Credential Management Users Guide

Transcription

1 Credential Management Users Guide

2 Table of Contents 1. CREDENTIAL MANAGEMENT USER GUIDE OVERVIEW CREDENTIAL MANAGEMENT GENERAL FUNCTIONALITY... 1 ABOUT QUALIFICATIONS AND CREDENTIALS...1 TASK ASSIGNMENT AND COMPLETION PROCESS OVERVIEW...1 UNDERSTANDING CREDENTIAL ASSIGNMENT, VERIFICATION, AND RENEWAL...3 VIEWING AND MANAGING QUALIFICATIONS AND CREDENTIALS...6 COMPLETING TASKS...19 ACCEPTING OR REJECTING COMPLETED TASKS...26 REVIEWING EMPLOYEE TASKS...32 HOME DASHBOARD - VIEWING AND UPLOADING DOCUMENTS...35 MANAGER DASHBOARD - VIEWING AND UPLOADING EMPLOYEE DOCUMENTS AND FORMS CREDENTIAL MANAGEMENT SAMPLE SCENARIOS AUTOMATED ASSIGNMENT AND RENEWAL METHOD WITH A REGULAR TASK...42 AUTOMATED RENEWAL METHOD WITH REGULAR AND UPLOAD DOCUMENT TASKS...43 MANUAL RENEWAL METHOD WITH THE GIS FAX MANAGER SERVICE FOR AN UPLOAD DOCUMENT TASK44 MANUAL RENEWAL METHOD WITH A BACKGROUND CHECK TASK CREDENTIAL MANAGEMENT CONFIGURATION GIS FAX MANAGER CONFIGURATION...47 CREDENTIAL MANAGEMENT...47 TASK MANAGEMENT...48 TASK TEMPLATE MANAGEMENT...48 QUALIFICATION MANAGEMENT...48 QUALIFICATION ASSIGNMENT...48 CREDENTIAL RENEWAL REMINDER SETUP...48 RELATED METADATA ENTRY MANAGEMENT

3 1. CREDENTIAL MANAGEMENT USER GUIDE OVERVIEW The General Information Services (GIS) Pangea solution transforms tedious, paper-intensive processes into an automated, fully-functional workflow. The Pangea for Insurance system is designed to help insurance organizations facilitate data collection, ordering background investigations, and other activities related to managing the contracting process to save valuable time spent collecting producer information. The Pangea Hiring Management System (HMS) is designed to help human resources managers facilitate application collection, hiring, and post-hire activities related to managing a company s workforce. The purpose of this document is to provide you with an overview of the Credential Management functionality within the Pangea Hiring Management System (HMS), including general qualification and credential functionality, different approaches to qualification and credential renewal, and a summary of configurable system functions for CredentialScan. 2. CREDENTIAL MANAGEMENT GENERAL FUNCTIONALITY The Credential Management functionality provides you with the ability to store, monitor, and renew credentials and qualifications for existing employees within the Pangea system. The Pangea Credential Management system is highly configurable, and allows you to customize the approach your organization prefers for assigning, updating, and renewing employee credentials and qualifications. ABOUT QUALIFICATIONS AND CREDENTIALS Qualifications consist of one or more credentials used to validate or qualify an employee for a given purpose within your organization. Qualifications can help to both determine and certify the eligibility and abilities of employees to ensure that they meet the criteria for a particular position, such as a CDL qualification for a commercial driver position or a state insurance license for an insurance provider position. Within the Pangea system, each qualification is made up of one or more credentials, where a credential consists of a tangible license, document, file, certification, permit, etc. that provides proof of eligibility towards the overall qualification. For example, the qualification for a commercial driver position may require ongoing proof of credentials for a valid CDL license, hazardous material handling authorization, and flatbed certification. Once you create credentials, you can associate the credentials with a new qualification and then assign renewal tasks, task templates, and automated task profiles to the credential to ensure that new commercial driver employees provide ongoing proof of certification to their manager. TASK ASSIGNMENT AND COMPLETION PROCESS OVERVIEW The qualification and credential renewal process in Pangea involves the post-hire task assignment and completion functionality that is available in the Home and Manager dashboards. Managers can use the Manager dashboard to locate employees that currently maintain qualifications and credentials, review details for qualifications and credentials, assign qualifications and credentials, view currently assigned renewal tasks or manually assign qualification or credential renewal tasks to employees as necessary, accept or reject renewal tasks once employees mark the tasks as complete, and then review completed tasks and any related documents. Employees can use the Home dashboard to review details for qualification and credential renewal tasks, mark renewal tasks as complete, and then review completed tasks and any related documents. Page 1 of 50

4 The basic Pangea task assignment and completion process for credential and qualification renewal is as follows: 1. The system administrator configures tasks, task templates, automated task profiles, and renewal reminders for the credential renewal process as necessary. Once all these items have been properly configured, the system administrator or manager can manually assign qualifications and credentials to employees. You can also opt to automatically assign credentials to employees by assigning a task to the employee that system administrators configure to use a task form collection attachment and that includes a form that uses the Employee Credentials form type. In this case, system administrators and managers do not need to manually assign credentials to employees. Refer to the Understanding Credential Assignment, Verification, and Renewal section for more information on this functionality. 2. The manager reviews details for the qualifications and credentials from the Manager dashboard. If the manager encounters a credential that has either expired, does not have an expiration date, or if the manager needs to proactively initiate the renewal task assignment process prior to the automatic task assignment date configured for the automated task profile, the manager can also choose to manually assign credential renewal tasks to employees, depending on your organization's Credential Management configuration or the nature of the credentials or qualifications. Refer to the Credential Management Configuration section of this document for more information on the configurable functions and features of the Credential Management system. Additionally, refer to the Credential Management Sample Scenarios section for sample scenarios that highlight some of the different approaches your organization can take to task assignment and credential renewal. 3. The employee and manager receive an automated which indicates that the qualification or credential is about to expire as the expiration date approaches. Once the qualification or credential reaches the renewal task assignment date based on the number of days before the credential expiration trigger for the automated task profile, the Pangea system automatically assigns credential renewal tasks to the task assignee, and the task assignee receives an automated which indicates that the tasks have been assigned. 4. The employee, or task assignee, reviews the renewal tasks from the Home dashboard. The task assignee works to finish any required actions for the tasks and then marks the tasks as complete. The actions that the task assignee must complete can involve faxing documents into the GIS Fax Manager system, completing PDF forms, uploading documents and files, or any other activity deemed necessary to fulfill your organization's requirements for qualification or credential renewal. 5. The task reviewer receives an automated which indicates that the renewal tasks have been marked as complete by the task assignee and are ready for review. 6. The task reviewer reviews and accepts the renewal tasks from the Home dashboard, which effectively reactivates the qualification or credential for the employee. 7. Employees and Managers review task details and documents related to the qualification or credential renewal as necessary. The following sections provide details on how to complete the individual process steps from the task assignment and completion process above. Page 2 of 50

5 UNDERSTANDING CREDENTIAL ASSIGNMENT, VERIFICATION, AND RENEWAL The credential management functionality involves the process by which you assign, initially verify, and renew qualifications and credentials for employees. The credential management process may vary depending on how system administrators configure credentials, the method you apply to collect credential details and assign credentials to employees, and the procedures you choose to apply when initially verifying and renewing credentials. Automatically Assigning Credentials to Employees The automatic assignment method allows you to automatically assign credentials to employees once they initially provide details for their credentials. The automatic assignment method occurs when the credential is automatically assigned as a result of the employee completing a task template or ad hoc task with an employee task form collection that includes the Employee Credentials form. Once employees provide details for their credentials via the Employee Credentials form and the task template or ad hoc task completion process is finalized, the credentials are automatically assigned to the employee and are available for managers to view via the Employee Qualifications and Credentials page on the Manager dashboard. With this method, managers may only need to review and verify that the credential details employees provide via the Employee Credentials form are accurate, which can help avoid situations where the manager needs to obtain and then manually enter credential details before they can assign the credential to the employee. Manually Assigning Credentials to Employees The manual assignment method allows you to manually assign credentials to employees. The manual assignment method occurs when the credential is manually assigned to the employee via the Employee Qualifications and Credentials page from the Manager or Administration dashboard. Once you manually assign and provide details for credentials via the Employee Qualifications and Credentials page, the credential is assigned to the employee and available for managers to view via the Employee Qualifications and Credentials page on the Manager dashboard. With this method, managers should obtain and manually enter credential details before they can assign the credential to the employee. Configuring Initial and Renewal Verification Methods for Credentials Once you assign credentials to employees, you can initially verify the credentials you want to actively monitor within the Pangea system. The initial verification process may differ based on the Initial Verification Type option system administrators choose as they configure credentials. When configuring credentials, system administrators can choose one of the following options as the initial verification type for credentials: None - Indicates that you do not want to initially apply a specific verification option for the credential. If you select this option, the credential status for the credential status displays as Active upon assignment by default. Page 3 of 50

