Manage Activity Fields

Activities are the building blocks of workflows.

Introduction

You use the Manage Activity Fields screen to create/modify activities, select activities, and display fields that you can add to the selected activity.

Every step in a workflow is an activity, and you can:

Attach forms and correspondence templates to activities so they can be included in workflow steps.
Associate additional functionality, such as phone screen or interview questions, with activities.

The fields and options:

Specified for an activity affect the options users see when completing the activity, regardless of whether it is completed via a task, in the Applicants tab, or in the Current tab.
Users see are controlled by activity settings and field properties configured in the Manage Activity Fields screen.
Determine which fields and disposition codes display on the tab, as well as the applicant status and the “success button” the user selects to complete the activity. For applicants, activity settings determine the feedback status they see.

Users can also configure:

Enhanced e-signature as an option on tasks. Note: If configured here and you want it on a task, you must also configure in the workflow.
Standalone settings.

How to Access the Screen

In the Global Toolbar, display the Settings menu and select Settings.
Select the System Configuration tab, if necessary, to display system configuration options.
Display the Show drop-down list and select Activity Fields. The Manage Activity Fieldsscreen displays.

Tasks You Can Do on This Screen

- Add new activities.
- Make a copy of the currently selected activity that must be saved with a different name.
- Modify and save core activities.
- Preview activity fields.

Field Descriptions on This Screen

Screen Item	Description
Active check box	Makes the selected activity active or inactive.
Activity Names and Fields (list pane)	Lists all available activities and the fields that can be added to each activity. No fields can be added to the following template types; instead, they come with a standardized set of fields for all clients. (You cannot create a custom activity from these.) I-9 Section 1 I-9 Section 2 I-9 Section 3 E-Verify Onboarding US W4 State Forms Tax Credit Check Fields can be added to the following template types: No_Template Generic Form Activity. You can configure whether or not the Generic Form Activity requires a signature. Note: The Enable New Hire Synchronization with Admin check box on the Onboard Settings pane of the System Configuration: Manage System Settings screen must be selected in order to configure the Generic Form Activity template (including the E-Signature Required check box). To: Select an activity and display its details, display the drop-down list and select an activity name. View available fields, expand the Available Fields node in the list pane and then expand the node for an entity. Search for an activity, enter text in the text box, and select the Go icon.
Go icon	Go command.

Screen Item

Description

Active check box

Makes the selected activity active or inactive.

Activity Names and Fields (list pane)

Lists all available activities and the fields that can be added to each activity.

No fields can be added to the following template types; instead, they come with a standardized set of fields for all clients. (You cannot create a custom activity from these.)

I-9 Section 1
I-9 Section 2
I-9 Section 3
E-Verify
Onboarding US W4
State Forms
Tax Credit Check

Fields can be added to the following template types:

No_Template
Generic Form Activity. You can configure whether or not the Generic Form Activity requires a signature. Note: The Enable New Hire Synchronization with Admin check box on the Onboard Settings pane of the System Configuration: Manage System Settings screen must be selected in order to configure the Generic Form Activity template (including the E-Signature Required check box).

To:

Select an activity and display its details, display the drop-down list and select an activity name.
View available fields, expand the Available Fields node in the list pane and then expand the node for an entity.
Search for an activity, enter text in the text box, and select the Go icon.

Go icon

Go command.

Screen Item	Description
Display Settings	Control how the activity displays. Name: Specifies the activity name. Display Name: Specifies the label for the activity name. This field differentiates the actual template name that appears to the Onboarding Manager and the Display Name of the activity that appears to the new hire. Template Type: Enables the inclusion of additional functionality within the activity. TS Template Type: Talent Suite template type. This field acts as a quick identifier and ready reference to identify whether an activity belongs to the Talent Suite or the standalone Onboard system, and facilitates quick migration of clients to the Talent Suite. The TS Template Type drop-down is available for E-Verify, I-9 Sections 1, 2, 3, and W-4 and State form activities. The Enable Talent Suite Configurations setting must be enabled in System Settings > Onboard Settings for you to view the TS Template Type field in the Manage Activity Fields screen. When administrators create a new Talent Suite template activity, they can ignore the default Template Type drop-down list and select from the TS Template Type drop-down list. The Talent Suite template type options that appear in the TS Template Type drop-down list are driven by dictionary D_TS_ACTIVITY_TEMPLATE. Success Button Label: Specifies the label for the success button, which is the button a user selects to complete the activity and move to the next workflow step. Encrypt Uploaded Documents check box: Indicates whether documents uploaded to the system during completion of the activity are encrypted. Allow Bulk Completion check box. Allows completion of bulk actions. It is visible only for the activities whose Talent Suite template type is No Template or Onboard Start or Onboard End. By default, it is not enabled for all activities. Restrict Claim Tasks check box. For the Hiring Manager (HM) user type, there is a capability that allows the ability to claim tasks. It has a boolean value and is saved to the KT_ACTIVITY table. By default, this setting is disabled. These tasks cannot be claimed by the responsible user if the setting has been enabled. Enable Stand Alone Activity Settings check box. Note: When selected, the Stand Alone Activity Settings pane displays. It contains: Responsible User Types drop-down. Permitted User Types drop-down. Number of Days Available After Creation field. Reminder E-Mail check box, along with The Reminder Should Be Sent n Days Before the Due Date. Escalation E-Mail check box, along with The Escalation Should Be Sent n Days After the Due Date. I-9 Section 2 Start Date Driving Field check box. This shows the source field. This is needed to allow a Hiring Manger to claim tasks. E-Signature Required check box. Enhanced E-Signature check box Auto Disposition check box: Specifies that applicants who fail to pass a background check are automatically dispositioned. Note: This check box displays only in activities with a template type of Background Check Results Received.

