Table of Contents 1. ABOUT THE GIS PANGEA SYSTEM 5 2. HOME DASHBOARD OVERVIEW MANAGER DASHBOARD OVERVIEW 66

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2 Table of Contents 1. ABOUT THE GIS PANGEA SYSTEM 5 PANGEA SYSTEM REQUIREMENTS 5 PANGEA MOBILE COMPATIBILITY 6 LOGGING IN TO PANGEA 6 MANAGING USER ACCOUNT SECURITY AND DELEGATE INFORMATION 13 ABOUT SESSION TIMEOUTS HOME DASHBOARD OVERVIEW 20 HOME DASHBOARD - TASKS TAB 20 MY OPEN TASKS 21 COMPLETING TASKS 23 SEARCHING FOR AND VIEWING TASKS 30 CREATING AD HOC TASKS 31 ASSIGNING TASKS 43 ACCEPTING OR REJECTING COMPLETED TASKS 48 HOME DASHBOARD - PERSONAL INFORMATION 57 HOME DASHBOARD - DOCUMENTS 61 VIEWING AND UPLOADING DOCUMENTS 63 PERFORMING A SEARCH TO LOCATE COMPANY DOCUMENTS MANAGER DASHBOARD OVERVIEW 66 CREATING EMPLOYEE PROFILES AND USER ACCOUNTS 76 REVIEWING AND UPDATING THE EMPLOYEE DATASHEET 83 VIEWING AND UPLOADING EMPLOYEE DOCUMENTS AND FORMS 87 REVIEWING EMPLOYEE TASKS 92 PERFORMING A SEARCH AND APPLYING FILTERS TO LOCATE TASKS 95 REASSIGNING OPEN OR COMPLETED TASKS 99 MANAGING TASK NOTES 101 PERFORMING EMPLOYEE ACTIONS 104 PERFORMING A MANUAL BACKGROUND CHECK FOR EMPLOYEES 107 SENDING DOCUMENTS TO DOCUMENT MANAGER FOR EMPLOYEES 111 VIEWING AND UPDATING QUALIFICATIONS AND CREDENTIALS 113 UNDERSTANDING CREDENTIAL ASSIGNMENT, VERIFICATION, AND RENEWAL PANGEA EMPLOYMENT ELIGIBILITY VERIFICATION (EEV) OVERVIEW 136 ORDERING AN EMPLOYMENT ELIGIBILITY VERIFICATION FOR AN EMPLOYEE 137 COMPLETING SECTION 1 OF THE FORM I COMPLETING SECTION 2 OF THE FORM I ABOUT FORM I-9 SSN PENDING AND DOCUMENT RECEIPT WORKFLOWS 161 PENDING SOCIAL SECURITY NUMBER FOR FORM I-9 SECTION VERIFYING DOCUMENTS WITH PENDING RECEIPTS FOR FORM I-9 SECTION COMPLETING SECTION 3 OF THE FORM I ACCESSING THE E-VERIFY CASE FROM PANGEA 167 VIEWING INITIAL VERIFICATION FOR EEV CASES 168 CLOSING EMPLOYMENT AUTHORIZED EEV CASES 169 RESOLVING AND CLOSING TENTATIVE NON-CONFIRMATION EEV CASES 171

3 RESOLVING DUPLICATE EEV CASES 179 ABOUT EEV PHOTO MATCHING 183 QUICK REFERENCE FOR FORM I-9 ACCEPTABLE DOCUMENTS APPLICANT DASHBOARD OVERVIEW 197 SENDING APPLICATION INVITATIONS 202 COMPLETING ONLINE APPLICATIONS FOR NEW APPLICANTS 207 MANAGING THE APPLICATION INVITATION LOG 211 PERFORMING A SEARCH AND APPLYING FILTERS TO LOCATE APPLICANTS 218 REVIEWING COMPLETED APPLICATIONS 229 SELECTING JOB OPENINGS FOR APPLICANTS 229 UPDATING COMPANY CLIENTS FOR EXISTING APPLICANTS AND EMPLOYEES 234 VIEWING BACKGROUND CHECK INFORMATION 236 VIEWING THE ASSESSMENT SUMMARY REPORT 240 VIEWING AND MANAGING DOCUMENTS, FORMS, AND APPLICANT INFORMATION 241 PERFORMING HIRING ACTIONS 251 PERFORMING A MANUAL BACKGROUND CHECK FOR APPLICANTS 259 SENDING DOCUMENTS TO DOCUMENT MANAGER FOR APPLICANTS 264 SENDING INVITATIONS TO APPLICANTS WITH INTERNAL APPLICATIONS 267 REVIEWING THE APPLICATION STATUS FOR INVITED APPLICANTS 272 ABOUT THE OFCCP LOGGING FUNCTIONALITY 273 ABOUT APPLICANT POOLS 276 POOLED APPLICANTS VIEW 276 APPLICANT POOL OVERRIDES AND EXCEPTIONS 277 APPLICANT POOL SCENARIO 1 - APPLICANTS WITH NO ACTIONS PERFORMED 277 APPLICANT POOL SCENARIO 2 - APPLICANTS INACTIVE SINCE LAST ACTION PERFORMED 278 APPLICANT POOL SCENARIO 3 - MANUALLY RETURNING APPLICANTS TO APPLICANT POOL REQUISITIONS DASHBOARD OVERVIEW 280 VIEWING AND APPROVING OR REJECTING REQUISITIONS AWAITING MY APPROVAL 280 VIEWING REQUISITIONS PENDING APPROVAL 283 MANAGING REQUISITIONS REPORTS DASHBOARD OVERVIEW 302 SELECTING A REPORT 302 USING THE REPORT VIEWER ABOUT THE ONLINE APPLICATION 306 ONLINE APPLICATIONS - NEW APPLICANT PROCESS 306 SELECTING A JOB OPENING AND CREATING AN APPLICANT PORTAL LOGIN ACCOUNT 307 UPLOADING A RESUME 315 COMPLETING THE ONLINE APPLICATION 317 REVIEWING AND SUBMITTING THE APPLICATION CANDIDATE DASHBOARD OVERVIEW 325 CANDIDATE DASHBOARD - OPEN TASK NOTIFICATION 326 CANDIDATE DASHBOARD - MY DOCUMENTS TAB 327 CANDIDATE DASHBOARD - MY JOB SEARCH TAB 328 CANDIDATE DASHBOARD - MY FAVORITES 330

4 MANAGING JOB SEARCH AGENTS 331 MANAGING CANDIDATE INFORMATION 332

5 1. ABOUT THE GIS PANGEA SYSTEM The General Information Services (GIS) Pangea solution transforms tedious, paper-intensive processes into an automated, fully-functional workflow. 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 Pangea system uses dashboard functionality to allow users to navigate through the system and access menus. The Pangea system dashboard consists of the following components: Home Dashboard Manager Dashboard Applicants Dashboard Reports Online Applications The menus and components available in the Pangea system may differ according to the industry, employment needs, and system configuration associated with your organization. PANGEA SYSTEM REQUIREMENTS The following minimum system requirements are recommended for optimal use of the Pangea system: Windows 7. Internet Explorer 9.0 or higher. We strongly recommend that you disable Compatibility View when using Internet Explorer. Mozilla Firefox 31.0 or higher, but only for use by applicants within the Online Application portal during the online application process. Mozilla Firefox is not supported for use with the Home, Manager, Applicant, Vendor Management, Contracting Management, Requisitions, Reports, or Administration dashboards. Additionally, if your environment uses Website integration forms to access third-party sites during the online application or action form collection completion process, you must modify the privacy settings for your browser to allow the acceptance of third-party cookies and enable Javascript. Refer to the Mozilla Firefox Help documentation for more information on how to configure these settings. Google Chrome, but only for use by applicants within the Online Application portal during the online application process. Google Chrome is not supported for use with the Home, Manager, Applicant, Contracting Management, Requisitions, Reports, or Administration dashboards. You should disable any functionality that blocks pop-up windows within your web browser when working to complete assessments, surveys, or other content via Website integration forms. Adobe Reader 10.0 or higher (latest version recommended and available at Page 5 of 335

6 Pangea Mobile Compatibility In some cases, the Google Toolbar may interfere with the Adobe Reader plug-in for Internet Explorer. Due to this potential interference, we recommend that you disable the Google Toolbar when viewing PDF documents in Internet Explorer x 768 or higher screen resolution High-speed Internet connection (recommended) 1 GB of RAM or higher (recommended) PANGEA MOBILE COMPATIBILITY As of the Pangea March 2017 release, the Online Application portal used by applicants during the online application process has been enhanced to be accessed using mobile devices, such as smartphones or tablets. The use of mobile devices is not supported for any other areas of the Pangea system, such as the Home, Manager, Home, Manager, Applicant, Vendor Management, Contracting Management, Requisitions, Reports, or Administration dashboards. Additionally, if applicants attempt to access the Online Application portal using a mobile device that is not supported, they receive an error message and are not able to proceed to log in, create an account, or perform a job search from the Welcome page. As of the Pangea March 2017 release, the error message is only applicable to Apple devices using ios 5.0 and earlier. Contact your system administrator for assistance with updating the error message that displays under these circumstances. LOGGING IN TO PANGEA The Login page is the first page you navigate to in the Pangea system. The Login page allows you to log in to the Pangea system, reset your password, or activate your new user account. Login You can use the Login page to do the following: Log In to the Pangea System Reset your Password Retrieve your User Name Activate your New User Account Page 6 of 335