6 Initiate New Task Group - Indicates that you want to assign the credential task template when you initially assign the credential. If you select this option, the credential status for the credential displays as Unverified upon manual or automatic assignment via the Employee Qualifications and Credentials page by default. If you select this option but then choose to apply the manual assignment method, managers must manually click the Verify hyperlink from the Qualifications and Credentials page on the Manager dashboard to initially verify the credential by assigning the credential task template to the employee. Conversely, if you select this option but apply the automatic assignment method, the Pangea system is designed to automatically assign the credential task template for initial verification to the employee. Use Existing Task Group - Indicates that you want to initially assign and verify the credential using the credential task template. If you select this option, the credential status for the credential status displays as Active upon manual or automatic assignment via the Employee Qualifications and Credentials page by default. BG Check- Batch - Indicates that a task template containing a Background Check type task associated with a background check package that includes the Professional Credentials Check product will be initiated for all credentials that use this same verification type and that are associated with the employee as a part of the credential task template. With this option, the credential status for all of the employee's credentials are set to Active once the background check order proceeds to a final grade or status of Pass. However, if any of the employee's credentials that use this same initial verification type receive a final grade or status of Fail, all of the credentials are set to the Rejected credential status. Additionally, if you select this option, the credential status for the credential status displays as Unverified upon manual or automatic assignment via the Employee Qualifications and Credentials page by default. If you select this option but then choose to apply the manual assignment method, managers must manually click the Verify hyperlink from the Qualifications and Credentials page on the Manager dashboard to initially verify the credential by submitting the background check order. Conversely, if you select this option but apply the automatic assignment method, the Pangea system is designed to automatically submit the background check order for initial verification. Once you initially verify credentials, you can continuously monitor the status of the credential and assign credential renewal tasks as necessary as the expiration date for the credential approaches. The renewal verification process may differ based on the Renewal Verification Type option system administrators choose as they configure credentials. When configuring credentials, system administrators can choose one of the following options as the renewal verification type for credentials: None - Indicates that you do not want to apply a specific renewal method when renewing the credential. If you select this option, the credential status for the credential continually displays as Active, even if you specify an expiration date during the credential assignment or initial verification process and the expiration date is exceeded. You should only select this option for credentials that never expire. Initiate New Task Group - Indicates that you want to assign the credential task template during the credential renewal process. Page 4 of 50

7 BG Check - Single - Indicates that you want to submit a background check order via a Background Check type task from the credential task template that is associated with a background check package which includes the Professional Credentials Check product for the individual credential during the credential renewal process. The credential status for the credential is set to Active once the background check order proceeds to a final grade or screening status of Pass. However, if the credential receives a final status of Fail, the credential status is set to Unverified. Contact your system administrator for assistance with choosing initial and renewal verification type options for credentials. Automatically or Manually Assigning Credential Renewal Verification Tasks You can also opt to either automatically or manually assign credential renewal tasks as the expiration date for the credential approaches. The manual approach to the credential renewal task assignment process occurs when you click the Renew hyperlink from the Employee Qualifications and Credentials page via the Manager or Administration dashboard. The automatic approach to the credential renewal task assignment process requires system administrators to configure an automated task profile for credential expiration that uses the task template associated with the credential. When system administrators configure automated task profiles, they can indicate the number of days, in advance of the credential expiration date, to automatically assign tasks from the credential task template. With the automatic approach, you can conveniently automatically assign credential renewal tasks in advance of the expiration date for the credential and effectively avoid exceeding the expiration date without having to manually monitor the expiration date and then manually assign renewal tasks. Contact your system administrator for assistance with configuring automated task profiles. Credential Status and Renewal Scenarios by Credential Configuration The following table provides a summary of credential statuses and renewal scenarios based on the credential assignment method you apply and the initial or renewal verification type system administrators select for credentials: The Status field in the following table refers to the Status column value on the Employee Qualifications and Credentials page that displays the current credential status for the corresponding credential. The Renewal field in the following table refers to the Renewal column value on the Qualifications and Credentials page, which displays a value of "In Progress" if the credential renewal process is currently active or a Renew or Verify hyperlink if the credential renewal process is not in progress. Initial Verification Type Renewal Verification Type Automatic Assignment None None Status - Active Renewal - Not applicable None Initiate New Task Group Status - Active Renewal - Renew None BG Check - Single Status - Active Renewal - Renew Manual Assignment Status - Active Renewal - Not applicable Status - Active Renewal - Renew Status - Active Renewal - Renew Page 5 of 50

8 Initial Verification Type Initiate New Task Group Initiate New Task Group Initiate New Task Group Use Existing Task Group Use Existing Task Group Use Existing Task Group Renewal Verification Type None Initiate New Task Group BG Check - Single None Initiate New Task Group BG Check - Single Automatic Assignment Status - Unverified Renewal - In Progress Credential task template automatically assigned. Status - Unverified Renewal - In Progress Credential task template automatically assigned. Status - Unverified Renewal - In Progress Credential task template automatically assigned. Status - Active Renewal - Not applicable Status - Active Renewal - Renew Status - Active Renewal - Renew BG Check - Batch None Status - Unverified Renewal - In Progress Credential task template automatically assigned. BG Check - Batch Initiate New Task Group Status - Unverified Renewal - In Progress Credential task template automatically assigned. BG Check - Batch BG Check - Single Status - Unverified Renewal - In Progress Credential task template automatically assigned. Manual Assignment Status - Unverified Renewal - Verify Status - Unverified Renewal - Verify Status - Unverified Renewal - Verify Status - Active Renewal - Not applicable Status - Active Renewal - Renew Status - Active Renewal - Renew Status - Unverified Renewal - Verify Status - Unverified Renewal - Verify Status - Unverified Renewal - Verify VIEWING AND MANAGING QUALIFICATIONS AND CREDENTIALS The Employee Qualifications and Credentials page allows managers to review the qualifications and credentials that are currently assigned to each employee for which they are responsible, assign or remove qualifications and credentials, manually initiate tasks for qualifications and credentials as necessary, and update settings of assigned credentials. Page 6 of 50

9 Employee Qualifications and Credentials Qualifications can help to both determine and certify the eligibility and abilities of employees to ensure that they meet the criteria for a particular position, such as a CDL qualification for a commercial driver position or a state insurance license for an insurance provider position. Qualifications are made up of one or more credentials where a credential consists of a tangible license, document, file, certification, permit, etc. that provides proof of eligibility towards the overall qualification. In most cases, renewal tasks are automatically assigned to the employee based on the number of days before the credential expiration trigger for the automated task profile, which greatly reduces the need for managers to have to manually assign credential renewal tasks. However, if renewal tasks are not currently assigned for an expiring credential, if an expiration date was not previously set for a credential, or if the manager needs to proactively initiate the renewal task assignment process prior to the automatic task assignment date configured for the automated task profile, managers can manually assign credential renewal tasks as necessary. Once the employee marks the task associated with the credential as complete and the manager accepts the completed task, the credential displays as active on the Employee Qualifications and Credentials page. Contact your system administrator for assistance with setting up automated credential renewal tasks. You cannot renew credentials for an employee if there are any pending or incomplete Background Check tasks assigned to the employee. You can use the Employee Qualifications and Credentials page to do the following: Manually Assign Qualifications or Credentials to Employees View Employee Credential Details Edit Employee Credential Details Manually Renew or Verify Credentials Manually Terminate Credentials Manually Unassign Qualifications Page 7 of 50

10 Employee Qualifications and Credentials Fields Field Displaying Assign Qualification/Credential Assign Show Active Show Inactive Show Attained but not Assigned Qualification Status Assign Definition Hyperlinks you can select to toggle between viewing both qualifications and credentials for the employee or just credentials. Options are: Qualification View- Select to refresh the Employee Qualifications and Credentials page to display both qualifications and credentials for the employee in the Qualification View list. Credential View - Select to refresh the Employee Qualifications and Credentials page to display only credentials for the employee in the Credential View list. The Displaying hyperlink that is selected by default when you initially open the Employee Qualifications and Credentials page is based on the QCViewDefault Metadata setting. Contact your system administrator for assistance with updating the default view for the Employee Qualifications and Credentials page. Drop-down field used to the select the qualification or credential you want to assign to the employee. The hyperlink you choose for the Displaying field indicates whether the available options for this field consist of qualifications or individual credentials. You cannot assign the same qualification to an employee more than once. Additionally, when assigning credentials to employees, if you need to assign a credential that is already currently assigned to the employee, you must use the Edit Employee Credential section to provide unique values for the previously assigned credential before you can assign the new credential. Button used to assign the currently selected qualification or credential in the Assign Qualification / Credential drop-down field to the employee. Checkbox used to filter the Qualification View list to only display actively assigned qualifications for the employee. Checkbox used to filter the Qualification View list to only display qualifications that are assigned but no longer active based on the employee's credentials. Checkbox used to filter the Qualification View list to only display qualifications for which the employee is eligible, but that have not yet been assigned to the employee. Displays the name of the qualification. Displays the status of the qualification. Options are: Active - Indicates that the qualification is active and has been assigned to the employee based on their current credentials. Qualifications with this status display with a Delete hyperlink. Inactive - Indicates that the qualification is no longer active for the employee based on the current credential status of the credentials that comprise the qualification. Qualifications with this status display with a Delete hyperlink. Attained but not Assigned - Indicates that the employee is eligible for the qualification based on their current credentials, but the qualification has not yet been assigned to the employee. Qualifications with this status display with an Assign hyperlink. Hyperlink used to assign the corresponding unassigned qualification in the Qualification View list to the employee. Page 8 of 50