Screen Item

Description

Display Settings

Control how the activity displays.

Name: Specifies the activity name.
Display Name: Specifies the label for the activity name. This field differentiates the actual template name that appears to the Onboarding Manager and the Display Name of the activity that appears to the new hire.
Template Type: Enables the inclusion of additional functionality within the activity.
TS Template Type: Talent Suite template type.
- This field acts as a quick identifier and ready reference to identify whether an activity belongs to the Talent Suite or the standalone Onboard system, and facilitates quick migration of clients to the Talent Suite.
- The TS Template Type drop-down is available for E-Verify, I-9 Sections 1, 2, 3, and W-4 and State form activities.
- The Enable Talent Suite Configurations setting must be enabled in System Settings > Onboard Settings for you to view the TS Template Type field in the Manage Activity Fields screen.
- When administrators create a new Talent Suite template activity, they can ignore the default Template Type drop-down list and select from the TS Template Type drop-down list.
- The Talent Suite template type options that appear in the TS Template Type drop-down list are driven by dictionary D_TS_ACTIVITY_TEMPLATE.
Success Button Label: Specifies the label for the success button, which is the button a user selects to complete the activity and move to the next workflow step.
Encrypt Uploaded Documents check box: Indicates whether documents uploaded to the system during completion of the activity are encrypted.
Allow Bulk Completion check box. Allows completion of bulk actions. It is visible only for the activities whose Talent Suite template type is No Template or Onboard Start or Onboard End. By default, it is not enabled for all activities.
Restrict Claim Tasks check box. For the Hiring Manager (HM) user type, there is a capability that allows the ability to claim tasks. It has a boolean value and is saved to the KT_ACTIVITY table. By default, this setting is disabled. These tasks cannot be claimed by the responsible user if the setting has been enabled.
Enable Stand Alone Activity Settings check box. Note: When selected, the Stand Alone Activity Settings pane displays. It contains:
- Responsible User Types drop-down.
- Permitted User Types drop-down.
- Number of Days Available After Creation field.
- Reminder E-Mail check box, along with The Reminder Should Be Sent n Days Before the Due Date.
- Escalation E-Mail check box, along with The Escalation Should Be Sent n Days After the Due Date.
I-9 Section 2 Start Date Driving Field check box. This shows the source field. This is needed to allow a Hiring Manger to claim tasks.
E-Signature Required check box.
Enhanced E-Signature check box
Auto Disposition check box: Specifies that applicants who fail to pass a background check are automatically dispositioned. Note: This check box displays only in activities with a template type of Background Check Results Received.

Screen Item	Description
Disposition Codes	Specifies the disposition codes available for the activity. You select a disposition code by selecting its check box. Each selected code is represented by a disposition code button in the Applicants tab.
Actions	Define milestones, phases and status for the activity. Job Milestone: One of five milestones each job may move through during the hiring process – Closed to new applicants, Interviews begun, Posted externally, Released from hold, or Revealed to hiring manager. Job Phase: Indicates whether the job is in the selection phase or the hiring phase. Job Sub Phase: Indicates the most recent action that has taken place. Applicant Job Status: Indicates the applicant’s status regarding the job (for example, application completed, review, screening, and so on). Note: This value cannot be changed once a candidate has applied to a job. Applicant Feedback Status: Indicates the status an applicant sees in the application during completion of the activity (for example, Your application is in review, Complete an evaluation, Authorize background check, and so on). Note: If this field is blank, the previously specified status continues to display.
Field Name	Specifies the name of the field as tracked by the system.
Label	Specifies the name of the field as it is displayed to users.
Required	Indicates whether the field is required.
Type	Indicates the type of information the field displays.
Dictionary	Specifies the name of the dictionary that contains options associated with the field, if applicable.
View Only	Indicates the field is displayed in read-only mode.
Enabled	Indicates the field is enabled for use in the activity.
Field Validation	Specifies a validation rule applied to the field.
Display Format	Indicates the format in which data appears for date fields and text fields that house Social Security numbers or postal code or currency values.
Correlate	Forces the system to maintain the value specified for the field in a correlated activity.
Reorder text box and Go (Arrow) icon	Reorders field hierarchy sequence. When you enter a number in the Field Properties section Search Number text box, and select the Go icon , the field reorders to the hierarchy level for the number entered in the text box.
Delete icon	Deletes the selected field from the activity.
Upward arrow icon	Moves the selected field upward one row.
Downward arrow icon	Moves the selected field downward one row.