7 To Log In to the Pangea System 1. From the Login page, type your user name in the Username field. 2. Type your password in the Password field. 3. Click Login. If other users have delegated their user account to you, the Delegate Users page displays. If other users have not delegated their user account to you, you have completed this procedure. 4. Do one of the following: Delegate Users Select the Self option from the Users drop-down field to log using your account. Select the user whose account has been delegated for you to use from the Users drop-down field. 5. Click Submit. If the Delegate Users page refreshes to display a notification that another system user is actively using the delegated user account, you can either click Return to Log In to return to the Login page, or select the checkbox to terminate the session for the user that is actively using the delegated user account, click Return to Log In, and then log in again using the delegated account. To Reset your Password Delegate Users - Account Active Notification 1. From the Login page,click the Forgot User Name or Password? hyperlink. The User Name or Password Recovery page displays. Page 7 of 335

8 Logging In to Pangea User Name or Password Recovery 2. Select the Recover Password radio button. The Password Recovery section displays. Password Recovery 3. Type the user name associated with your user account in the Username field and then click Continue. The Password Recovery section refreshes to display with security question, security answer, and security code fields. Password Recovery 4. Type the answer to the security questions in the corresponding Answer fields. The security question and answer pairs were configured when your account was initially created. 5. Type your 4-digit security code in the 4 Digit Security Code field. The Please Update your Password section displays. Page 8 of 335

9 You can request for a system administrator to reset your user account if you forget the answers to your security questions or cannot recall your 4 Digit Security Code. When an administrator resets your user account, you must reactivate your account as if it were new. If you requested for your account to be reset by an administrator, click the New Employee hyperlink from the Login page and continue to the Activate your User Account procedure. Please Update your Password 6. Type the new password in the New Password field and then re-type the password in the Confirm Password field. The value you type for the Password and Confirm Password fields must adhere to the following Pangea system rules for account password complexity: Must be at least 8 characters in length, depending on the PasswordMinLength Metadata setting. Must contain characters that meet at least 3 of the following 4 criteria categories: Upper-case letters Lower-case letters Numeric characters (at least 2) Special characters Cannot match the user name for your user account. Cannot contain the user name for your user account. Cannot contain your First Name Cannot contain your Last Name The password character length rule may differ based on the current value of the PasswordMinLength Metadata setting for your client environment. Contact your system administrator for more information on the PasswordMinLength Metadata setting. Additionally, the value you type for the New Password and Confirm Password fields cannot match any password previously associated with your user account if you are attempting to reset your password or update your password as a result of your user account expiring. 7. Click Update. To Retrieve your User Name 1. From the Login page, click the Forgot User Name or Password? hyperlink. The User Name or Password Recovery page displays. Page 9 of 335

10 Logging In to Pangea User Name or Password Recovery 2. Select the Recover User Name radio button. The User Name Recovery section displays. User Name Recovery 3. Type the address associated with your user account in the field. 4. Click Send . The user name is automatically sent via to the address associated with your user account. To Activate your User Account 1. From the Login page, click the New Employee hyperlink. The Activate a New Employee page displays. Page 10 of 335

11 Activate a New Employee 2. Type your first and last name in the First Name and Last Name fields, respectively. 3. Do one of the following as necessary, depending on whether your business or organization utilizes the standard method, the alternate identification method, or a combination of these methods for user account activation: If your business or organization utilizes the standard account identification method, type your birth date, in MM/DD/YYYY format, in the Birthday field or click the Calendar icon to select the date, type the last four digits of your social security number in the Last 4 of SSN field, and then click Next. The Create a Password page displays. If your business or organization utilizes the alternate identification method of an alternative identification code, type your alternate identification code in the Other ID field and then click Next. The Create a Password page displays. The field label for the Other ID text field may differ depending on your client environment. Additionally, if you initially defined a value for the Other ID field during the account creation phase of the online application process, you must type the same value in the Other ID field of the Activate a New Employee page in order to activate your new employee user account. Page 11 of 335

12 Logging In to Pangea Create a Password 4. Type the user name for your new user account in the Username field. 5. Type your address in the Address field. 6. Type your Password in the Password field, and then re-type the password in the Confirm Password field. The value you type for the Password and Confirm Password fields must adhere to the following Pangea system rules for account password complexity: Must be at least 8 characters in length, depending on the PasswordMinLength Metadata setting. Must contain characters that meet at least 3 of the following 4 criteria categories: Upper-case letters Lower-case letters Numeric characters (at least 2) Special characters Cannot match the user name for your user account. Cannot contain the user name for your user account. Cannot contain your First Name Cannot contain your Last Name The password character length rule may differ based on the current value of the PasswordMinLength Metadata setting for your client environment. Contact your system administrator for more information on the PasswordMinLength Metadata setting. 7. Select a security question for your account from the Security Question 1 drop-down field and then type a corresponding answer for the question in the subsequent Answer field. Repeat this step for the Security Question 2 drop-down field and subsequent Answer field. You can use the security question and answer pairs to reset your account password in the event that you lose or forget the password. Page 12 of 335

13 The value you type for the corresponding Answer fields for Security Question 1 and Security Question 2 must be between 1 and 200 characters in length. Additionally, once you successfully activate your account and log in to the Pangea main portal, you can click the My Account hyperlink from any dashboard to update the password, security code, or security question and answer pairs associated with your user account. Refer to the Managing Security Information topic for more information on how to update your user account. 8. Type the 4-digit security code you want to associate with your user account in the Security Code field. 9. Click Submit. The Thank You page displays. You can click Edit Employee Datasheet to update your employee datasheet now. If you do not update your datasheet with required information directly from the Thank You page, you must update your datasheet the first time you log in to the system. Refer to the Viewing and Updating the Employee Datasheet section for more information on the employee datasheet. The Employee Datasheet only displays if the Beyond Boarding module is active for your environment. Contact your system administrator for assistance with activating the Beyond Boarding module. MANAGING USER ACCOUNT SECURITY AND DELEGATE INFORMATION The Manage Security Information pop-up allows you to update the security information associated with your Pangea user account, including your security code, login password, security question and answer pairs, and security codes. You can also use the Manage Security Information pop-up to update the delegate information associated with delegation profiles for your Pangea system user account. Account delegation allows you to indicate other system users that can inherit and effectively impersonate your user account for a specific period of time. In order to protect your privacy and to promote consistency with the Pangea system security policy, the Personal Information tab on the Home dashboard is not available for a delegated user who logs into Pangea using your account. The Manage Delegated Users section only displays on the Manage Security Information pop-up if the EnableManageDelegates Metadata setting is active for your environment. Contact your system administrator for assistance with activating the EnableManageDelegates Metadata setting. Page 13 of 335

14 Managing User Account Security and Delegate Information Manage Security Information Page 14 of 335

15 Manage Security Information s My Account Information Section that displays the following fields you can use to review or update your user account security information: Current Text field used to type the current login password for your user account. Password* You must provide your current password in order to modify the security code, update security question and answer pairs, or change the login password associated with your user account. 4 Digits Security Code* Security Question 1, 2* Answer* Change Password Text field used to type the 4-digit security code used to access your user account. Drop-down fields used to select security questions for your user account. Security questions are used to validate your login in the event that your account becomes locked, needs to be reset, or expires. Text fields used to type an answer to the corresponding security questions. The values you type for these fields must be between 1 and 200 characters in length. Checkbox used to indicate that you want to change the current login password for your user account. When you select the Change Password checkbox, the New Password and Confirm Password fields display. The value you type for the New Password and Confirm Password fields cannot match the previous password associated with your user account. New Text field used to type a new login password for your user account. Password* Confirm Text field used to re-type the new login password for your user account. Password* Submit Button used to save changes to your user account security information, refresh the Manage Security Information pop-up, and then send an automated message to the address associated with your account to inform you that your account information has been updated. The subject line and body text for the that the Pangea system automatically sends once you update your account information is based on the values for the AccountUpdateSubjectText and AccountUpdateBodyText Metadata settings. Contact your system administrator for assistance with updating these Metadata settings. Page 15 of 335

16 Managing User Account Security and Delegate Information Delegates Section that includes the following fields you can use to create or modify delegate profiles to associate with your user account: Create New Delegate Delegated User Name Icon used to create a new account delegate profile. Displays the individual employee for the account delegation profile. Start Date Displays the date by which the account delegation begins. End Date Displays the date by which the account delegation ends. Edit Delete Delegated User Name* Icon used to edit the corresponding delegate profile. Icon used to delete the corresponding delegate profile. Text field and drop-down field used to type a portion of the last name of the individual employee to whom you want to delegate your account permissions and settings. The initial text field utilizes an incremental find and filter functionality which returns employee names that match the string of characters you type as the available options for the subsequent drop-down field. Start Date* System users with a user role for which the System or Security permissions are active are not eligible for account delegation. As a result, you cannot select system users associated with the user role from the Delegated User Name field when creating or modifying account delegate profiles. Contact your system administrator for assistance with updating user role permissions. Text field used to type the date, in MM/DD/YYYY format, by which you want the account delegation to begin. You can also click the calendar icon to select the date you want. End Date Text field used to type the date, in MM/DD/YYYY format, by which you want the account delegation to end. You can also click the calendar icon to select the date you want. Accept / Update Cancel Icons used to save your changes and refresh the Manage Security Information pop-up. Icon used to cancel your changes and refresh the Manage Security Information pop-up. * - indicates a required field You can use the Manage Security Information pop-up to do the following: Update User Account Security Information Create Account Delegate Profiles Page 16 of 335