11 Delete Credential State License No. Board Type Start Expiration Status Assign Renew Hyperlink used to unassign the corresponding qualification in the Qualification View list from the employee's record. If you unassign the qualification for an employee, it is important to note that you do not remove any currently assigned credentials that comprise the qualification from the employee's record. When you delete the qualification, you effectively unassign only the association between the qualification and the employee's record. Displays the name of the credential. Displays the two-letter abbreviation for the state code associated with the credential. Displays the license number associated with the credential. Displays the medical board type associated with the credential. Displays the date by which the credential is set to become valid. Displays the date by which the credential is set to expire. If an expiration date does not display for the credential, this indicates that the credential is set to never expire. Displays one of the following as the current credential status of the credential: Unverified - Indicates that the credential has been assigned to the employee but has not yet been initially verified by the employee. You can click the Verify hyperlink to initially assign credential renewal tasks to the employee or manager in order to verify the credential as an active credential. Active - Indicates that the credential is active, has been initially verified by the employee, and either does not include an expiration date or includes an expiration date that occurs in the future. Expired - Indicates that the credential is being actively monitored but that the date for completing renewal tasks has exceeded the credential expiration date. If the credential expiration date has been exceeded, the credential status displays as Expired until credential renewal tasks from the task template associated with the credential are successfully closed. Terminated - Indicates that the credential has been terminated and is no longer associated with the employee. You cannot update the status of a terminated credential or click the Renew hyperlink to manually assign credential renewal tasks for the credential. Rejected - Indicates that the credential has been rejected due to failing a background check. When background check orders for Background Check type renewal tasks progress to receive a final grade of Fail, the corresponding task displays with a Closed task status, any subsequent tasks from the credential task template display with a Canceled task status, and the credential status displays as Rejected during the credential renewal process. You must either click the Renew or Verify hyperlink to re-initiate the credential renewal process, or manually terminate the credentials for the employee if credentials display with a Rejected status. Unassigned - Indicates that the qualification which includes the credential has been assigned to the employee, but the individual credential has not yet been assigned to the employee. The Unassigned credential status only displays for unassigned credentials in the Qualification View list. You can click the Assign hyperlink to assign the credential to the employee. You cannot modify the currently selected status for the credential via the Status field. Hyperlink used to manually assign the corresponding unassigned credential in the Qualification View list to the employee. Once you manually assign the credential, you should click the Credential View hyperlink and then click the Edit hyperlink to apply or update details for the credential. Hyperlink used to assign credential renewal tasks to the employee for the corresponding credential in the Qualification View list. Page 9 of 50

12 View Edit Renewal Show/Hide Terminated Credentials Employee Credential Details Hyperlink used to view details via the Employee Credential Details section for the corresponding credential in the Credential View list. Hyperlink used to modify details via the Edit Employee Credential section for the corresponding credential in the Credential View list. If the initial or renewal verification of the credential involves a background check order and the Renewal column currently displays a value of In Progress, you should not attempt to edit credential details until the background check process is complete. Displays one of the following hyperlinks you can click to manually initially verify or renew the corresponding credential in the Credential View list: Verify - Hyperlink used to assign credential renewal tasks to the employee or manager in order to initially verify the credential as an active credential. The Verify hyperlink displays if system administrators configure the credential to require initial verification via a credential renewal task template. Renew - Hyperlink used to assign credential renewal tasks to the employee. The Verify and Renew hyperlinks are not available if renewal tasks are currently in process for the credential. If renewal tasks are in process for the credential, an In Progress hyperlink displays in place of the Verify or Renew hyperlink within the Renewal column. Similarly, if the renewal process is not applicable, such as with credentials that are not set to expire, the Renewal column displays a value of "Not applicable". If the initial or renewal verification of the credential involves a background check order and the In Progress hyperlink displays, you should not attempt to edit credential details until the background check process is complete. Hyperlink used to toggle showing or hiding previously terminated credentials for the employee. The Show / Hide Terminated Credentials hyperlink only displays if you click the Credential View hyperlink for the Displaying field. Section that displays the following fields you can use to view information for the employee credential: Field Credential Status Definition Displays the name of the credential. Displays one of the following as the current credential status of the credential: Unverified - Indicates that the credential has been assigned to the employee but has not yet been initially verified by the employee. You can click the Renew hyperlink to initially assign credential renewal tasks to the employee or manager in order to verify the credential as an active credential. Active - Indicates that the credential is active, has been initially verified by the employee, and either does not include an expiration date or includes an expiration date that occurs in the future. Expired - Indicates that the credential is being actively monitored but that the date for completing renewal tasks has exceeded the credential expiration date. If the credential expiration date has been exceeded, the credential status displays as Expired until credential renewal tasks from the task template associated with the credential are successfully closed. Page 10 of 50

13 State License Number Terminated - Indicates that the credential has been terminated and is no longer associated with the employee. You cannot update the status of a terminated credential or click the Renew hyperlink to manually assign credential renewal tasks for the credential. Rejected - Indicates that the credential has been rejected due to failing a background check. When background check orders for Background Check type renewal tasks progress to receive a final grade of Fail, the corresponding task displays with a Closed task status, any subsequent tasks from the credential task template display with a Canceled task status, and the credential status displays as Rejected during the credential renewal process. You must either click the Verify or Renew hyperlink to re-initiate the credential verification process or manually terminate the credentials for the employee if credentials display with a Rejected status. You cannot modify the currently selected status for the credential via the Status field. Displays the two-letter abbreviation for the state code associated with the credential. Displays the license number associated with the credential. Board Type Displays the medical board type associated with the credential. Start Date Displays the date by which the credential is set to become valid. Expiration Date Custom Attributes Back to Credential List Edit Displays the date by which the credential is set to expire. If an expiration date does not display for the credential, this indicates that the credential is set to never expire. Displays custom attribute fields for the credential. When you assign and update qualifications and credentials for employees, the Edit Employee Credential section of the Employee Qualifications and Credentials page may include additional custom attribute fields. The additional fields that display are based on the Employee Credential Custom Attributes form. Contact your system administrator for assistance with updating the Employee Credential Custom Attributes form. Button used to return to the initial Qualifications and Credentials page. Button used to modify the credential via the Edit Employee Credential section. Renewal Sections that includes the following fields which provide information from the credential History / Active renewal process for the credential: Renewal Field Definition Date Started The start date for the initial verification or renewal process. Date The end date for the initial verification or renewal process. Completed Verification Status The current status of the initial verification or renewal process. Options are: Workflow In Progress - Indicates that the verification or renewal process is active. Page 11 of 50

14 Verified - Indicates that the credential was verified and confirmed via the verification or renewal process. Cancelled - Indicates that the verification or renewal process was canceled due to a terminated credential or background check failure. Verification Order Pending - Indicates that the background check for the verification or renewal process is pending completion. Verification Ordered - Indicates that the background check order for the verification or renewal process is in progress. Verification Order - Pass - Indicates that the background check order for the verification or renewal process received a Pass screening status, or grade. Verification Order - Fail - Indicates that the background check order for the verification or renewal process received a Fail screening status, or grade. Verification Could Not be Ordered - Indicates that the background check order for the verification or renewal process could not be placed. Under these circumstances, you should contact your system administrator for assistance with the background check order. Verification Source Verification Type Verification Check The source, or mode, by which the initial verification or renewal process was initiated. Options are: Manual Renewal - Indicates that the credential renewal process was manually initiated by a manager or other system user. Auto Renewal - Indicates that the credential renewal process was automatically initiated based on the expiration date of the credential. Initial Verification - Indicates that the credential is being initially verified. Indicates the type of verification for the initial verification or renewal process. When configuring credentials, system administrators can indicate the type of verification to apply when initially verifying or renewing credentials. Contact your system administrator for assistance with updating the verification type for credentials. Displays the current screening status, or grade, for the credential if the initial verification or renewal process involves ordering a background check to certify the credential. You can click the screening status column hyperlink to view details for the credential renewal background check report. The Renewal History or Active Renewal section only displays within the Employee Credential Details section as you view details for a credential. The Active Renewal section displays for credentials during the initial verification or renewal process, while the Renewal History section only displays once the verification or renewal process is complete. Page 12 of 50

