Workflows is a powerful tool built into your HRIS portal that gives you the ability to delegate tasks, send notifications, and so much more. When using Workflows and Onboarding together, you can automate onboarding tasks such as I-9 Verifications for your new hires.
Here, we'll show you how to set up a workflow tasking new hires to complete an online Form I-9.
Top Tip: These steps can also be modified and used to create any other onboarding Workflow Template.
To get started with creating your I-9 verification workflow, you must first create a Workflow Template. You can do this by launching the Onboarding module from the home screen in your HRIS portal.
Then, select Administration > Workflow Templates from the drop-down menu.
From here, click Add New Template at the bottom of your list of Workflow Templates.
After this, a dialogue box will appear for you to Add Your New Template. Click Create New and enter a name for your template, i.e. I-9 Verification.
Now that your template is created, you can come back at any time to edit the name (Pencil icon) or delete your template (Trash icon).
Top Tip: If you would like to create an optional Welcome Step, click Add New Step. Select Informational as the Step Type, and enter Welcome in the description. Then, click Save.
If you chose to add a Welcome step, you can configure this by clicking the Edit button and entering your message in the text box. Once done, click Save.
Then, use the text box to enter your welcome message. Once you have finished your message, select the Save button to save your content.
Once your I-9 Verification Workflow Template is created and any Welcome Messages are configured, click the Add New Step button.
This time, select Data as the Step Type and select I-9 from the Data Type drop-down menu. Then, enter I-9 Verification as the Description and click Save.
Doing so will add the I-9 Verification step to your workflow.
This step will look like it is empty, but it does not need to be edited.
Top Tip: If you would like to add an optional ending step you can do so by clicking Add New Step. Select Informational as the Step Type, and enter Thank You (or your preferred step name) in the description. Then, click Save.
If you chose to add an Ending step, you can configure this by clicking the Edit button and entering your message in the text box. Once done, click Save.
Now that you have added the Workflow Template you can assign the workflow. To do this, launch the Workflows module.
Then, click New Campaign.
From here, enter a Name and Description for the Workflow you are creating, then select Onboarding Module Task Flow as the Workflow Template.
Leave the Due Date blank (as this workflow will be ongoing), then click Next.
Next, you will enter the employee-facing details for your workflow. This includes:
- The Task Name the employee will see.
- Content - Here you can write out the text for your employee to see before submitting their I-9 documents.
- Template - Select the I-9 Verification template you just created from the drop-down menu.
- Pop-up preferences - Whether or not you want a pop-up task to appear when the employee logs in.
Once you are done setting up your task notification, select the Save & Preview button.
Here, you will be able to see what will be displayed to an employee upon sign in. If you are satisfied with this message select the Next button. If you need to make any changes, you can select Edit.
Additionally, if you would like to set up email notifications, you can do this by clicking Click here to turn on email notification and/or configure content.
This will open a pop-up to edit your email notifications. Check the box to Send Email Notifications, make any edits to the email the employee will receive, and then click Save to set up email notifications.
Once you are done setting up your task and notification settings, it is time to select which employees to assign the workflow to.
You can choose to assign the workflow to all active employees by selecting Active Employees from the Employee Inclusion Criteria drop-down menu.
Or, you can use the filter criteria to filter for specific employees by selecting Add new condition.
If you choose to filter criteria for specific employees, you can select the Test Filter button to view your filter results so you can make sure you have the correct employees assigned to the training.
You will also need to select if you would like to automatically trigger the workflow to apply to new employees matching the filter criteria, or if it should only apply to employees currently meeting the filter criteria.
Top Tip: If you want this workflow to automatically run for your new hires, be sure to select Yes here!
Then, click Next.
Finally, select if you would like to begin your workflow Now or at a later date, then click Next.
If you select Now, it will begin running immediately.
If you select Later, the workflow will be created and viewable on your Workflow Campaigns dashboard but will display as Not Started until you choose to activate it.