17 Modify Account Delegate Profiles Delete Account Delegate Profiles To Update User Account Security Information 1. From any dashboard in the main Pangea portal, click the My Account hyperlink. The Manage Security Information pop-up displays. 2. Type the current login password for your user account in the Current Password field. 3. Modify the 4-digit security code used to access your user account in the 4 Digits Security Code field as necessary. 4. Select the first security question for your user account from the Security Question 1 drop-down field and then type a new answer to the security question in the subsequent Answer field as necessary. 5. Select the second security question for your user account from the Security Question 2 drop-down field and then type a new answer to the security question in the subsequent Answer field as necessary. The value you type in the corresponding Answer fields for Security Question 1 and Security Question 2 must be between 1 and 200 characters in length. 6. Select the Change Password checkbox to display the Current Password and New Password fields, type the new login password for your user account in the New Password field, and then re-type the new password in the Confirm Password as necessary. The value you type for the Password and Confirm Password fields must adhere to the following Pangea system rules for account password complexity: Must be at least 8 characters in length, depending on the PasswordMinLength Metadata setting. Must contain characters that meet at least 3 of the following 4 criteria categories: Upper-case letters Lower-case letters Numeric characters (at least 2) Special characters Cannot match the user name for your user account. Cannot contain the user name for your user account. Cannot contain your First Name Cannot contain your Last Name The password character length rule may differ based on the current value of the PasswordMinLength Metadata setting for your client environment. Contact your system administrator for more information on the PasswordMinLength Metadata setting. Additionally, the value you type for the New Password and Confirm Password fields cannot match any password previously associated with your user account if you are attempting to reset your password or update your password as a result of your user account expiring. 7. Click Submit. The Pangea system automatically sends an to the address associated with your account to inform you that your account information has been updated. Page 17 of 335

18 About Session Timeouts To Create an Account Delegate Profile 1. From any dashboard in the main Pangea portal, click the My Account hyperlink. The Manage Security Information pop-up displays. 2. Click the Create New Delegate icon. The Manage Security Information pop-up refreshes to display fields you can use to create the account delegate profile. 3. Type a portion of the last name of the individual employee to whom you want to delegate your account permissions and settings in the Delegated User Name field and then select the employee you want from the subsequent drop-down field. System users are not eligible for account delegation if the System or Security Admin Module permissions are active for the user role associated with their user account. As a result, you cannot select system users associated with the user role when creating or modifying account delegate profiles. Contact your system administrator for assistance with updating user role permissions. 4. Type the date, in MM/DD/YYYY format, by which you want the account delegation to begin in the Start Date field. You can also click the calendar icon to select the date you want. 5. Type the date, in MM/DD/YYYY format, by which you want the account delegation to end in the End Date field. You can also click the calendar icon to select the date you want. 6. Click the Accept icon. To Modify an Existing Account Delegate Profile 1. From any dashboard in the main Pangea portal, click the My Account hyperlink. The Manage Security Information pop-up displays. 2. Click the Edit icon for the account delegate profile you want to modify. The Manage Security Information pop-up refreshes to display fields you can use to modify the delegate profile. 3. Modify settings for the profile as necessary and then click the Update icon. To Delete an Existing Account Delegate Profile 1. From any dashboard in the main Pangea portal, click the My Account hyperlink. The Manage Security Information pop-up displays. 2. Click the Delete icon for the account delegate profile you want to delete. A message displays to confirm whether you want to delete the account delegate. 3. Click OK. ABOUT SESSION TIMEOUTS Pangea system users and applicants automatically receive a session timeout notification after a specific period of inactivity while working in the Pangea system. Once you log in to the Pangea system, via either the Login page of the Pangea environment or the Welcome page of an applicant portal for the environment, if you are inactive for a certain period of time, the Auto Logout pop-up displays. Page 18 of 335

19 Sample Auto Logout Notification The Auto Logout pop-up serves as an indicator that your login session is about to expire due to inactivity, and includes a Stay Logged In button you can click to refresh your login session and continue working in the current area of the Pangea system as well as a close button you can use to end your login session. If you click the close button, you are automatically redirected to either Login page of the Pangea environment or the Welcome page of an applicant portal for the environment, depending on where you are in the system when you initially receive the Auto Logout pop-up. Additionally, if you do not respond to the Auto Logout pop-up by clicking either the Stay Logged In or close button, your session will automatically expire based on the load balanced server timeout setting for the environment. Contact your system administrator for assistance with the default session timeout setting. Page 19 of 335

20 2. HOME DASHBOARD OVERVIEW The Home dashboard allows employees and task assignees to complete assigned tasks, review and accept or reject tasks, update their personal information, review documents they complete during the pre-hire and post-hire process, and access company-specific documentation published to the site. The Home dashboard also allows managers or task reviewers to effectively manage activities related to Onboarding tasks. Managers can use this dashboard to create, assign, and review all tasks for their respective employees. The Home dashboard includes the following sections: Tasks Tab Personal Information Tab Documents Tab Home Dashboard The Tasks for My Review section on the Tasks tab is only available from the Home dashboard if you are the selected manager or task reviewer for tasks, or if the Manager dashboard permission is active for the user role associated with your user account. Contact your system administrator for assistance with activating the Manager dashboard permission for the user role associated with your user account. HOME DASHBOARD - TASKS TAB The Tasks tab allows employees or task assignees to review and complete assigned tasks and allows managers or task reviewers to review and then accept or reject tasks that employees mark as complete during the task completion process. The Tasks tab consists of two sections: My Open Tasks and Tasks for My Review. Page 20 of 335

21 My Open Tasks MY OPEN TASKS Once a manager assigns a task to an employee or task assignee, the task item displays in the My Open Tasks section of the Tasks tab. When managers assign tasks, they can flag each task to indicate a high, medium, or normal priority. Items in the My Open Tasks section are ordered according to priority by default and display an icon to signify the corresponding priority. Items of the same priority are ordered by due date, and then items of the same priority and due date display in alphabetical order by task name. Home Dashboard - Tasks Tab - My Open Tasks Employees can use the My Open Tasks section on the Tasks tab to do the following: Complete Tasks Search and View Completed Tasks Home Dashboard - Tasks - My Open Tasks s My Open Tasks Show My Tasks Task Name Due Date From Section that displays the currently open tasks for the employee. Each task in the list from this section includes the name, due date, reporting manager, and a corresponding priority icon. You can click the task name hyperlink to view details for the task and mark the task as complete using the Task Details pop-up. Icon used to search and view details for tasks using the Employee Task List page. Displays the name of the individual task. You can click the task name hyperlink to view details for the task on the Task Details pop-up. Displays the due date of the corresponding task. Displays the name of the manager responsible for assigning, reviewing, and accepting or rejecting the task. Regarding Displays the name of the individual that the task pertains to. If the Target field does not display your name, this indicates that the manager assigned the task for you to complete on behalf of, or in regard to, the individual whose name displays in the Target field. Priority Displays a high, medium, or low icon to indicate the priority of the corresponding task. Page 21 of 335

22 Tasks for My Review The Tasks tab also includes the Tasks for My Review section. The Tasks for My Review section allows managers or task reviewers to review completed tasks during the task completion process. Once an employee marks an assigned task as complete, the task item displays in the Tasks for My Review section for the manager or task reviewer. Additionally, if the Manager dashboard permission is active for the user role associated with your user account, you can use the Tasks for My Review section to create ad hoc tasks or assign tasks for your respective employees during the task completion process. Contact your system administrator for assistance with activating the Manager dashboard permission for the user role associated with your user account. Home Dashboard - Tasks Tab - Tasks for My Review Home Dashboard - Tasks - Tasks for My Review s Create Icon used to create a new ad hoc task using the Create Task page. The Create Ad-hoc Task icon only Ad hoc displays in the Tasks for My Review section if the Manager dashboard permission is active for the Task user role associated with your user account. Contact your system administrator for assistance with updating your user role permissions. Assign Task Icon used to assign a task using the Assign Tasks pop-up. The Assign Task icon only displays in the Tasks for My Review section 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. Tasks Section that displays a list of the tasks completed by employees who directly report to you or tasks for My for which you are the selected task reviewer. Review Task Name Due Date Hyperlink used to review and accept or reject the completed task using the Review Task Details popup. Displays the due date of the corresponding task. Page 22 of 335

23 Completing Tasks From Target Displays the name of the employee or task assignee that marked the task as complete. Displays the name of the individual that the task pertains to. If the Target field does not display the same name of the employee that displays in the From field, this indicates that the manager originally assigned the task for the From employee to complete on behalf of, or in regard to, the Target employee. Managers can use the Tasks for My Review section on the Tasks tab to do the following: Create Ad Hoc Tasks Assign Tasks Accept or Reject Completed Tasks COMPLETING TASKS The Task Details pop-up allows employees or task assignees to access a detail view of the task. Employees or task assignees 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. 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 23 of 335