15 Active Renewal Tasks Credential Change History Section that includes the following fields which provide details for the renewal tasks associated with the credential: Field Task Status Assigned To Definition Displays the name of the renewal task. Displays the status associated with the renewal task. Options are: Open - Indicates that the task is open and currently assigned for the task assignee to mark as complete. Completed - Indicates that the task assignee has marked the task as complete and is awaiting review by the task reviewer. Closed - Indicates that the task assignee has marked the task as complete and the task reviewer has reviewed and accepted the task. Canceled - Indicates that the task was canceled and the task is no longer active within the task completion process. Unassigned - Indicates that the task is currently awaiting assignment. In most cases, task records for which this status displays are associated with an automated task profile that system administrators configure to assign tasks based on a future date or event, such as credential expiration. Rejected - Indicates that the background check order associated with a credential renewal task for the credential has received a failing grade. When the screening status of the background check order for a Background Check type credential renewal task progresses to receive a final Fail grade, the status for the corresponding credential displays as Rejected. Under these circumstances, you must either terminate the credential for the employee or attempt to reverify the credential in order to remove the Rejected status. Displays the name of the task assignee, or the employee responsible for completing the renewal task. Review By Displays the name of the task reviewer, or the employee or manager responsible for reviewing and then rejecting or accepting the renewal task. Assigned Displays the date by which the renewal task was assigned to the task assignee. Due Displays the due date for the renewal task. Completed Displays the date by which the task assignee marked the renewal task as complete. Reviewed Displays the date by which the task reviewer reviewed and then accepted or rejected the renewal task. Section that displays the following fields you can use to review the renewal and revision history for the corresponding credential. Field Change Date Status State Definition Displays the date and time that the renewal or revision record was created. Displays the credential status associated with the renewal or revision record for the credential. Displays the state associated with renewal or revision record for the credential. Page 13 of 50

16 License No. Displays the license number associated with the renewal or revision record for the credential. Board Type Displays the medical board type associated with the renewal or revision record for the credential. Start Displays the start date associated with the renewal or revision record for the credential. Expiration Displays the expiration date associated with the renewal or revision record for the credential. Edit Employee Credential The Pangea system is designed to only add new records to the renewal and revision history section for changes related to the Status, Start Date, Expiration Date, State Code, Board Type, or License Number fields associated with the corresponding credential. The renewal and revision history section does not include records where you modify the custom attributes fields via the Edit Employee Credentials section. Section that displays the following fields you can use to view information for the employee credential: Field Credential Status Definition Displays the name of the credential. Displays one of the following as the current credential status of the credential: Unverified - Indicates that the credential has been assigned to the employee but has not yet been initially verified by the employee. You can click the Renew hyperlink to initially assign credential renewal tasks to the employee or manager in order to verify the credential as an active credential. Active - Indicates that the credential is active, has been initially verified by the employee, and either does not include an expiration date or includes an expiration date that occurs in the future. Expired - Indicates that the credential is being actively monitored but that the date for completing renewal tasks has exceeded the credential expiration date. If the credential expiration date has been exceeded, the credential status displays as Expired until credential renewal tasks from the task template associated with the credential are successfully closed. Terminated - Indicates that the credential has been terminated and is no longer associated with the employee. You cannot update the status of a terminated credential or click the Renew hyperlink to manually assign credential renewal tasks for the credential. Rejected - Indicates that the credential has been rejected due to failing a background check. When background check orders for Background Check type renewal tasks progress to receive a final grade of Fail, the corresponding task displays with a Closed task status, any subsequent tasks from the credential task template display with a Canceled task status, and the credential status displays as Rejected during the credential renewal process. You must either click the Verify or Renew hyperlink to re-initiate the credential verification process or manually terminate the credentials for the employee if credentials display with a Rejected status. You cannot modify the currently selected status for the credential via the Status field. Page 14 of 50

17 State Code License Number Board Type Start Date Drop-down field used to select the state code to associate with the credential. If the automated task profiles for the renewal task template associated with the credential are set to apply to specific states, you must choose the state for the credential from the State Code drop-down field. Contact your system administrator for assistance with configuring automated task profiles. Text field used to type the license or other identification number to associate with the credential. Drop-down field used to select the medical board type to associate with the credential. Text field used to type the date, in MM/DD/YYYY format, by which the credential becomes valid for the employee's record. You can also click the calendar icon to select the date you want. The date you specify for the Start Date field is used to calculate the date for the Expiration Date field if system administrators define a valid term range for the credential. You must select a Start Date for the credential if you select the Active option when configuring credential detail settings. Contact your system administrator for assistance with configuring term ranges for credentials. Expiration Date Custom Attributes Termination Reason Back to Credential List Additionally, if you do not specify a start date for the credential when you initially assign the qualification, during the credential renewal process, the Pangea system is designed to automatically insert the date by which the credential renewal process was successfully completed as the Start Date value. Text field used to choose the date, in MM/DD/YYYY format, by which the credential expires for the employee's record. If you do not indicate an expiration date for the credential, you can effectively set the credential to never expire. You can also click the Calendar icon to select the date you want. The Expiration Date field displays a default date based on the Start Date you select if system administrators define a valid term range for the credential. Contact your system administrator for assistance with configuring term ranges for credentials. Displays custom attribute fields that you can update for the credential. When you assign and update qualifications and credentials for employees, the Edit Employee Credential section of the Employee Qualifications and Credentials page may include additional custom attribute fields. The additional fields that display are based on the Employee Credential Custom Attributes form. Contact your system administrator for assistance with updating the Employee Credential Custom Attributes form. Drop-down field used to select from a list of predefined reason for which you want to terminate the credential. The available Termination Reason options are based on the CredentialTerminationReason premade list. System administrators can modify the available options for the Termination Reason drop-down field by updating the CredentialTerminationReason premade list. Contact your system administrator for assistance with updating the available options for the Termination Reason drop-down field. Button used to return to the initial Qualifications and Credentials page. Page 15 of 50

18 Save Terminate Credential Button used to save your changes to the employee credential details and return to the initial Employee Qualifications and Credentials page. Button used to terminate the corresponding credential for the employee. * -indicates a required field. To Manually Assign Qualifications or Credentials You can also opt to automatically assign credentials to employees by assigning a task to the employee that system administrators configure to use a task form collection attachment and that includes a form that uses the Employee Credentials form type. Refer to the Automated Assignment Method with a Regular Task sample scenario for more information on this functionality. The Employee Credentials form allows employees or task assignees to provide details for their credentials. Under these circumstances, once all tasks from the task template are successfully closed, the credentials that employees or task assignees provide information for via the Employee Credentials form are automatically assigned. Contact your system administrator for assistance with this functionality. 1. From the Manage Employees tab on the Manager dashboard, click the View hyperlink under the Q/C column for the corresponding employee in the My Employees list. The Employee Qualifications and Credentials page displays. 2. From the Employee Qualifications and Credentials page, do one of the following as necessary, depending on whether you want to assign qualifications or credentials to the employee: If you want to assign a credential to the employee, click the Credential View hyperlink for the Displaying field and then choose the credential you want to assign to the employee from the Assign Credential drop-down field. If you want to a qualification to the employee, click the Qualification View hyperlink for the Displaying field and then choose the credential you want to assign to the employee from the Assign Qualification drop-down field 3. Click Assign. A confirmation message displays to confirm whether you want to assign the qualification or credential. 4. Click OK. To View Employee Credential Details 1. From the Manage Employees tab on the Manager dashboard, click the View hyperlink under the Q/C column for the corresponding employee in the My Employees list. The Employee Qualifications and Credentials page displays. 2. From the Employee Qualifications and Credentials page, click the Credential View hyperlink for the Displaying field. 3. Click the View hyperlink from the Details column of the corresponding employee credential for which you want to view details. The Employee Credential Details section displays. Page 16 of 50

19 Employee Qualifications and Credentials - Employee Credential Details 4. From the Employee Credential Details section, review details for the credential as necessary. To Edit Employee Credential Details If the initial or renewal verification of the credential involves a background check order and the Renewal column on the Employee Qualifications and Credentials page currently displays a value of In Progress, you should not attempt to edit credential details until the background check process is complete. 1. From the Manage Employees tab on the Manager dashboard, click the View hyperlink under the Q/C column for the corresponding employee in the My Employees list. The Employee Qualifications and Credentials page displays. 2. From the Employee Qualifications and Credentials page, click the Credential View hyperlink for the Displaying field. 3. Click the Edit column hyperlink for the corresponding employee credential you want to edit. The Edit Employee Credential section displays. Page 17 of 50

20 Employee Qualifications and Credentials - Edit Employee Credential 4. From the Edit Employee Credential section, modify the State, License Number, Board Type, Start Date, Expiration Date, or custom attribute fields as necessary. 5. Click Save. To Manually Renew or Initially Verify Credentials 1. From the Manage Employees tab on the Manager dashboard, click the View hyperlink under the Q/C column for the corresponding employee in the My Employees list. The Employee Qualifications and Credentials page displays. 2. From the Employee Qualifications and Credentials page, click the Credential View hyperlink for the Displaying field. 3. Do one of the following as necessary, depending on whether you want to initially verify or renew the credential: Click the Verify hyperlink from the Renewal column to initially assign credential renewal tasks to the employee or manager in order to verify the credential as an active credential. A message displays to confirm that you want to initiate the verification process. 4. Click OK. Click the Renew hyperlink from the Renewal column to assign credential renewal tasks. A message displays to confirm that you want to initiate the renewal process. To Manually Terminate Credentials You cannot renew or update the credential status of terminated credentials. In order to reactivate a previously terminated credential, you must reassign the credential to the employee. As a result, you should confirm that the credential needs to be terminated before you continue with the following procedure. Additionally, if the task assignee indicates that they want to terminate the credential when completing the open task via the Task Details pop-up, the Terminate Credential checkbox displays as selected by default. Under these circumstances, if you accept the completed task, the status of the corresponding credential is Terminated. Page 18 of 50

