-	Text: "Ask new hire to bring Passport on first day"
   Write Welcome Message	No	Manager	See image for example text
   Assign a Buddy	No	Manager	-
   Prepare for Day 1	No	Employee HR	-
   Request Equipment	No	IT Equipment NA	Laptop
   Request Equipment	No	IT Equipment NA	Mobile

   The following figure shows an example of the Write Welcome Message task.

   

4. Choose Submit.

1. (If necessary) Navigate to Manage Onboarding and Offboarding Tasks.

2. (If necessary) Select the Onboarding Programs tab.

3. Choose Define Business Rules.

4. Notice in the Onboarding scenario section, the Select Onboarding Task Configuration scenario is already selected.

5. Enter the business rule values provided in the table and choose Continue.

   Rule Name	ONB_Select_Onboarding_Program
   Rule ID	ONB_Select_Onboarding_Program
   Start Date	01/01/1900
   Description	Rule to select an Onboarding Program for an Onboardee.

6. For the If section, set the condition to Process.Process Type = Onboarding AND Process.User.Job Information.Company is equal to ACE USA.

7. For the Then section, choose SetProcess.Onboarding Tasks Configuration to be equal to US Onboarding Program (USONBTASKS).

   

8. To create and save the business rule, choose Save.