24 Home Dashboard - Task Details Page 24 of 335

25 Completing Tasks Home Dashboard Task Details s Task Name Displays the name of the open task. Task Information Required Documents Section that includes the following fields you can use to review basic information for the open task: Regarding Due Date 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. 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: 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. 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 or tab 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. Assign Section 1 Button used to reassign the Form I-9 completion task to the employee to complete Section 1 and allow the manager or task reviewer to complete Section 2. The Assign Section 1 button only displays on the Task Details pop-up if you are attempting to reverify the employee's information from Section 1 of the Form I-9 by completing Section 3 of the Form I-9. Additionally, when you click the Assign Section 1 button, the Pangea system is designed to reroute the task to the employee as the task assignee and the manager of the employee as the task reviewer. In the event that the manager should not be responsible for completing Section 2 for the employee, the manager should reassign the completed Form I-9 task to the appropriate task reviewer once the employee completes Section 1 of the Form I-9. Page 25 of 335

26 Credential Renewal Information 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: Credential Credential Status Credential State License Number New Expiration Date 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. 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. 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. Page 26 of 335

27 Completing Tasks Terminate Credential Termination Reason 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 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. Documents for review Notes from Reviewer 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. 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: Enter Name* Name Select Today's Date* 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. View Button used to view or print a preview of the information from Section 1 within the Form I-9 PDF template as necessary. The View button only displays if the task attachment consists of a Form I-9. Refer to the Completing Section 1 of the Form I-9 topic for more information on how to complete Form I-9 tasks. Page 27 of 335

28 Task Completed 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 Closed, and the task status any subsequent tasks from the task template are 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 The steps in the following procedure differ if the task involves completing Section 1 of the Form I-9 during the Ordering an Employment Eligibility Verification for an Employee process or if you only need to reverify Form I- 9 information for the employee. Refer to the Completing Section 1 of the Form I-9 topic for more information on how to complete Section 1 of the Form I-9 or the Completing Section 3 of the Form I-9 topic for more information on how to complete Section 3 of the Form I 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 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 date. icon to select the Page 28 of 335

29 Completing Tasks 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 name as your electronic signature in the Enter Name field and then type the current date as your electronic signature date, in MM/DD/YYYY format, in the Select Today's Date field. You can also click the Calendar 7. Click Task Completed. icon to select the date. 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. Page 29 of 335

30 SEARCHING FOR AND VIEWING TASKS The Employee Task List page allows employees and task assignees to access a detail view of open, completed, and accepted tasks. Employees and task assignees can use this pop-up to review open or completed tasks and determine whether tasks have been accepted as closed by managers or task reviewers. Home Dashboard Employee Task List s Home Dashboard - Employee Task List Status Drop-down field used to select status filter options for the View Tasks list. Options for this field include: All - Select to filter the View Tasks list by all tasks. Open - Select to filter the View Tasks list by all open tasks. Completed - Select to filter the View Tasks list by all tasks that you previously marked as complete. Closed - Select to filter the View Tasks list by completed and accepted tasks. Search Task Name Due Date Completed Date Confirmed By Button used to filter completed tasks based on the status criteria you select. Displays the name of the task. Displays the due date of the task. Displays the date by which the task assignee indicated that the task was complete. Displays the name of the task reviewer who reviewed and accepted or rejected the task. If this field displays a blank value, this indicates that the task reviewer has not reviewed the completed task. Page 30 of 335

31 Creating Ad Hoc Tasks Confirmed Date Displays the date by which the task reviewer reviewed and accepted or rejected the task. If this field displays a blank value, this indicates that the task reviewer has not reviewed the completed task. View Form Icon used to review the employee task form collection attachment for the task. Status Displays the status of the task. To Search for and View Tasks 1. From the My Open Tasks section on the Tasks tab of the Home dashboard, click the Show My Tasks icon. The Employee Task List page displays. 2. Select the status of the tasks you want to view from the Status drop-down field. 3. Click Search. The Employee Task List page refreshes to display tasks that match the status criteria you selected. CREATING AD HOC TASKS The Create Task page allows you to create an ad hoc task in the event that a standard task template does not exist or an existing task template does not meet the needs of the task you want to create. You can also assign and select routing options for the ad hoc task via the Create Task page. Ad hoc tasks are available for one-time use only. Once you save and submit an ad hoc task, it is not available for reuse, unlike standard tasks. You should contact your system administrator for assistance with creating a standard task if you anticipate a situation where you made need to reuse tasks. If you want to use the ad hoc task towards employment eligibility for an employee, refer to the Assigning a Task with a Form I-9 Attachment to an Employee procedure of the Ordering an Employment Eligibility Verification for an Employee topic. Page 31 of 335

32 Home Dashboard - Create Task You can use the Create Task page to do the following: Create Ad Hoc Tasks Insert Ad Hoc Tasks into Assigned Task Templates Home Dashboard - Create Task s Task Name* Text field used to type the name of the new ad hoc task. Description* Text field used to type a description for the new ad hoc task. This field is limited to 500 alphanumeric characters. Page 32 of 335

33 Creating Ad Hoc Tasks Add Link Task Type* Icon used to type the URL of the site you want to use as a hyperlink in the Description field. The hyperlinks you create open in a new browser window or tab by default. Drop-down field used to select one of the following options to indicate the task type: Regular - Indicates that the task is a regular task and requires the employee to mark the task as complete. With Regular tasks, you can select a PDF form or task form collection to associate with the task. If you select a PDF form to associate with the task, both the employee and the reviewing manager must type their name as an electronic signature and select the current date before the task can be marked as complete or accepted during the task completion process. WOTC - Indicates that the task is related to Work Opportunity Tax Credit certification. You can only assign WOTC tasks to employees that successfully receive WOTC eligibility during the initial hiring process. With WOTC tasks, you must select a PDF form to associate with the task, the employee that you assign the task to must complete the PDF form, and the manager for the employee must review the PDF form. Once the manager reviews and accepts the task, the PDF form is available to the employee from the My Documents list on the Home dashboard. Upload Document - Indicates that the task requires the employee to upload documents. With Upload Document tasks, the employee that you assign the task to must upload a document to mark the task as complete, and the manager must review the document. Once the manager reviews and accepts the task, the document is available to the employee from the My Documents list on the Home dashboard. Background Check - Indicates that the task involves a background check. With Background Check tasks, you must choose the employee background check package to associate with the task, you cannot select a PDF form or employee task form collection to associate with the task, the task assignee is always set to be the manager of the target employee by default, the task assignee does not complete the task, 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. Simple - Indicates that the task only requires the employee and manager to review the task details during the task completion process. Page 33 of 335

34 Task Freshness Attachment Type Text field used to type the number of days, from the date that the task is marked as complete by the task assignee and ready for review, by which the task will exceed the freshness days range. Task freshness consists of a rating used to determine whether time-sensitive 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 days you define for this field is automatically applied as the Fresh for Days field value in the Tasks list of the Manage Tasks tab on the Manager dashboard. If the completed task exceeds the number of freshness days due to inactivity, the task is automatically reassigned to the task assignee for completion to effectively restart the task completion workflow. Managers can also click the Refresh Task Freshness Days icon from the Manage Task tab on the Manager dashboard to manually refresh the task, reassign the task template, and avoid exceeding the freshness days rating. Drop-down field used to indicate whether you want to attach a previously uploaded document or task form collection to the new ad hoc task. Document Name / Form Name Browse Displays the name of the previously uploaded document or employee task form collection you want to attach to the new ad hoc task once you choose an attachment type and select the attachment. Button used to choose a document to associate with the task via the Getting Documents popup. If you want to attach a document as a PDF that allows for automatic employee and manager signatures during the task completion process, you must ensure to properly configure the PDF form fields. Contact your system administrator for assistance with configuring PDF tags. Documents that you attach to tasks for employees to view or complete and submit should only be in PDF file format. If the file you need to upload and attach to a task is not in PDF file format, you should use a third-party PDF converter, such as Adobe Acrobat, to convert the file to PDF file format and then contact your system administrator to upload the document and before you attach it to the task. Package Regarding* Drop-down field used to select the employee background check package to associate with the new ad hoc task. The employee background check packages available for you to choose from the Package drop-down field must consist of packages which system administrators configure for use with the post-hire background check ordering process. Contact your system administrator for assistance with configuring background check packages. Displays the names of the target employees for the ad hoc task, or the employees you want to associate with the ad hoc task. If you are creating an ad hoc task outside of the task sequence from an existing task template, you can use the Adding Employees pop-up to add target employees for the task. If you are inserting a new ad hoc task into an actively assigned task template, the Regarding field displays the name of the employee for which you clicked the Add a new task to this task group icon from the Manage Tasks tab on the Manager dashboard and renders as an inactive field. Page 34 of 335

35 Creating Ad Hoc Tasks Add Due Date* Priority Assignment Type* Assign To* Button used to search for and select the target employees you want to add using the Adding Employees pop-up. Once you select the employees you want, the names of the employees display in the Regarding field. Text field used to type the due date, in MM/DD/YYYY format, for the new ad hoc task. You can also click the Calendar icon to select the date you want. Drop-down field used to select a priority for the new ad hoc task. Drop-down field used to select the employee type for which you want to assign the ad hoc task. The option you choose for this field indicates the task assignee, or the employee, manager, or system user that should be responsible for completing the task from the My Open Tasks section of the Home dashboard. The individual you select as the assignee can differ from the individuals you select for the Regarding field if the task you want to assign involves activities related to, or on behalf of, the employees, such as an annual review or a salary bonus form. Options for the Assignment Type drop-down field include: Employee - Indicates that you want to assign the task to the employees directly related to the task. Manager - Indicates that you want to assign the task to the manager of the employees you select for the Employees field. Specific Employee - Indicates that you want to assign the tasks to a specific employee that is not directly related to the task. If you select this value, you can use the Assign To fields to select the specific employee. The Assignment Type option you select impacts prefillable employee signature fields within PDF forms that you attach to tasks during the task completion process. For example, if you configure the task to use an Assignment Type of Employee, this indicates that the task assignee and target employee are the same employee. In this case, the employee signature field prefills with the name of the target employee and task assignee during the task completion process. Similarly, if you configure the task to use an Assignment Type of Specific Employee, the employee signature field prefills with the name of the task assignee you select for the Assign To field, which may differ from the target employee, during the task completion process. Contact your system administrator for assistance with configuring PDF forms to include prefillable employee signature fields. Drop-down field and text field used to select search criteria, perform a search for, and then select the specific employee or task assignee to which you want to assign the ad hoc task. Once you select a lookup type option from the initial drop-down field, type lookup criteria in the text field, and then click Get, a second drop-down field displays with the names of the employees that match your criteria and you can select the specific employee to which you want to assign the task. You can also click Reset to clear your criteria and perform a new search. Page 35 of 335

36 Routing Type* Route To* Upon Completion Notify Reviewer Preceding Task Drop-down field used to select the employee type that you want to assign as the task reviewer for the ad hoc task. The option you choose for this field indicates the employee, manager, or system user that is responsible for accepting or rejecting the ad hoc task from the Tasks for My Review section on the Tasks tab of the Home dashboard once the task assignee you select for the Assignment Type and Assign To fields marks the task as complete. Options for the Routing Type drop-down field include: Employee's Manager - Indicates that you want the managers of the employees you select for the Employees field to accept or reject tasks once the tasks are marked as complete by the task assignee. Specific Employee - Indicates that you want to select a specific employee to accept or reject tasks once the tasks are marked as complete by the task assignee. If you select this value, you can use the Route To fields to select the specific employee. Route to None - Indicates that you want to skip the task review and approval process. If you select this value, the tasks are closed once the assignee marks the tasks as complete. The Routing Type option you select impacts prefillable manager signature fields within PDF forms that you attach to tasks during the task completion process. For example, if you configure the task to use a Routing Type of Employee's Manager, the manager signature field prefills with the name of the manager for the target employee during the task completion process. Similarly, if you configure the task to use a Routing Type of Specific Employee, the manager signature field prefills with the name of the employee you select for the Route To field during the task completion process. Contact your system administrator for assistance with configuring PDF forms to include prefillable manager signature fields. Drop-down field and text field used to select search criteria, perform a search for, and then select the specific employee that you want to assign as the task reviewer for the tasks. Once you select a lookup type option from the initial drop-down field, type lookup criteria in the text field, and then click Get, a second 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. Checkbox used to indicate whether you want to send an notification to the task reviewer associated with the task once the task assignee marks the task as complete. Under these circumstances, the subject and body content for the automated notification is based on the TaskCompleted Body and TaskCompleted Subject Metadata settings. Contact your system administrator for assistance with configuring the subject and body content for this automated notifications. Drop-down field used to select the task within the assigned task template that should precede the current ad hoc task you want to insert. The Preceding Task drop-down field only displays if you are currently inserting a new ad hoc task into an actively assigned task template as a result of clicking the Add a new task to this task group icon from the Manage Tasks tab on the Manager dashboard. Additionally, the preceding task for the new ad hoc task you want to insert cannot be a task that has been closed or canceled. As a result, tasks with a current task status of Closed or Canceled from the assigned task template to which you want to insert the new ad hoc task do not display in the Preceding Task drop-down field. Page 36 of 335

37 Creating Ad Hoc Tasks Cancel Button used to cancel your changes and return to the Manage Tasks tab on the Manager dashboard. Assign Task Button used to save your changes and assign the new ad hoc task. * - indicates a required field Adding Employees s Department Drop-down field used to select the department of the employees you want to locate. Reports to Me Location Get Last Name Update Results Checkbox used to indicate that the employees you want to locate report to you. Drop-down and text field used to select the location type and then type the name or other criteria for the location type. The Location text field refreshes to display as a drop-down field with values that match the criteria you type once you click Get, and you can select the location for the employees you want to locate from the drop-down field. Button used to submit your criteria and refresh the Location text field to display as a drop-down field with values that match your criteria. Text field used to type the last name of the manager associated with the employees you want to locate. Button used to update the Employees list based on your selected filter criteria. You must use the Department, Reports to Me, Location, or Last Name fields to select at least one type of filter criteria to apply before you click the Update Results button. Employees List used to select the employees to which you want to assign the task. You can press and hold the CTRL key and click multiple employees or hold the Shift key and then click to select a range of employees. Select All Done Getting Documents s Checkbox used to select all employees in the Employees list. Button used to add the selected employees from the Employees list to the Employees field on the preceding pop-up. Document Type Category Language Corporate Name Form Category Drop-down field used to select the document type of the documents you want to filter by. Drop-down field used to select the document category of the documents you want to filter by. Drop-down field used to select the language of the documents you want to filter by. Checkbox used to indicate whether you want to filter documents according to whether the document is a corporate document. Displays the name of the document. You can click the Name column hyperlink to attach the corresponding document to the task. Displays the category for the document. Page 37 of 335

38 Language Displays the language setting for the document. To Create and Assign an Ad Hoc Task The following procedural steps follow the assumption that you want to create a new ad hoc task outside of the task sequence from an existing task template. Refer to the Insert Ad Hoc Tasks into Task Templates procedure below if you need to insert an ad hoc task within an actively assigned task template. 1. From the Tasks for My Review section on the Tasks tab of the Home dashboard or the My Employees section of the Manage Employees tab on the Manager dashboard, click the Create ad hoc Task icon. The Create Task page displays. 2. Type a unique name for the task in the Task Name field. 3. Type a description for the ad hoc task in the Description field. 4. Do one of the following based on the type of ad hoc task you want to create and assign: Select the Regular option from the Task Type drop-down field to create a task that includes an attachment and that is not associated with a background check order and then continue to the next step. Select the WOTC option from the Task Type drop-down field to create a task related to Work Opportunity Tax Credit certification and then continue to the next step. Select the Upload Document option from the Task Type drop-down field to create a task that requires the employee or task assignee to upload a document and then continue to Step 9. Select the Background Check option from the Task Type drop-down field to create a task that involves a background check order and then continue to Step 8. Select the Simple option from the Task Type drop-down field to create a task that does not include an attachment and that is not associated with a background check order and then continue to Step Select the type of attachment you want to associate with the ad hoc task from the Attachment Type drop-down field as necessary, and then do one of the following based on the attachment type: If you choose the Select Form option, select the employee task form collection you want to attach to the ad hoc task from the subsequent drop-down field, and then continue to Step 9. When you attach employee task form collections to an ad hoc task and then assign the task, both the form collection and all forms within the form collection become locked and are no longer available for form collection administrators to modify. As a result, you should carefully review the forms within the employee task form collection prior to attaching the form collection to the task. If you choose the Select Document option, click the Browse button next to the Select Document field to attach a previously uploaded document or PDF form to the task as necessary. The Getting Documents pop-up displays. Page 38 of 335

39 Creating Ad Hoc Tasks Getting Documents 6. Do one or more of the following as necessary to locate the document you want to attach to the ad hoc task: Select the document type of the document from the Document Type drop-down field. Select the document category of the document from the Document Type drop-down field. Select the language setting of the document from the Language drop-down field. Click the Corporate checkbox to filter the Getting Documents list by corporate documents. 7. Click the Name column hyperlink for the corresponding document you want to attach to the task. The Edit Tasks pop-up refreshes and the Select Doc field displays the name of the document you selected. Continue to Step Select the employee background check package you want to associate with the task from the Package drop-down field and then select options or type values for any additional fields that display in the Additional Information section as necessary. The employee background check packages available for you to choose from the Package drop-down field must consist of packages which system administrators configure for use with the post-hire background check ordering process. Contact your system administrator for assistance with configuring background check packages. 9. Type the number of days, from the date that the task is marked as complete by the task assignee and ready for review, by which the task will exceed the freshness days range in the Task Freshness field as necessary. 10. Click the Add button next to the Regarding field. The Adding Employees pop-up displays. Page 39 of 335

40 Adding Employees 11. Do one or more of the following to select criteria to locate the target employees you want to associate with the ad hoc task in the Employees list: Select the department of the employees you want to locate from the Department drop-down field. Click the Reports to Me checkbox to indicate that the employees you want to locate report to you. Select a location type option from the Location drop-down field, type the name or other criteria for the location type in the Location text field, and then click Get. The Location text field refreshes to display as a drop-down field with values that match the criteria you typed. Select the location for the employees you want to locate from the Location drop-down field. Type the last name of the employees you want to locate in the Last Name field. You must use the Department, Reports to Me, Location, or Last Name fields to select at least one type of filter criteria to apply before you click Update Results. 12. Click Update Results. The Employees list refreshes to display the employees that match the criteria you selected. 13. Select the target employees you want to associate with the ad hoc task from the Employees list. You can press and hold the CTRL key and click multiple employees or hold the Shift key and then click to select a range of employees. You can also click the Select All checkbox to select all employees in the list. 14. Click Done. The Create Task page refreshes to display the names of the employees you selected in the Regarding field. 15. Type the due date, in MM/DD/YYYY format, in the Due Date field for the ad hoc task. You can also click the Calendar icon to select the date you want. 16. Select a priority for the task from the Priority drop-down field. Page 40 of 335