21 1. From the Manage Employees tab on the Manager dashboard, click the View hyperlink under the Q/C column for the corresponding employee in the My Employees list. The Employee Qualifications and Credentials page displays. 2. From the Employee Qualifications and Credentials page, click the Credential View hyperlink for the Displaying field. 3. Click the Edit column hyperlink for the corresponding employee credential you want to terminate. The Edit Employee Credential section displays. 4. Click Terminate Credential. The Edit Employee Credential section refreshes to display the Termination Reason drop-down field. 5. Select a reason for terminating the employee credential from the Termination Reason dropdown field. 6. Click Terminate Credential. A confirmation message displays to confirm whether you want to terminate the employee credential. 7. Click OK. To Manually Unassign Qualifications If you delete the qualification for an employee, it is important to note that you do not remove any currently assigned credentials that comprise the qualification from the employee's record. When you delete the qualification, you effectively unassign only the association between the qualification and the employee's record. 1. From the Manage Employees tab on the Manager dashboard, click the View hyperlink under the Q/C column for the corresponding employee in the My Employees list. The Employee Qualifications and Credentials page displays. 2. Click the Qualification View hyperlink for the Displaying field and then do one of the following as necessary to locate the qualification you want to remove: Click the Show Active checkbox to locate the actively assigned qualification you want to unassign. Click the Show Inactive checkbox to locate the inactive qualification you want to unassign. 3. Click the Delete hyperlink for the qualification you want to remove. A message displays to confirm whether you want to unassign the qualification from the employee's record. 4. Click OK. COMPLETING TASKS The Task Details pop-up allows employees to access a detail view of the task. Employees can use the Task Details pop-up to access a complete description of the task, links to related documents, the due date, and any manager notes for the task. Once employees finalize the activity or action for the task, they can use the Task Details pop-up to mark the task as complete. Page 19 of 50

22 Internet Explorer 7 does not provide native support for viewing Tagged Image Format (TIF, TIFF) files. As a result, the file may not display correctly if you click the Document Link hyperlink to open the image. Additionally, if you have an older version of Microsoft Excel installed and you attempt to open a file in Microsoft Excel (.xls,.xlsx) format, the following message displays: "The file you are trying to open, 'getdocument.aspx', is in a different format than specified by the file extension. Verify that the file is not corrupted and is from a trusted source before opening the file. Do you want to open the file now?" You can click Open to open the Microsoft Excel file if you receive this message. Page 20 of 50

23 Home Dashboard - Task Details Page 21 of 50

24 Home Dashboard Task Details Fields Field Task Name Task Information Required Documents Definition Displays the name of the open task. Section that includes the following fields you can use to review basic information for the open task: Field Definition Regarding Displays the name of the target employee that the assigned task relates to. The Regarding field only displays if you are not the target employee for the task. Due Date Displays the due date for the task. Description Displays a description of the task. Section that includes the following fields you can use to open, complete, or review documents and attachments for the open task: Field Definition Document Hyperlink used to access documents, form collections, or other attachments that you must open, and in some cases complete, in order to click Task Completed to mark the task as complete. Credential Renewal Information If the related document consists of a PDF form, once you complete the necessary form fields, you can scroll to the first or last page of the PDF and then click the Save button to save the PDF document. If the attachment consists of an employee task form collection, the form collection opens within a new browser window and you can work to complete the form collection. Additionally, if you do not open and save PDF forms or employee task form collections attached to Regular tasks, you receive an error message indicating that you did not save the document if you attempt to click the Task Completed button. Section that includes the following fields you can use to view credential details, update the credential expiration date, and terminate the credential associated with the open credential renewal task: Field Credential Credential Status Definition Displays the name of the credential for the open credential renewal task. Displays one of the following as the current credential status of the credential for the open credential task: Unverified - Indicates that the credential has been assigned to the employee but has not yet been initially verified by the employee. Active - Indicates that the credential is active, has been initially verified by the employee, and either does not include an expiration date or includes an expiration date that occurs in the future. Page 22 of 50

25 Active Expired - Indicates that the credential is active and has been initially verified by the employee, but also implies that credential renewal tasks from the task template associated with the credential are currently in progress, either as a result of reaching the expiration date or as a result of the manager clicking the Renew hyperlink from the Employee Qualifications and Credentials pop-up to manually assign credential renewal tasks. Credential State License Number New Expiration Date Terminate Credential Termination Reason Displays the state associated with the credential. Displays the license number associated with the credential. Text field used to type the new expiration date, in MM/DD/YYYY format, for the credential. You can also click the Calendar icon to select the date you want. If you do not indicate an expiration date for the credential, you can effectively set the credential to never expire or to expire based on the standard term of validity that system administrators configure for the credential. Additionally, system administrators can configure credentials to automatically apply a new expiration date during the credential renewal process. Under these circumstances, the new expiration date can be automatically set based on the term of validity and previous expiration date for the credential. In this case, you should not select a date from the New Expiration Date field unless you need to override the date that would be automatically applied based on the term of validity and previous expiration date for the credential. Also, if you opt to manually override the expiration date, you must select a date that occurs after the current start date or previous expiration date for the credential. Contact your system administrator if you need to confirm whether the credential is configured to automatically calculate the new expiration date during the credential renewal process. Checkbox used to indicate that you want to terminate the credential. You cannot renew or update the credential status of terminated credentials. In order to reactivate a previously terminated credential, you must contact your manager or a system administrator to assist with reassigning the qualification to you. As a result, you should confirm that the credential needs to be terminated before selecting the Terminate Credential checkbox. Drop-down field used to select from a list of predefined reason for which you want to terminate the credential. The available Termination Reason options are based on the CredentialTerminationReason premade list. System administrators can modify the available options for the Termination Reason dropdown field by updating the CredentialTerminationReason premade list. Contact your system administrator for assistance with updating the available options for the Termination Reason drop-down field. Documents for review Section that displays documents associated with the employee task form collection task attachment. You can click the Review hyperlink to open and review the corresponding document. Page 23 of 50

26 Notes from Reviewer Finalizing Task Completed Displays notes that the manager includes after rejecting a task that you previously mark as completed. Section that includes the following fields you can use to sign task attachments: Field Enter Name* Name Select Today's Date* Definition Text field used to type the name associated with your employee profile as an electronic signature for the completed task. The Enter First and Last Name field only displays if the document attached to the task is a PDF form that includes an employee signature form field. Once you type your name in this field and click Task Completed, the system automatically applies the text that you type to the employee signature form field in the PDF. Displays the name associated with your employee profile, which must precisely match the value you type as your electronic signature in the Enter Name field. Text field used to type the current date, in MM/DD/YYYY format. You can also click the Calendar icon to select the date. The Select Today's Date field only displays if the document attached to the task includes an employee signature date form field. Once you type or select a date for this field and click Task Completed, the system automatically applies the date value to the employee signature date form field in the PDF. Button used to indicate that the task is complete. The Task Completed button displays as inactive for Background Check type tasks. With Background Check tasks, the task assignee is always set to be the manager of the target employee by default, you cannot mark the task as completed, and the task reviewer does not review and accept or reject the task. Additionally, with Background Check type tasks, the task is automatically closed or canceled based on the final grade or screening status of the background check order. If the background check order receives a screening status of Fail, the final task status of the task is automatically set to Canceled. If the background check order receives a screening status of Pass, the final task status of the task is automatically set to Closed. Contact your system administrator for assistance with Background Check type tasks. * -indicates a required field. To Complete Tasks 1. Do one of the following, depending on whether you want to complete assigned tasks from the Home dashboard or the Manager dashboard: From the My Open Tasks section on the Tasks tab of the Home dashboard, click the hyperlink for the task. The Task Details pop-up displays. From the Manage Tasks tab of the Manager dashboard, perform a search to locate tasks as necessary, and then click the Complete Assigned Task icon for the task. 2. Review the task description and details on the Task Details pop-up. If the task involves renewing credentials that make up a qualification, continue to the next step. If the task includes a Document hyperlink, continue to Step 5. If the task does not involve renewing credentials, does not require a signature or include a document attachment, and involves actions you must perform outside of the Pangea system, perform the necessary actions and then continue to Step 7. Page 24 of 50

27 3. If the task is related to renewing credentials that make up a qualification, confirm that the Credential Name, Credential State, and License Number are accurate, and then type a new expiration date for the credential in the New Expiration Date field. You can also click the Calendar icon to select the date. You cannot mark credential renewal tasks as complete if there are currently any pending or incomplete Background Check type tasks assigned to you. Additionally, system administrators can configure credentials to automatically apply a new expiration date during the credential renewal process. Under these circumstances, the new expiration date can be automatically set based on the term of validity and previous expiration date for the credential. In this case, you should not select a date from the New Expiration Date field unless you need to override the date that would be automatically applied based on the term of validity and previous expiration date for the credential. Also, if you opt to manually override the expiration date, you must select a date that occurs after the current start date or previous expiration date for the credential. Contact your system administrator if you need to confirm whether the credential is configured to automatically calculate the new expiration date during the credential renewal process. 4. If the task is related to renewing credentials that make up a qualification, and you want to terminate the credential, click the Terminate Credential checkbox and then select the predefined reason for which you want to terminate the credential from the Termination Reason field as necessary. You cannot renew or update the credential status of terminated credentials. In order to reactivate a previously terminated credential, you must contact your manager or a system administrator to assist with reassigning the qualification to you. As a result, you should confirm that the credential needs to be terminated before selecting the Terminate Credential checkbox. 5. Click the Document hyperlink to open the task attachment and then do one of the following: If the task attachment consists of a PDF form, fill out and complete the form fields, scroll to the first or last page of the form, and then click Save. The PDF form closes and the Task Details pop-up displays. If the document requires an electronic signature, continue to the next step, otherwise continue to Step 7. If the task attachment consists of an employee task form collection, fill out and complete each form within the form collection as necessary and then click Finish. If there are prefillable PDF forms associated with the employee task form collection which require an electronic signature, continue to the next step, otherwise continue to Step 7. If the task attachment consists of a static document or file, review the document as necessary and then continue to Step 7. When working to complete PDF form or employee task form collection task attachments, you may not be able to update or modify certain form fields. In most cases, the reason for this is that the form field has been configured as a field that only managers or task reviewers can modify, not employees or task assignees. Contact your system administrator for assistance with PDF form fields that are only available for managers or task reviewers to modify. 6. Type your first and last name in the Enter First and Last Name field and then type the current date in the Select Today's Date field as necessary. You can also click the Calendar the date. 7. Click Task Completed. icon to select Page 25 of 50

28 If you do not open and save PDF forms attached to Regular tasks, you receive an error message indicating that you did not save the document if you attempt to click Task Completed. ACCEPTING OR REJECTING COMPLETED TASKS The tasks that employees complete display in the Tasks for My Review section on the Tasks tab of the Home dashboard. Once employees mark tasks as complete, the tasks display in the Tasks for My Review section and managers can use the Review Task Details pop-up to review and then accept or reject the completed task to finalize the task process. In the event that the tasks that employees mark as complete are incorrectly routed to you, you can also use the Review Task Details pop-up to reroute the task to the appropriate reviewer as necessary. Internet Explorer 7 does not provide native support for viewing Tagged Image Format (TIF, TIFF) files. As a result, the file may not display correctly if you click the Document hyperlink to open the image. Additionally, if you have an older version of Microsoft Excel installed and you attempt to open a file in Microsoft Excel (.xls,.xlsx) format, the following message displays: "The file you are trying to open, 'getdocument.aspx', is in a different format than specified by the file extension. Verify that the file is not corrupted and is from a trusted source before opening the file. Do you want to open the file now?" You can click Open to open the Microsoft Excel file if you receive this message. Page 26 of 50

29 Review Task Details Page 27 of 50

30 Review Task Details Fields Field Task Name Task Information Required Documents Credential Renewal Information Definition Displays the name of the completed task. Section that includes the following fields you can use to review basic information for the task: Field Regarding Assigned To Priority Completion Date Task Description Definition Displays the name of the targeted employee that the completed task relates to. Displays the name of the employee or task assignee responsible for marking the task as complete. Displays the priority rating of the completed task. Displays the date by which the employee completed the task. Displays a description of the completed task. Section that includes the following fields you can use to open, complete, or review documents and other task attachments: Field Definition Document Hyperlink used to access documents, form collections, or other attachments that you must open, and in some cases complete, in order to click Reject Task or Accept Task to reject or accept the completed task. Section that includes the following fields you can use to view credential details, update the credential expiration date, and terminate the credential associated with the completed credential renewal task: Field Credential Credential Status Definition Displays the name of the credential for tasks related to credential renewal. Displays one of the following as the current credential status of the credential for the task: Unverified - Indicates that the credential has been assigned to the employee but has not yet been initially verified by the employee. Active - Indicates that the credential is active, has been initially verified by the employee, and either does not include an expiration date or includes an expiration date that occurs in the future. Active Expired - Indicates that the credential is active and has been initially verified by the employee, but also implies that credential renewal tasks from the task template associated with the credential are currently in progress, either as a result of reaching the expiration date or as a result of the manager clicking the Renew hyperlink from the Employee Qualifications and Credentials page to manually assign credential renewal tasks. Page 28 of 50

31 Terminated - Indicates that the employee or task assignee wants to terminate the credential. Task assignees can indicate that they want to terminate the credential when completing the open task via the Task Details pop-up. Under these circumstances, if you accept the task, the status of the corresponding credential is Terminated. Credentials with a Terminated status are no longer associated with the employee, and you cannot update the status of a terminated credential or click the Renew hyperlink from the Employee Qualifications and Credentials page to manually assign credential renewal tasks for the credential. Credential State Displays the state associated with the credential. License Number New Expiration Date Terminate Credential Termination Reason Displays the license number associated with the credential. Text field used to type the new expiration date, in MM/DD/YYYY format, for the credential as necessary. You can also click the Calendar icon to select the date you want. The default value for this field is the new expiration date value that the employee indicates for the credential when marking the task as complete, however, you can modify the default value as necessary before you accept or reject the task. If you do not indicate an expiration date for the credential, you can effectively set the credential to never expire or to expire based on the standard term of validity that system administrators configure for the credential. Additionally, system administrators can configure credentials to automatically apply a new expiration date during the credential renewal process. Under these circumstances, the new expiration date can be automatically set based on the term of validity and previous expiration date for the credential. In this case, you should not select a date from the New Expiration Date field unless you need to override the date that would be automatically applied based on the term of validity and previous expiration date for the credential. Also, if you opt to manually override the expiration date, you must select a date that occurs after the current start date or previous expiration date for the credential. Contact your system administrator if you need to confirm whether the credential is configured to automatically calculate the new expiration date during the credential renewal process. Checkbox used to indicate that you want to terminate the credential. If the task assignee indicates that they want to terminate the credential when completing the open task via the Task Details pop-up, the Terminate Credential checkbox displays as selected by default. Under these circumstances, if you accept the completed task, the status of the corresponding credential is Terminated. Drop-down field used to select from a list of predefined reason for which you want to terminate the credential. The available Termination Reason options are based on the CredentialTerminationReason premade list. System administrators can modify the available options for the Termination Reason drop-down field by updating the CredentialTerminationReason premade list. Contact your system administrator for assistance with updating the available options for the Termination Reason drop-down field. Page 29 of 50

32 Documents for review Finalizing Section that displays documents associated with the employee task form collection task attachment. You can click the Review hyperlink to open and review the corresponding document. Section that includes the following fields you can use to sign task attachments, reroute tasks, or provide task notes: Field Enter Name* Name Select Today's Date* Definition Text field used to type the name associated with your employee profile as your electronic signature for the completed task. The Enter First and Last Name field only displays if the document attached to the task is a PDF form that includes a manager signature form field. Once you type your name in this field and click Accept Task, the system automatically applies the text that you type to the manager signature form field in the PDF. Contact your system administrator for assistance with configuring PDF form fields to automatically apply employee or manager signatures during the post-hire task completion process. Displays the name associated with your employee profile, which must precisely match the value you type as your electronic signature in the Enter Name field. Text field used to type the current date, in MM/DD/YYYY format, by which you want to electronically sign the document associated with the task. You can also click the Calendar icon to select the date. The Select PDF Signing Date field only displays if the document attached to the task includes a manager signature date form field. Once you type or select a date for this field and click Accept Task, the system automatically applies the date value to the manager signature date form field in the PDF. Route Task To Contact your system administrator for assistance with configuring PDF form fields to automatically apply employee or manager signature dates during the post-hire task completion process. Drop-down field and text field used to select search criteria, perform a search for, and then select the specific employee to which you want to reroute the task to as the task reviewer. Once you select a lookup type option from the initial drop-down field, type lookup criteria in the text field, and then click Get, the initial drop-down field displays with the names of the employees that match your criteria and you can select the specific employee you want as the task reviewer for the task. You can also click Reset to clear your criteria and perform a new search. Route Task Button used to reroute the task to the task reviewer you select via the Route Task To fields. Notes to Employee My Notes (Private) Reject Task Button used to reject the completed task. Accept Task Button used to accept the completed task. Text field used to type review notes, available to the employee, to include with the completed task. Text field used to type notes, available only to the manager for the employee, to include with the completed task. Page 30 of 50

33 To Review and Accept or Reject Completed Tasks 1. Do one of the following, depending on whether you want to review tasks from the Home dashboard or the Manager dashboard: From the Tasks for My Review section on the Tasks tab of the Home dashboard, click the hyperlink for the task name. The Review Task Details pop-up displays. From the Manage Tasks tab, perform a search and apply filters to locate the task you want to review as necessary, and then click the Review / Accept Task icon. The Review Task Details pop-up displays. 2. Review the information for the task and then do one of the following as necessary: If you are not the correct task reviewer for the task, continue to the next step to reroute the task. If you want to accept or reject the task and the task includes a task attachment, continue to Step 4. If the task does not include a task attachment but is related to renewing credentials, continue to Step 6. If the task is not associated with an employee task form collection or PDF form, or if the task is not related to renewing credentials, continue to Step Select a lookup option from the initial Route Task To drop-down field, type criteria for the employee in the Route Task To text field, click Get, select the specific employee to which you want to reroute the task to as the task reviewer from the refreshed drop-down field, and then click Route Task as necessary. You have completed this procedure. 4. Click the Document hyperlink to open the task attachment and then do one of the following: If the task attachment consists of a PDF form, fill out and complete form fields as necessary, scroll to the first or last page of the form, and then click Save. If the document requires an electronic signature, continue to the next step, otherwise proceed to Step 6. If the task attachment consists of an employee task form collection, review each form within the form collection and complete or update form fields as necessary, and then click Finish. If there are prefillable PDF forms associated with the employee task form collection which require an electronic signature, continue to the next step, otherwise proceed to Step 6. If the task attachment consists of a static document or file, review the document as necessary and then continue to Step 6. When working to review PDF form or employee task form collection task attachments, you may not be able to access or modify certain form fields. In most cases, the reason for this is that the form field has been configured as a field that only employees or task assignees can modify, not managers or task reviewers. Contact your system administrator for assistance with PDF form fields that are only available for employees or task assignees to modify. 5. Type your name in the Enter First and Last Name field as necessary and then type the current date, in MM/DD/YYYY format, in the Select PDF Signing Date field. You can also click the Calendar icon to select the date. If the task is related to reviewing credentials for a qualification, continue to the next step, otherwise proceed to Step 8. Page 31 of 50

34 6. If the task is related to renewing credentials that make up a qualification, confirm that the Credential Name, Credential State, and License Number are accurate and then type a new expiration date for the credential in the New Expiration Date field as necessary. You can also click the Calendar icon to select the date. You cannot mark credential renewal tasks as complete if there are currently any pending or incomplete Background Check type tasks assigned to you. Additionally, system administrators can configure credentials to automatically apply a new expiration date during the credential renewal process. Under these circumstances, the new expiration date can be automatically set based on the term of validity and previous expiration date for the credential. In this case, you should not select a date from the New Expiration Date field unless you need to override the date that would be automatically applied based on the term of validity and previous expiration date for the credential. Also, if you opt to manually override the expiration date, you must select a date that occurs after the current start date or previous expiration date for the credential. Contact your system administrator if you need to confirm whether the credential is configured to automatically calculate the new expiration date during the credential renewal process. 7. If the task is related to renewing credentials that make up a qualification, and you want to terminate the credential, click the Terminate Credential checkbox and then select the predefined reason for which you want to terminate the credential from the Termination Reason field as necessary. You cannot renew or update the credential status of terminated credentials. In order to reactivate a previously terminated credential, you must reassign the qualification to the employee. As a result, you should confirm that the credential needs to be terminated before you select the Terminate Credential checkbox. Additionally, if the task assignee indicates that they want to terminate the credential when completing the open task via the Task Details pop-up, the Terminate Credential checkbox displays as selected by default. Under these circumstances, if you accept the completed task, the status of the corresponding credential is Terminated. 8. Type any review notes related to the task that you want to make available to the employee in the Notes to Employee field. 9. Type any notes, available only to the manager for the employee, that you want to include for the completed task in the My Notes (Private) field. 10. Do one of the following, depending on whether you want to accept or reject the task: Click Reject Task to mark the task as rejected. The task is reassigned to the employee. Click Accept Task to mark the task as accepted. The task is approved and routed accordingly. If you reject a credential renewal task for which an employee faxes in a document to certify the credential, the faxed in document is removed from the task and the task is reassigned to the employee when you click Reject Task. REVIEWING EMPLOYEE TASKS The View Task page allows a manager to access a detail view of tasks for their direct reports. The View Task page provides managers with details for tasks that are open, marked as complete, or closed. From the View Task page, managers can view currently open tasks, verify tasks that employees mark as complete, view task attachments, add or update task notes, and determine whether tasks have been confirmed by managers, and review closed tasks. Page 32 of 50

35 Home Dashboard View Tasks Fields Manager Dashboard - View Task Field Task Group Task Name Task Status Search View Consolidated Notes Create AdHoc Task Definition Drop-down field used to select the task template by which you want to filter the View Task list. Drop-down field used to select the name of the task by which you want to filter the View Task list. Drop-down field used to select the task status by which you want to filter the View Task list. Options for this field include: Any - Select to filter the View Tasks list by all tasks. Unassigned - Select to filter the View Task list by unassigned tasks, or tasks that are awaiting assignment. Open - Select to filter the View Task list by all open tasks. Completed - Select to filter the View Task list by all completed tasks. Closed - Select to filter the View Task list by completed and accepted tasks. Canceled - Select to filter the View Task list by canceled tasks. Button used to apply your filter criteria to the View Task list. Icon used to view and manage task notes for all individual tasks associated with the overall task template. Icon used to create a new ad hoc task and then insert the task within the currently assigned task template. You cannot insert new ad hoc tasks into assigned task templates for which all tasks are canceled or closed. If all tasks for the task template currently display a task status of Canceled or Closed, the Create AdHoc Task icon does not display. Additionally, the Create AdHoc Task icon only displays if the Manager dashboard permission is active for the user role associated with your user account. Contact your system administrator for assistance with updating your user role permissions. Task Template Displays the name of the task template, or task group, for the task record. The Task Template field displays a value of "Ad-hoc" if the task consists of an ad hoc task and is not associated with a task template. Assigned Displays the date by which the ad hoc task or task template for the task records was assigned. Task Name Displays the name of the completed task. Status Displays the status of the task. Assigned Displays the date by which the task was assigned to the task assignee. If this field displays a blank value, this indicates that the task is awaiting assignment. Page 33 of 50

36 Due Completed Review By Fresh for Days Displays the due date of the task. Displays the date by which the task assignee completed the task. If this field displays a blank value, this indicates that the task is awaiting completion. Displays the name of the task reviewer for the task. If this field displays a blank value, this indicates that the task reviewer has not reviewed the task. Displays number of days, since the task was initially marked as complete by the task assignee or last refreshed by a manager, by which the task will exceed the freshness days range. Task freshness consists of a rating used to determine number of days for which timesensitive completed tasks are eligible to be reviewed and then accepted or rejected by the task reviewer during the task completion process. Once the task assignee marks the task as complete, the number of task freshness days automatically displays as the Fresh for Days field value in the View Task list, and the value decreases with each day that the task is not reviewed and then accepted or rejected by the task reviewer. If the task exceeds the number of freshness days due to inactivity, the task template is automatically reassigned to the task assignee for completion to effectively restart the task completion workflow. You can also click the Refresh Task Freshness Days icon from the Manage Tasks tab to manually refresh the task, reassign the task template, and avoid exceeding the freshness days rating. View Task Notes Cancel Task View Form View Documents Contact your system administrator for assistance with configuring the task freshness days setting for tasks. Icon used to access the Task Notes page to view, add, or modify notes associated with the individual task. Icon used to cancel the corresponding incomplete task. The Cancel icon is not active if the corresponding task is currently in a Closed status. Icon used to view the employee task form collection or PDF form associated with the task. Icon used to view and manage documents associated with the corresponding task via the View Task Document page. The View Documents icon only displays as active if the current task status for the task is Closed. You can use the View Task page to do the following: Perform a Search to Locate Tasks View Task Attachments Cancel Open Tasks To Perform a Search to Locate Tasks 1. From the Manage Employees tab on the Manager dashboard, click the View hyperlink under the Tasks column for the corresponding employee in the My Employees list. The View Task page displays. 2. Do one or more of the following as necessary to choose search criteria for the tasks you want to locate: Select the task template by which you want to filter tasks from the Task Group drop-down field. Select the task name by which you want to filter tasks from the Task Name drop-down field. Page 34 of 50

37 Select the current task status by which you want to filter tasks from the Task Status dropdown field. 3. Click Search. The Viewing Tasks pop-up refreshes to display tasks that match the status criteria you selected. To View Task Attachments 1. From the Manage Employees tab on the Manager dashboard, click the View hyperlink under the Tasks column for the corresponding employee in the My Employees list. The View Task page displays. 2. Perform a search to locate the task with the task attachment you want to view as necessary. 3. Click the View Form icon for the corresponding task. If the attachment consists of an employee task form collection, the Task Review page opens in a new browser window and displays a summary of the completed form collection. If the attachment consists of a PDF form, the PDF associated with the task opens in a new browser window. To Cancel Open Tasks 1. From the Manage Employees tab on the Manager dashboard, click the View hyperlink under the Tasks column for the corresponding employee in the My Employees list. The View Task page displays. 2. Perform a search to locate the open task you want to cancel as necessary. 3. Click the Cancel icon to cancel the corresponding open task. HOME DASHBOARD - VIEWING AND UPLOADING DOCUMENTS The My Documents section of the Documents tab allows employees to view documents from the online application, hiring, and post-hire task processes. Employees can also use the My Documents section of the Documents tab to upload and attach documents to their employee profile. Any documents that employees upload using the My Documents section are also available to the responsible manager for the employee. Employees can obtain an electronic copy of documents or forms by clicking the corresponding Name hyperlink from the My Documents section. The file name of the documents that employees upload cannot include the following special characters: \ / : *? " < > (). Additionally, documents that employees upload and attach are limited to the following file types: Adobe PDF (.pdf) Microsoft Word (.doc,.docx), Excel (.xls,.xlsx), or PowerPoint (.ppt,.pptx) Graphic Files (.jpg,.gif,.tif,.png) Page 35 of 50

38 Documents Tab - My Documents Internet Explorer 7 does not provide native support for viewing Tagged Image Format (TIF, TIFF) files. As a result, if you select a file with this format to include as an additional document, the file may not display correctly if you click the document hyperlink to open the image. Additionally, if you have an older version of Microsoft Excel installed and you attempt to open a file in Microsoft Excel (.xls,.xlsx) format, the following message displays: "The file you are trying to open, 'getdocument.aspx', is in a different format than specified by the file extension. Verify that the file is not corrupted and is from a trusted source before opening the file. Do you want to open the file now?" You can click Open to open the Microsoft Excel file if you receive this message. Documents Tab - My Documents Fields Field Attach New Document Document Created Definition Icon used to attach a new document using the Attach New Document pop-up. Displays the document name. You can click the document hyperlink used to open the corresponding document. Displays the date that the document was last uploaded or updated. Attach New Document Fields Field Document* Browse Preview Document* Confirm Cancel Definition Displays the file path to the document after you click Browse and then locate and select the document you want to upload. Button used to locate and select the document you want to upload. Hyperlink used to open and preview the document you selected to upload. You must click the Preview Document hyperlink in order to activate the Confirm button. Button used to confirm and upload the document. Button used to cancel your changes and return to the Home dashboard. * -indicates a required field. Page 36 of 50

39 To Upload and Attach a Document 1. From the My Documents section of the Documents tab on the Home dashboard, click the Attach New Document icon. The Attach New Document pop-up displays. Home Dashboard - Attach New Document 2. Click the Browse button next to the Document field to locate and select the document you want to upload. 3. Click the Preview Document hyperlink to preview the document. The Confirm button becomes active. 4. Click Confirm. The My Documents section of the Documents tab refreshes to display the document. MANAGER DASHBOARD - VIEWING AND UPLOADING EMPLOYEE DOCUMENTS AND FORMS Managers can click the View hyperlink in the Documents column of the Manage Employees tab on the Manager Dashboard to access the View Employee Documents page. The View Employee Documents page allows you to view documents from the online application, hiring, and post-hire task completion processes. Managers can also use the View Employee Documents page to upload and attach documents to the overall employee profile or to closed employee tasks. Managers can obtain an electronic copy of documents or forms by clicking the corresponding Document Name hyperlink on the View Employee Documents page. If you click the View Documents icon from the View Task page to upload and attach the document to a closed employee task, the title of the View Employee Documents page displays as View Task Documents, and the page only displays documents associated with the corresponding task instead of all documents associated with the employee profile for the employee. The file name of the documents that managers upload cannot include the following special characters: \ / : *? " < > (). Additionally, documents that managers upload and attach are limited to the following file types: Adobe PDF (.pdf) Microsoft Word (.doc,.docx), Excel (.xls,.xlsx), or PowerPoint (.ppt,.pptx) Graphic Files (.jpg,.gif,.tif,.png) Page 37 of 50

40 View Employee Documents Internet Explorer 7 does not provide native support for viewing Tagged Image Format (TIF, TIFF) files. As a result, the file may not display correctly if you click the document hyperlink to open the image. Additionally, if you have an older version of Microsoft Excel installed and you attempt to open a file in Microsoft Excel (.xls,.xlsx) format, the following message displays: "The file you are trying to open, 'getdocument.aspx', is in a different format than specified by the file extension. Verify that the file is not corrupted and is from a trusted source before opening the file. Do you want to open the file now?" You can click Open to open the Microsoft Excel file if you receive this message. View Employee Documents Fields Field Upload Document Document Name Definition Hyperlink used to upload and attach the document to the overall employee profile for the employee via the Upload Document page. Displays the name of the document. You can click the document hyperlink used to open the corresponding document. Task Name Displays the name of the task associated with the document, if applicable. The Task Name column displays a value of "Not Applicable" if the document is not related to a task, such as a document that was uploaded by the applicant during the online application process. Category Displays the document category for the document. Source Displays the following icons used to indicate the source from which the corresponding attached document was originally uploaded: Icon Action Document Dashboard Attachment OA Attachment OA Form Task Document Definition Indicates that the document was uploaded as a result of the applicant completing a hiring action during the hiring process. Indicates that the document was uploaded by a system user via the Home, Manager, or Applicant dashboards. Indicates that the document was uploaded by the applicant during the online application process. Indicates that the document consists of a PDF form that was automatically prefilled and uploaded during the online application process. Indicates that the document was uploaded and completed by the employee during the post-hire task process. Page 38 of 50

41 Emp Visible Checkbox used to indicate whether you want the corresponding document to be visible to the employee on the Personal Information tab of the Home dashboard. Attached Displays the date by which the document was last uploaded, updated, or completed. Date View Icon used to open and view the corresponding document. Delete Icon used to delete the document. You can only delete documents that were originally uploaded by a system user via the Home, Manager, or Applicant dashboards. Upload Document Fields Field Select Document Category* Select Employee Task Emp Visible Select Document* Browse* Submit Definition Drop-down field used to select the document category for the document you want to upload. You can also select the None option to indicate that the document does not relate to a document category. Drop-down field used to select the closed employee task to associate with the document you want to upload. The Select Employee Task drop-down field only includes tasks with a current task status of Closed. The Select Employee Task field displays with the corresponding closed task selected by default if you click the View Documents icon from the View Task page to upload and attach the document to an employee task. You can also select the Not Applicable option to indicate that the document does not relate to a task. Additionally, the date that the task was assigned also displays in parenthesis next to the task name for each task within the Select Employee Task drop-down field. You can use the assigned date value to distinguish between tasks in the event that the same task has been assigned and completed more than once. Checkbox used to indicate whether you want the corresponding document to be visible to the employee on the Personal Information tab of the Home dashboard. Displays the file path to the document you want to upload after you click browse to locate and select the document. Button used to locate and select the document you want to upload. Button used to upload and attach the document to the overall employee profile or employee task. You can use the View Employee Documents page to do the following: Upload and Attach Documents to Employee Profiles Upload and Attach Documents to Closed Employee Tasks To Upload and Attach a Document to the Employee Profile 1. From the Manage Employees tab on the Manager dashboard, click the View hyperlink under the Documents column for the corresponding employee from the My Employees list. The View Employee Documents page displays. 2. Click the Upload Document hyperlink. The Upload Document page displays. Page 39 of 50

42 Upload Document 3. Select the document category for the document you want to upload from the Select Document Category drop-down field. You can also select the None option to indicate that the document does not relate to a document category. 4. Select the employee task to associate with the document you want to upload from the Select Employee Task drop-down field. You can also select the Not Applicable option to indicate that the document does not relate to a task. 5. Select the Emp Visible checkbox to indicate whether you want the document to be visible to the employee via the Documents tab of the Home dashboard. 6. Click Browse to locate and select the document you want to upload. 7. Click Submit. The View Employee Documents page refreshes to display the document. To Upload and Attach Employee Task Documents 1. Manage Employees tab on the Manager dashboard, click the View hyperlink under the Tasks column for the corresponding employee from the My Employees list. The View Tasks page displays. 2. Apply filters as necessary to locate the task to which you want to attach an employee task document and then click the View Documents displays. icon. The View Task Documents page 3. Click the Upload Document hyperlink. The Upload Document page displays. 4. Select the document category for the document you want to upload from the Select Document Category drop-down field. You can also select the None option to indicate that the document does not relate to a document category. 5. Select the employee task to associate with the document you want to upload from the Select Employee Task drop-down field. The Select Employee Task field displays with the corresponding name of the task for which you clicked the View Documents icon in Step 2 by default. Page 40 of 50