Everything You Wanted to Know About Oracle Cloud Onboarding

1.4. Tasks

Task is the lowest level  of configuration we do for onboarding. Task is basically the actual work/activity employee will perform. A task can be configured as optional or required. We can also make one task dependent on another task. We can also add tasks to the task library, which is a repository of tasks. These tasks can be assigned during onboarding process. Tasks from the task library can also be selected and added while creating a checklist template. Later in this article, we will learn different types of tasks available to configure onboarding checklist.

2. Configure Enterprise Onboarding Step checklist

Navigation : My Client Group » Quick Actions » Show More » Checklist Templates

When you are on “Checklist Template” page, click on +Create button. You are on Create Checklist page.

Create step checklist as follows

• On this page enter name as  “Avi Before First Day Activities“.
• Change the status to Active.
• Enter description as : Activities to be performed before joining organization.
• Enter Date from : First day of the year.
• Category : Enterprise onboarding step
• Action Name : Add Pending Worker.
• Allocation Date : When the action record becomes effective.
• Days for Initiation : 0. 
• Completion Date : All mandatory tasks completed.

Click on Save, but do not close window. Your checklist should look like this.

This checklist step (along with tasks) would be associated to pending workers as the action name we have selected here is Add Pending Worker. Checklist will be allocated to all pending workers because we have not associated any Eligibility Profile here. If we want to restrict this to only certain location, department etc. then we can also use eligibility profile.

Another important thing to consider here is that this checklist would be tagged to pending workers automatically as we have mentioned an Action Name (Add Pending Worker). If we do not mention any action name, it can be associated only manually.

You might also be thinking that we can restrict checklist using Country field but unfortunately that is not correct. Country field is for information purpose only. It doesn’t filter checklists based on this field. If you want to restrict checklists based on country, you will have to use eligibility profiles only.

2.1. Assign Tasks to checklist step

Note: This step is to achieve first task “Watch Welcome Video”

You are still on Create Checklist page. Click on Tasks tab. On this page you see a Select and Add button. If you click on this, you can select tasks from task library, which we discussed earlier. Since we have not created any tasks so far, click on Add Task button (+ button). You are now on Create Task page.

Enter details as below

• Name : Watch Welcome Video.
• Sequence : 1
• Status : Active.
• Required : Yes.
• Target Duration : 7 days.
• Performer : Worker.
• Owner : Initiator.
• Action Type : Video.
• Action URL : https://www.youtube.com/watch?v=jNQXAC9IVRw

Your screen should look like this.

Concept of eligibility profile here is same as explained earlier. We also explained earlier that one task can be dependent on another task, same can be handled using Preceding Task, which we will see later in this example.

Target Duration : As per the configuration an employee should complete this task within 7 days from the task is assigned.

Delay Duration : Delay duration enables you to delay the actual start date of the task for a specified time. For example, if this checklist is assigned to a pending worker on 1st Jan and we enter delay duration as 5 days, pending worker can only start task from Jan 5th.

Earlier you have seen different types of Action Type available while you create task. Most of them are self-explanatory, except configurable form. Now we will try to understand what is this “configurable form” and what is the use of it.  As per the business requirement, employees are supposed to share their T-shirt size before joining the organization, so that Line Manager can handover correct T-shirt to employee on joining date. To achieve this requirement we have to create a custom form (using DFF) and attach the same as one of the task. The task type we would use is “Configurable Form“. Lets see how this is done.

2. 2. Steps to create “Configurable Form” for onboarding checklist.

You are on page “Checklist: Avi Before First Day Activities”, click on Save and Close button. You are now on “Checklist Templates” page, click on Done. Click on the Home icon and follow the below navigation

Navigation : Setup and Maintenance » Task Panel » Search » Checklist » Click on Checklist Descriptive Flexfields

Now you are on Checklist Descriptive Flexfields page. You will see some DFF names here. Follow below activities.

• Click on the DFF name “PER_PERSON_ALLOCATED_TASKS_DFF“.
• Click on edit button (Pencil icon).
• Click on Manage Contexts button.
• Click on + Create icon in search section.
• Enter Details as follows
  • Display Name : Employee T-shirt Detail
  • Context Code : EMP_TSHIRT_INFO
  • API Name : accept default value
  • Enabled : Yes
• Click on Save button

Once you click on Save button, + Create button under “Context Sensitive Segments” will be activated. Click on that + Create button, which will take you to new page called “Create Segment“. On that screen enter information as follows

• Name : T-shirt Size
• Code : T-shirt Size
• API Name : tShirtSize
• Enabled : Yes
• Data Type : Character
• Value Set : PER_CHAR_L30
• Table Column : ATTRIBUTE1
• Prompt : Enter T-shirt Size
• Display Type : Text Box

Click on Save and Close.

Note : if you wish you can also create a value set, which will have values like S, M, L, Xl, XXL etc. So that rather than typing the t-shirt size. Employee can directly select from the value.

You are back on page “Edit Context: Employee T-shirt Detail“. If you wish you can add more segments to capture T-shirt color, T-shirt brand etc. To keep the article simple we are not demonstrating how to add those additional segments.

Click on Save and Close and you will be back on “Manage Contexts” page. Click on Save and Close again and you will be back on “Checklist Descriptive Flexfields” page. Click on Save and Close one more time and you will be back on “Checklist Descriptive Flexfields” page. Click on the “Deploy Flexfield” button, which will prompt a popup, let that complete to 100%. Once done, click on OK button, as shown below.

Once you click on OK, head back to Checklist Template

Navigation : Setup and Maintenance » Task Panel » Search » Checklist » Click on Checklist Templates

You will find your, child checklist “Avi Before First Day Activities”, click on that name and then click on the Tasks tab. Click on the Add Task button and enter detail as follows

• Name : Provide T-shirt Detail.
• Sequence : 2
• Description : Task to collect employee t-shirt preferences.
• Status : Active.
• Required : Yes
• Preceding Task : Watch Welcome Video.
• Target Duration : 7 days.
• Performer : Worker
• Owner : Initiator
• Action Type : Configurable Form
• Configurable Form : Employee T-shirt Detail

After entering all the details given above, your screen should look like this.

You can click on “Notification and Reminder” tab to set who would receive notification. This was explained in previous task “Watch Welcome Video”. Once done, you can also click on “Notes” tab and enter message for employee. Once you enter all these details, click on Save and Close you will be back on “Checklist: Avi Before First Day Activities”. Again click on Save and Close and you will be on “Checklist Templates” page. Do not close this window, our next activity will start from here.

So far we have created only our first child checklist that holds all the tasks should be performed before joining date. Now we will create another child checklist that will hold tasks to be performed on first (joining) day.

3. Create second checklist for First Day Activities

While you are on “Checklist Templates” click on + Create button, and enter detail as follows

• Name : Avi First Day Activities
• Status : Active
• Description : Activities to be performed on joining day.
• Date From : 1st Jan of the year.
• Category : Enterprise onboarding step.
• Action Name : Hire
• Allocation Date : When the action record becomes effective.
• Days for Initiation : 0
• Completion Date : All mandatory tasks completed.

Once done, click on Save button and then click on tab “Tasks“. On this screen click on Add Task and then enter detail as follows

• Name : Handover T-shirt to employee
• Sequence : 1
• Description : Line manager to handover personalized t-shirt.
• Required : Yes
• Status : Active.
• Target Duration : 1 days.
• Performer : Line Manager
• Owner : Initiator
• Action Type : Manual Task

Once done click on “Notification and Reminders” and “Notes” task to set notification and message, as explained earlier. Once done click on Save and Close. You are on page “Checklist: Avi First Day Activities”

As per the requirement second task that employees should complete on first day is review their personal information captured in application is correct or not. For the same, create another task within the same child checklist.

Click on Add Task and then enter detail as follows

• Name : Confirm Personal Information
• Sequence : 1
• Description : Employee to confirm all personal information are correct.
• Required : Yes
• Status : Active.
• Target Duration : 1 days.
• Performer : Worker.
• Owner : Initiator.
• Action Type : Application Task
• Application Task : Personal Details

Click on Save button and then click on “Notification and Reminders” and “Notes” task to set notification and message, as explained earlier. Once done click on Save and Close. You are on page “Checklist: Avi First Day Activities”. Click on Save and Close and you are back on page “Checklist Templates“. Do not close the window.

NOTE : Just to keep the tutorial short, we are not adding any additional task here, but as per the business requirement you can add another task for “Sign on Non Disclosure Agreement document“.

4. Create third checklist for First Month Activities

While you are on “Checklist Templates” click on + Create button, and enter detail as follows

• Name : Avi First Month Activities
• Status : Active
• Description : Activities to be performed in the first month.
• Date From : 1st Jan of the year.
• Category : Enterprise onboarding step.
• Action Name : Hire
• Allocation Date : When the action record becomes effective.
• Days for Initiation : 1
• Completion Date : All mandatory tasks completed.

Once you enter above values, click on Save button and then click on tab “Tasks“. On this screen click on Add Task and then enter detail as follows

• Name : Complete Mandatory Learning
• Sequence : 1
• Description : Mandatory training to complete
• Required : Yes
• Status : Active.
• Target Duration : 1 days.
• Performer : Worker
• Owner : Initiator
• Action Type : External URL
• Action URL : Here you can enter a deep link to a specific course from OLM, which would look like this : https://<host>/fndSetup/faces/deeplink?objType=WLF_LEARN_SS_VIEW_COURSE&action=NONE&objKey=itemId%3D<learningItemId>

Click on Save button and then click on “Notification and Reminders” and “Notes” task to set notification and message, as explained earlier. Once done click on Save and Close. You are on page “Create Checklist”. Click on Save and Close again and you are back on page “Checklist Templates“. Do not close the window.

5. Create Master Checklist for Onboarding

So far we have only created child checklists, now its time to create master checklist for our requirement.

While you are on “Checklist Templates” click on + Create button, and enter detail as follows

• Name : Avi Onboarding Checklist
• Status : Active
• Description : On-boarding for New Hire : Checklist triggers while entering a Pending Worker in the system to convert him as an employee at a later date.
• Date From : 1st Jan of the year.
• Category : Enterprise onboarding
• Action Name : Add Pending Worker
• Allocation Date : When the action record becomes effective.
• Days for Initiation : 0 (default)
• Completion Date : All mandatory tasks completed.

Once you have entered all these details, click on Save and then click on Tasks tab.  Click on Add Task button and enter detail as follows

• Name : Before Your First Day
• Description : Please complete the tasks before you join the organization.
• Status : Active
• Sequence : 1
• Action Type : Checklist
• Checklist Name : Avi Before First Day Activities (This is the one child checklist you created earlier)

Once you enter these details, click on Save an Close. You will be back on screen “Checklist: Avi Onboarding Checklist”. Click on Add Task again and enter detail as follows

• Name : First Day Activities
• Description : List of Task that needs to be completed on the day of Joining.
• Status : Active
• Sequence : 2
• Action Type : Checklist
• Checklist Name : Avi First Day Activities (This is the one child checklist you created earlier)

Once you enter these details, click on Save an Close. You will be back on screen “Checklist: Avi Onboarding Checklist”. Click on Add Task again and enter detail as follows

• Name : Activities for First Month
• Description : List of task that need to be completed on or before First Month
• Status : Active
• Sequence : 3
• Action Type : Checklist
• Checklist Name : Avi First Month Activities (This is the one child checklist you created earlier)

Once you enter these details, click on Save an Close. You will be back on screen “Checklist: Avi Onboarding Checklist” and your screen should look like this.

Now, click on the Message tab and enter detail as follows.

Title : Hello and Welcome !!!

Text : We are excited you are joining our team! Please complete all required on-boarding task.

Once done, click on Dashboard tab. On that screen, click on Add button below Notes section and enter details as follows

• Content Title : Required Documents on your First Day
• Content Description : Please bring 2 Photo Identification such as Passport, Driver License etc
• Content Status : Active
• Content Type : Standard Note
• Sequence : 1

Once done, click on OK. You can also add more notes like this. These notes will be visible to worker. Below What’s Happening section you can add some event details similar to Notes.

Finally click on Save and Close and you will on “Checklist Templates” we have completed all our configuration now. Its time to test the same.

6.1. Create a pending worker for testing

To test our onboarding setup, create a pending worker, when you crate pending worker select action type as add pending worker and do not forget to add manager. Once pending worker is created also attach role to account, which has onboarding access (you can attach Employee role)

Now login as pending worker and navigate to Me » On boarding you will see screen like below.

As of now only “Before Your First Day” checklist is active and below two tasks are available

• Watch Welcome Video
• Provide T-shirt Detail

Second task “Provide T-shirt Details” is locked because that task is dependent on first task “Watch Welcome Video”

Click on the Watch Welcome Video task, you will see the video you had embedded earlier.

Click on the Complete button available on the upper right corner.

Now second task, which was locked earlier, will become active. Click on that and enter t-shirt details, once done, click on Complete button.

Now you have completed all tasks available under “Before Your First Day” checklist. You cannot complete other checklist because they are will become active only for Employee, you are still a Pending Worker.

6.2. Hire Pending Worker as Employee

Now hire the pending worker as an employee, make sure action type is Hire. System might take some time to reflect this change, so have patience. Now login back again as an employee and navigate to Me » On boarding you will notice “First Day Activities” task is now active.

Click on the task “Confirm Personal Information” available under this checklist. Once you click on this task, you will see an additional button “Go To Task” as shown below in the image.

Click on that button and verify personal information. Once you verify or edit, click on Complete button.

NOTE : Now all the tasks under this checklist is completed. You cannot complete tasks under checklist “Activities for First Month” because that will active only from second day, so you will have to wait for a day and that task will become active like below screen.

6.3. Complete Line Manage Onboarding Task

If you remember correctly one task “Handover T-shirt to employee” was also assigned to line manager under checklist “First Day Activities”. To complete this task, login as employee’s line manager and navigate to My Team » On boarding. You will see screen like this.

Now manager can either click on task name and then click on button “Complete“, or he can also directly mark a task complete from that three dots (shown in the image). If required manager can also reassign the task to other user.

Oracle Onboarding Questions and Clarifications

In this article, we explored the Oracle Onboarding Checklist (Journey) and its various components. We hope this article has been helpful to you. If you have any further questions or require clarification, please feel free to post them on hcmfolks.com, a community of Oracle HCM professionals who are dedicated to supporting and assisting one another.