41 Creating Ad Hoc Tasks 17. Select the employee type for which you want to assign the ad hoc task from the Assignment Type drop-down field. If you select the Specific Employee option, select a lookup option from the Assign To drop-down field, type criteria for the employee in the Assign To text field, click Get, and then select the specific employee to which you want to assign the task from the refreshed Assign To drop-down field as necessary. 18. Select the employee type of the employee you want to assign as the reviewer for the ad hoc task from the Routing Type drop-down field. If you select the Specific Employee option, select a lookup option from the Route To drop-down field, type criteria for the employee in the Route To text field, click Get, and then select the specific employee that you want to assign to review and then accept or reject the task from the refreshed Route To drop-down field as necessary. 19. Click the Upon Completion Notify Reviewer checkbox to indicate whether you want to notify the task reviewer once the task assignee marks the task as complete. 20. Click Assign Task. To Insert a New Ad Hoc Task into an 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 Add a new task to this task group icon does not display. 1. From the Manage Tasks tab of the Manager dashboard, perform a search and apply filters as necessary to locate the assigned task template for which you want to insert a new ad hoc task. 2. Click the Add a new task to this task group icon. The Create Task page displays. Page 41 of 335

42 Create Task - Inserting a New Ad Hoc Task 3. Follow steps 2-19 from the Create an Ad Hoc Task procedure above. 4. Select the task within the assigned task template that should precede the current ad hoc task you want to insert from the Preceding Task drop-down field. The preceding task for the new ad hoc task you want to insert cannot be a task that has been closed or canceled. As a result, tasks with a current task status of Closed or Canceled from the assigned task template to which you want to insert the new ad hoc task do not display in the Preceding Task dropdown field. 5. Click Assign Task. Page 42 of 335

43 Assigning Tasks ASSIGNING TASKS You can use the Assign Tasks pop-up to immediately assign tasks from an existing standard template to an employee to complete. The Assign Tasks pop-up allows you to select a single employee or a group of employees as the subjects or targets for tasks, indicate the due date for the tasks you assign, specify whether you want to assign tasks to the target employees, the manager of the target employees, or a specific employee, and choose routing options for tasks. Standard task templates allow you to group related tasks under a common process, such as benefits enrollment, for reuse to save valuable time as you assign tasks to employees. Contact your system administrator for assistance with setting up task templates. If you want to assign tasks towards employment eligibility for an employee, refer to the Assigning a Task with a Form I-9 Attachment to an Employee procedure of the Ordering an Employment Eligibility Verification for an Employee topic. You can also automatically assign credentials to employees by assigning a task template 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 Viewing and Managing Qualifications and Credentials topic for more information on this functionality. Home Dashboard - Assign Tasks s Assign Tasks Task Template Drop-down field used to select the task template you want to assign. Employees Displays the names of the target employees for the tasks from the task template, or the employees to associate with the tasks from the task template. If you select the Employee option from the Assignment Type field on the Edit Task Assignment pop-up, this indicates that you want to assign the tasks to the employees that display in the Employees field. Add* Button used to search for and select the target employees you want to add using the Adding Employees pop-up. Once you select the employees you want, the names of the employees display in the Employees field. Page 43 of 335

44 Task Scheduling Section that displays a list of the individual tasks from the task template and includes the following fields: Submit Task Name Due Date* Displays the name of the standard task. Text field you can use to type the due date, in MM/DD/YYYY format, for the corresponding task in the Task Scheduling list. Task Section that displays the assignment, routing, and finalization settings for the Assignment corresponding task. Edit Task Icon used to modify the current assignment, routing, and finalization settings Assignment for the corresponding task via the Edit Task Assignment pop-up. Button used to assign the tasks. * - indicates a required field Adding Employees s Department Drop-down field used to select the department of the employees you want to locate. Reports to Me Location Get Last Name Update Results Checkbox used to indicate that the employees you want to locate report to you. Drop-down and text field used to select the location type and then type the name or other criteria for the location type. The Location text field refreshes to display as a drop-down field with values that match the criteria you type once you click Get, and you can select the location for the employees you want to locate from the drop-down field. Button used to submit your criteria and refresh the Location text field to display as a drop-down field with values that match your criteria. Text field used to type the last name of the manager associated with the employees you want to locate. Button used to update the Employees list based on your selected filter criteria. You must use the Department, Reports to Me, Location, or Last Name fields to select at least one type of filter criteria to apply before you click the Update Results button. Employees List used to select the employees to which you want to assign the task. You can press and hold the CTRL key and click multiple employees or hold the Shift key and then click to select a range of employees. Select All Done Checkbox used to select all employees in the Employees list. Button used to add the selected employees from the Employees list to the Employees field on the preceding pop-up. Page 44 of 335

45 Assigning Tasks Edit Task Assignment s Assignment Type* Assign To* Drop-down field used to select the employee type for which you want to assign the task. The option you choose for this field indicates the task assignee, or the employee, manager, or system user that should be responsible for completing the task from the My Open Tasks section of the Home dashboard. The individual you select as the assignee can differ from the individuals you select for the Employees field if the task you want to assign involves activities related to, or on behalf of, the employees, such as an annual review or a salary bonus form. Options for the Assignment Type drop-down field include: Employee - Indicates that you want to assign the task to the employees directly related to the task. Manager - Indicates that you want to assign the task to the manager of the employees you select for the Employees field. Specific Employee - Indicates that you want to assign the tasks to a specific employee that is not directly related to the task. If you select this value, you can use the Assign To fields to select the specific employee. The Assignment Type option you select impacts prefillable employee signature fields within PDF forms that you attach to tasks during the task completion process. For example, if you configure the task to use an Assignment Type of Employee, this indicates that the task assignee and target employee are the same employee. In this case, the employee signature field prefills with the name of the target employee and task assignee during the task completion process. Similarly, if you configure the task to use an Assignment Type of Specific Employee, the employee signature field prefills with the name of the task assignee you select for the Assign To field, which may differ from the target employee, during the task completion process. Contact your system administrator for assistance with configuring PDF forms to include prefillable employee signature fields. Drop-down field and text field used to select search criteria, perform a search for, and then select the specific employee or task assignee to which you want to assign the task. Once you select a lookup type option from the initial drop-down field, type lookup criteria in the text field, and then click Get, a second drop-down field displays with the names of the employees that match your criteria and you can select the specific employee to which you want to assign the task. You can also click Reset to clear your criteria and perform a new search. Page 45 of 335

46 Routing Type* Route To* Upon Completion Notify Reviewer Done * -indicates a required field. To Assign a Task Template Drop-down field used to select the employee type that you want to assign as the task reviewer for the task. The option you choose for this field indicates the employee, manager, or system user that is responsible for accepting or rejecting the task via the Tasks for My Review section of the Tasks tab on the Home dashboard once the task assignee you select for the Assignment Type and Assign To fields marks the task as complete. Options for the Routing Type drop-down field include: Employee's Manager - Indicates that you want the managers of the employees you select for the Employees field to accept or reject the task once the task is marked as complete by the task assignee. Specific Employee - Indicates that you want to select a specific employee to accept or reject the task once the task is marked as complete by the task assignee. If you select this value, you can use the Route To fields to select the specific employee. Route to None - Indicates that you want to skip the task review and approval process. If you select this value, the task is closed once the assignee marks the tasks as complete. The Routing Type option you select impacts prefillable manager signature fields within PDF forms that you attach to tasks during the task completion process. For example, if you configure the task to use a Routing Type of Employee's Manager, the manager signature field prefills with the name of the manager for the target employee during the task completion process. Similarly, if you configure the task to use a Routing Type of Specific Employee, the manager signature field prefills with the name of the employee you select for the Route To field during the task completion process. Contact your system administrator for assistance with configuring PDF forms to include prefillable manager signature fields. Drop-down field and text field used to select search criteria, perform a search for, and then select the specific employee that you want to assign as the task reviewer for the task. Once you select a lookup type option from the initial drop-down field, type lookup criteria in the text field, and then click Get, a second 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. Checkbox used to indicate whether you want to send an notification to the task reviewer associated with the task once the task assignee marks the task as complete. Under these circumstances, the subject and body content for the automated notification is based on the TaskCompleted Body and TaskCompleted Subject Metadata settings. Contact your system administrator for assistance with configuring the subject and body content for this automated notification. Button used to save your changes and return to the initial pop-up. 1. From the Tasks for My Review section on the Tasks tab of the Home dashboard or the My Employees section of the Manage Employees tab on the Manager dashboard, click the Assign task icon. The Assign Tasks pop-up displays. 2. Select the task template you want to assign from the Task Template drop-down field. The Individual Task Scheduling list refreshes to display the individual standard tasks associated with the task template. Page 46 of 335

47 Assigning Tasks 3. Click the Add button next to the Employees field. The Adding Employees pop-up displays. 4. Do one or more of the following to select criteria to locate the employees to which you want to assign the task template in the Employees list: Select the department of the employees you want to locate from the Department drop-down field. Click the Reports to Me checkbox to indicate that the employees you want to locate report to you. Select a location type option from the Location drop-down field, type the name or other criteria for the location type in the Location text field, and then click Get. The Location text field refreshes to display as a drop-down field with values that match the criteria you typed. Select the location for the employees you want to locate from the Location drop-down field. Type the last name of the employees you want to locate in the Last Name field. 5. Click Update Results. The Employees list refreshes to display the employees that match the criteria you selected. 6. Select the employees to which you want to assign the task template from the Employees list. You can press and hold the CTRL key and click multiple employees or hold the Shift key and then click to select a range of employees. You can also click the Select All checkbox to select all employees in the list. 7. Click Done. The Assign Tasks pop-up refreshes to display the names of the employees you selected in the Employees field. 8. Type the due date, in MM/DD/YYYY format, in the Due Date field for the first task in the Individual Task Scheduling list. You can also click the Calendar icon to select the date you want. 9. Click the Edit Task Assignment icon to modify the current assignment, routing, and finalization settings for the corresponding task via the Edit Task Assignment pop-up as necessary. If you do not need to update the current assignment, routing, or finalization settings, continue to Step From the Edit Task Assignment pop-up, select the employee type for which you want to assign the task from the Assignment Type drop-down field. If you select the Specific Employee option, select a lookup option from the Assign To drop-down field, type criteria for the employee in the Assign To text field, click Get, and then select the specific employee to which you want to assign the task from the refreshed Assign To drop-down field as necessary. 11. Select the employee type of the employee you want to assign as the reviewer for the task from the Routing Type drop-down field. If you select the Specific Employee option, select a lookup option from the Route To drop-down field, type criteria for the employee in the Route To text field, click Get, and then select the specific employee that you want to assign to review and then accept or reject the task from the refreshed Route To drop-down field as necessary. 12. Click the Upon Completion Notify Reviewer checkbox to indicate whether you want to notify the task reviewer once the task assignee marks the task as complete. 13. Click Done. The Assign Task pop-up refreshes and the Task Assignment section within the Task Scheduling list reflects the changes you made to the assignment, routing, or finalization settings for the task. Page 47 of 335

48 14. Repeat steps 8-13 to update the due date, assignment, routing, or notification settings for other individual tasks in the Task Scheduling list as necessary. 15. Click Submit. 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 or task assignees mark tasks as complete, the tasks display in the Tasks for My Review section and managers or task reviewers 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 or task assignees 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 task 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 48 of 335

49 Accepting or Rejecting Completed Tasks Review Task Details Page 49 of 335

50 Review Task Details s Task Name Displays the name of the completed task. Task Information Required Documents Section that includes the following fields you can use to review basic information for the task: Regarding Displays the name of the targeted employee that the completed task relates to. Assigned To Displays the name of the employee or task assignee responsible for marking the task as complete. Priority Completion Date Task Description 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: 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. Page 50 of 335

51 Accepting or Rejecting Completed Tasks Credential Renewal Information 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: Credential Credential Status Credential State License Number 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. 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. 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 pop-up to manually assign credential renewal tasks for the credential. Displays the state associated with the credential. Displays the license number associated with the credential. Page 51 of 335

52 New Expiration Date 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. Documents for review Terminate Credential Termination Reason 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. 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 52 of 335

53 Accepting or Rejecting Completed Tasks Confirm Start Date Section that includes the following fields you can use to confirm the start date for the employee and provide a reason for automatically submitting the overdue EEV order: Employee Name Confirm Start Date* Overdue Reason Displays the name of the employee. Text field used to type the start date, in MM/DD/YYYY format, for the employee. If the start date for the employee occurs in the future, the date you select cannot exceed 365 days from the current system date. Drop-down field used to select a reason for exceeding the deadline for submitting the EEV order. Typically, employers must complete the Form I-9 and submit an EEV order within three business days of the start date for an employee. If the employer exceeds this deadline, the Overdue Reason dropdown field displays as a required field, and you must select an option from the Overdue Reason drop-down field before you accept the task and automatically place the EEV order. If you select the Other option from the drop-down field, the Other Reason field displays. Other Reason Refer to the U.S Citizenship and Immigration Services Web site at for details on deadlines for completing Form I-9 and submitting EEV orders. Text field used to type details regarding the reason for exceeding the deadline for submitting the EEV order. This field is limited to 200 alphanumeric characters. The Confirm Start Date section only displays if the task attachment consists of a Form I-9 document and the automatic method of placing EEV orders is active for your environment. Contact your system administrator for assistance with activating the automatic EEV ordering functionality. Page 53 of 335

54 Finalizing Section that includes the following fields you can use to sign task attachments, reroute tasks, or provide task notes: Enter Name* Name Select Today's Date* 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 posthire 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 Route Task 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. Button used to reroute the task to the task reviewer you select via the Route Task To fields. Notes to Text field used to type review notes, available to the employee, to include with Employee the completed task. My Notes (Private) Text field used to type notes, available only to the manager for the employee, to include with the completed task. Page 54 of 335

55 Accepting or Rejecting Completed Tasks Reject Task Button used to reject the completed task. Additionally, the Reject Task button displays as inactive if the task consists of a Form I-9 completion task for which you are completing Section 2. Under these circumstances, if you need to avoid accepting the task, you must cancel the task and then reassign it to the employee. Refer to the Completing Section 2 of the Form I-9 topic for more information on this functionality. Accept Task Button used to accept the completed task. To Review and Accept or Reject Completed Tasks The steps in the following procedure differ if the task involves completing Section 2 of the Form I-9 during the Ordering an Employment Eligibility Verification for an Employee process. Refer to the Completing Section 2 of the Form I-9 topic for more information on how to review and accept or reject this type of task. 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 Details pop-up displays. 2. Review the information for the task and then do one of the following as necessary: icon. The Review Task 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. Page 55 of 335

56 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 as your electronic signature in the Enter Name field as necessary and then type the current date as the electronic signature date, in MM/DD/YYYY format, in the Select Today's 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 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. Page 56 of 335

57 Home Dashboard - Personal Information 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. Additionally, the Reject Task button displays as inactive if the task consists of a Form I-9 completion task for which you are completing Section 2. Under these circumstances, if you need to avoid accepting the task, you must cancel the task and then reassign it to the employee. Refer to the Completing Section 2 of the Form I-9 topic for more information on this functionality. HOME DASHBOARD - PERSONAL INFORMATION The Personal Information tab allows employees to view or modify the general, contact, and emergency contact profile information associated with their Employee Datasheet. The Employee Datasheet section on the Personal Information tab provides employees with a detailed view of the personal information for their employee profile. Page 57 of 335

58 Personal Information Tab - Employee Datasheet Page 58 of 335

59 Home Dashboard - Personal Information Personal Information Tab Employee Datasheet s Edit Employee Information Button used to edit the employee datasheet. Section that displays fields you can use to update general information for the employee profile, including: First Name*, Middle Name, Last Name*, Suffix SSN, Date of Birth Marital Status Race, Gender Text fields used to modify name information for the employee. Displays the employee s social security number and date of birth. You cannot modify the values of these fields. Drop-down field used to select the employee s marital status. Drop-down fields used to select the race and gender of the employee. Page 59 of 335

60 Contact Information Section that displays fields you can use to update contact information for the employee, including: Address Text fields used to type the first and second lines of the employee s street 1, address. Address 2 City State Zip, County Cell Phone, Home Phone 1, 2 Text field used to type the city for the employee s address. Drop-down field used to select the state city for the employee s address. Text fields used to type the ZIP code and county for the employee s address. Text fields used to type the employee s cell and home phone numbers. Text fields used to type the employee s primary and secondary addresses. If you do not provide a secondary address via the 2 field, but you provide an address when completing Section 1 of the Form I-9, the value you provide via the Address field on the Employee Certification page automatically applies to the 2 field once task reviewers complete Section 2 of the Form I-9 and accept the task. Additionally, if the current value of the 2 field does not match the value you type for the Address field when completing Section 1 of the Form I-9, the Address field value effectively replaces the 2 field value once task reviewers accept the Form I-9 task. Refer to the Completing Section 1 of the Form I-9 topic for more information on the E- mail Address field. Spouse Information Section that displays text fields you can use to update information for the employee s spouse, including First Name, Middle Name, Last Name, and Suffix. Page 60 of 335

61 Home Dashboard - Documents Emergency Contact Information Save Section that displays fields you can use to update information for the employee s emergency contacts, including: First Name, Middle Name, Last Name Phone 1, Phone 2 Relationship Save Text fields used to type name information for the emergency contact. Text fields used to type phone numbers for the emergency contact. Text fields used to type address of the emergency contact. Text fields used to type the relationship of the emergency contact to the employee. Button used to save your changes to the employee datasheet. Button used to save your changes to the employee datasheet. * - indicates a required field To View and Update the Employee Datasheet You can access the Employee Datasheet section on the Personal Information tab directly from the Thank You page after activating your account, and the section also displays the first time you log in after activating your user account if your datasheet is missing any required information. If you access the Employee Datasheet section under either of these conditions, begin the following procedure at Step From the Home dashboard, click the Personal Information tab. 2. Review the information that displays in the Employee Information section of the Personal Information tab. If you need to make changes to the information, continue to the next step. 3. Click Edit. The Employee Datasheet section refreshes to display editable fields in the Employee Information, Spouse Information, Contact Information, and Emergency Contact Information sections. 4. Modify the field values as necessary and then click Save. HOME DASHBOARD - DOCUMENTS The Documents tab on the Home dashboard allows employees to access documents and consists of two primary sections: My Documents and Company Documents. Page 61 of 335

62 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. My Documents Home Dashboard - Documents Tab The My Documents section of the Documents tab allows employees to access copies of documents associated with their employee profile from the pre-hire and post-hire processes. Employees can use the My Documents section of the Documents tab to view and upload personal documents. Employees can also click the name of the document in the list to access an electronic copy of the document. Company Documents The Company Documents section of the Documents tab allows employees to access company-specific documents and files arranged in alphabetical order by document category. From the Company Documents section, employees can click category names to expand and access related document items, and then click the document name hyperlink to view the corresponding document. Employees can also use the Company Documents section to perform a search to locate company documents by document name or category. 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 62 of 335

63 Viewing and Uploading Documents 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 exceed 50 characters in length or 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) 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 s Attach New Document Document Created 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. Page 63 of 335

64 Attach New Document s Document* Displays the file path to the document after you click Browse and then locate and select the document you want to upload. Browse Preview Document* Confirm Cancel 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 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. PERFORMING A SEARCH TO LOCATE COMPANY DOCUMENTS The Company Documents section of the Documents tab allows employees to access company-specific documents and files arranged in alphabetical order by document category. From the Company Documents section, employees can click the Search Documents icon and then use the Search for a Corporate Document pop-up to locate available documents and files by document name or category. Page 64 of 335

65 Performing a Search to Locate Company Documents Search for a Corporate Document s Search for a Corporate Document Document Name Category Filter Text field used to type the name of the document you want to locate. Drop-down field used to select the category of the document you want to locate. Button used to submit criteria for your search. Corporate Displays the name, description, category, version, author, and language information for the Documents documents that match your search and filter criteria. Click the Document Name hyperlink to Results access the corresponding document. If your search returns more than 25 items, the documents are divided into sequentially paged increments. You can also click the paged hyperlinks or the forward and back icons at the bottom of the list to browse search results. To Perform a Search to Locate Corporate Documents 1. From the Home dashboard, click the Search Documents icon on the Company Documents tab. The Search for a Corporate Document pop-up displays. 2. Do one or more of the following as necessary to select criteria for the search: Type the name of the document you want to locate in the Document Name field. Select the category of the document you want to locate from the Category drop-down field. 3. Click Filter. The Search for a Corporate Document pop-up refreshes to display a list of the corporate documents that match your criteria. You can click the hyperlink for the name of the document in the Document Name column to open and access the document. You can also click the paged hyperlinks or the forward and back icons at the bottom of the list to browse search results. Page 65 of 335

66 3. MANAGER DASHBOARD OVERVIEW The Manager dashboard allows managers to maintain information and conduct activities related to post-hire employees in the Pangea system. Managers can also use the Manager dashboard to view details of all employees for which they are directly responsible and view task details for employees. The Manager dashboard consists of two tabs: Manage Employees and Manage Tasks. You can only access the Manager dashboard if the Manager dashboard permission is active for the user role associated with your user account. Contact your system administrator for assistance with activating the Manager dashboard permission for the user role associated with your user account. Manage Employees Tab The Manage Employees tab allows managers to locate and filter employee records, access employee profiles, view location, position, and manager information, access assigned forms and tasks, and perform other functions for their direct reports. Manager Dashboard - Manage Employees Tab Manager Dashboard - Manage Employees Tab s My Employees Create a New Employee Create adhoc task Displays a list of the employees who directly report to you. Icon used to create a new employee profile for a new employee via the Create Employee page. Icon used to create a new ad hoc task using the Create Task page. The Create ad-hoc 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. Assign task Icon used to assign a task using the Assign Tasks pop-up. The Assign 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. Page 66 of 335

67 Employee Group Drop-down field used to select an employee group option by which you want to filter employees in the My Employees list. Options are: Show my employees - Select to filter the My Employees list by employees that directly report to the currently selected manager. Show my managers - Select to filter the My Employees list by managers that directly report to the currently selected manager. Show all employees - Select to filter the My Employees list by all employees in the organization. Show all managers - Select to filter the My Employees list by all managers in the organization. Show all Employees by Credential - Select to filter the My Employees list to only display employees based on whether certain credentials, for which you have credential viewing permissions, are associated with a qualification that is currently assigned to employees. The Show all Employees by Credential option is only available if the View Employees By Credential permission is active for the user role associated with your user account. Additionally, you must have at least one credential viewing permission pair associated with your employee profile and a specific credential in order to view employees by credential. Contact your system administrator for assistance with modifying the permissions for the user role associated with your user account or to set up credential viewing permission pairs. The Show all employees and Show all managers options are only available if the View All Employees permission is active for the user role associated with your user account. If you need access to these options, contact your system administrator for assistance with modifying the permissions for the user role associated with your user account. First/Last Name SSN Text field used to type the first or last name, or a portion of the first or last name, of the employee or manager you want to locate in the My Employees list. Text field used to type the Social Security Number or alternate identification code, or a portion of the Social Security Number or alternate identification code, of the employees you want to filter by. The value you type in this field displays as masked by default. You can only use the SSN field to locate employees by alternate identification code if your business or organization utilizes the alternate identification method of identifying employees. Contact your system administrator for assistance with activating this functionality for your Pangea environment. The field label for the SSN field may also differ based on the SSNorOtherIDManagerDashLabel Metadata setting. Contact your system administrator for assistance with updating the SSNorOtherIDManagerDashLabel Metadata setting. Additionally, the SSN field is only available if the EnableEmployeeSSNSearch Metadata setting is active for your system environment. Contact your system administrator for assistance with activating the EnableEmployeeSSNSearch Metadata setting. Credentials Drop-down field used to select a credential expiration range option by which you want to filter the My Employees list. Page 67 of 335

68 Status Client Reset Search Currently displaying Move up in reporting hierarchy Name Status Location Position Manager Client Drop-down field used to select an employee status option by which you want to filter the My Employees list. You can only view employees with a current employee status of Active or New Hire if the View All Employees permission is not active for the user role associated with your user account. Contact your system administrator for assistance with modifying the permissions for the user role associated with your user account. Text field and drop-down field used to type a portion of the name of the company client associated with the employees you want to filter by and then select the company client. The initial text field utilizes an incremental find and filter functionality which returns company clients that match the string of characters you type as the available options for the subsequent dropdown field. Button used to remove your search criteria and refresh the My Employees list. Button used to apply the search and filter criteria you select to the My Employees list. Indicates the currently selected manager for the employees in the My Employees list. Icon used to refresh the My Employees list to display managers and employees for the manager that is directly responsible for the currently selected manager. Hyperlink used to access the employee datasheet for the employee. If the employee is a manager, you can also click the corresponding expand icon next to the name of the manager to refresh the My Employees list to display the employees that directly report to the manager. Displays the current employee status for the employee. The Status column can display once of the following values based on the current status of the employee: Active - Indicates that the employee is actively employed and an active Pangea system user. New Hire - Indicates that the employee is newly hired and actively employed but has not yet activated the user account associated with their employee record. Inactive - Indicates that the employee is not actively employed and is not an active Pangea system user. Terminated - Indicates that the employee is not actively employed due to employment termination. You can only view employees with a current employee status of Active or New Hire if the View All Employees permission is not active for the user role associated with your user account. Contact your system administrator for assistance with modifying the permissions for the user role associated with your user account. Displays the location for the employee. Displays the position for the employee. Displays the name of the manager to which the employee directly reports. Displays the name of the company client for the employee. You can click the company client name hyperlink to update the company client for the employee. Page 68 of 335

69 EEV Status Displays the current Employee Eligibility Verification (EEV) order status for the employee. The EEV Status column may also contain Submit Order hyperlinks you can click to submit an EEV order for the employee if an order has not yet been submitted. Additionally, the EEV Status column may display a value of "I-9 SSN Applied for" if the employee indicates that they are awaiting their Social Security Card from the Social Security Administration or "Pending Receipt" if the manager indicates that the employee provided a document receipt during the Form I-9 completion process. Refer to the Ordering an Employment Eligibility Verification for an Employee topic for more information regarding ordering an EEV. The EEV Status column displays the screening status, such as Ordered, for the EEV order if an EEV order has already been submitted for the employee. You can click the screening status hyperlink to review details for the EEV order in the equest+ Employment Screening and Drug Testing system. Additionally, the EEV Status column does not display if the EnableEEV Metadata setting is not active. Contact your system administrator for assistance with updating the EnableEEV Metadata setting. The Order EEV permission must be active for the user role associated with your user account and your user account must be associated with an active equest+ integrator account in order to place an EEV order for an employee. Additionally, EEV Status permission must be active for your user role in order to view the screening status of the EEV order from the EEV Status column and the EEV Report permission must be active for your user role in order to review details for the EEV order in the equest+ Employment Screening and Drug Testing system. If your user account does not meet these conditions, the Order and screening status hyperlinks may not display in the EEV Status column of the Manage Employees tab on the Manager dashboard. