Onboarding Basic Navigation and Functionality

This guide provides an overview of the basic navigation and functionality of SuccessFactors's Onboarding module. Members of the Onboarding Team (Hiring Manager, HR Representative, Onboarding Coordinator) will find this helpful as they use the tool and understand where to take specific actions when they are onboarding new hires.

Kristin Coombs
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By design, SuccessFactors provides three roles on the Onboarding Team: Hiring Managers, HR Representatives, and Onboarding Coordinator. A unit’s business process determines which role is operationally responsible for the actions outlined in this guide. At Duke University, including the School of Medicine, a business unit’s operational process determines which of these roles will take the actions outlined in this guide for the Onboarding Team. At Duke Health, the Onboarding Coordinator role takes the actions outlined in this guide for the Onboarding Team.

SuccessFactors Homepage

The SuccessFactors Homepage is separated into several sections: 1. **Home Drop-down Menu** - Onboarding link is available here. 2. **Profile -** Update basic information, access account settings and log out. 3. **Quick Actions -** Shortcuts to key functions displayed as tiles. 4. **For You Today -** Outstanding tasks on individual tiles, highlighting each task's due date and flagging overdue items. 5. **Quick Links -** Easy access links to specific Duke sites.

Please be aware, there are **Quick Links** for both **Onboarding 1.0** and the new **Onboarding.** The **Onboarding 1.0** title found under **Quick Links** will take you to Onboarding 1.0. To access the new **Onboarding**, you may use the **Quick Link** or the **Home** drop-down menu.

In the **Quick Actions** section, links are available to take members of the Onboarding team to the quick reference guides.

Initiating Onboarding

To initiate the onboarding process for an onboardee, an Onboarding Team member will locate the onboardee in the Onboarding pipeline accessible in the Recruitment module. Find more information this action, review **Launching Onboarding** available in the[*Onboarding Team Tasks - Starting the Onboarding Process for New Hire Quick Reference Guide.*](https://scribehow.com/viewer/Onboarding_Team_Tasks_Starting_the_Onboarding_Process_for_New_Hire__0qAvdd9wTuiPFltNi6a_2A?referrer=documents)

Navigating the Onboarding Dashboard

The Onboarding Dashboard is your central workspace. You can search by different filters to view specific tasks. One of the most helpful filters is the **Process Task** filter, which lets you view a specific task and see the status of your onboardees against it. The screenshot below uses the **Process Tasks** filter, with the **Form I-9 and E-Verify** filters selected, to view any onboardee in that status. In this example, that is onboardee Peter Quill. In this view, you can see the tasks that are: - **On Schedule** (on time) - **Completed** (nothing further needed) - **Overdue** (considered late and action needed ASAP).

Another helpful filter is the **Task Statuses**. This filter allows you to sort filter tasks based on a particular status for any task within the Onboarding process. Available statuses include the following: - **Overdue**: considered late and action needed ASAP. - **Due Today**: task is due on the current day. - **Needs Attention:** task is due in a couple of days. Brings awareness. - **On Schedule**: on time. The default view is All Statuses.

In the example below, the **Task Status** is filtered for **Needs Attention.** Every task on the displayed screen shows what *Needs Attention* displayed in red. Select the caret (arrow) to the right to view the **New Hire Details** where you can take the appropriate action.

**Adapt Filters** allows you to change the filters displayed. The most useful filters will display as the default view.

Additionally, if you are using a filter a number will display beside **Adapt Filters** confirming the number of filters currently being applied to your list. Selecting **Adapt Filters** allows you to view the active filter. You can also use the check boxes to change the filter options on your screen. Select **OK**.

Icons

The Onboarding Dashboard uses icons to provide information on an onboardee. Hover over the icon to view more information.

The **Not Hired** icon indicates that the onboardee has not been hired.

The **Restarted** icon indicates that a previously started onboarding process has been canceled and restarted. Please note: If the onboarding process is restarted, it will be displayed on the New Hire Details page under Process Status.

Navigating the New Hire Details Screen

The Onboarding Team can review new specific details on the **New Hire Details** page once they initiate onboarding. The view below is from the Onboarding Team perspective. From the **Onboarding Dashboard** and the **New Hire Details** screen. To see a view of what the onboardee sees, please view the [Completing Required New Hire Tasks Quick Reference Guide.](https://scribehow.com/viewer/Completing_Required_New_Hire_Tasks__3OxrZrwQQQejMJaC6heMZQ?referrer=documents)

The Onboarding Team can review new specific details on the **New Hire Details** page once they initiate onboarding. This screen lists specific stages in each stage of the onboarding process, allowing Onboarding Team members to monitor and manage the new hire throughout the process. For details on how to work on the New Hire Detail screen visit the [Monitoring the Status of the New Hire in Onboarding Quick Reference Guide](https://scribehow.com/viewer/Monitoring_the_Status_of_the_New_Hire_in_Onboarding__tcf8ykyYSdO7xgoRwZP_1A).

Helpful Tip

Keep in mind the following with the Onboarding Process for Express Hires. Express Hires do not go through SuccessFactors requisitioning. Examples of Express Hires include faculty and students positions. A member of the Onboarding Team will complete the Onboarding Team Tasks which sends the emails to the new hire to complete the Required New Hire Tasks of the Onboarding Process. When the new hire completes this task, the information will be sent to SAP and the Hire iForm can be submitted. The Hire iForm will wait until Section 2 of the Form I9 and E-Verify tasks are completed before updating SAP.

If the Onboarding Team has questions during this process, University and School of Medicine users should contact [recruitment@duke.edu.](mailto:recruitment@duke.edu) and Duke Health users should contact [DUHSTAPreboarding@duke.edu.](mailto:DUHSTAPreboarding@duke.edu)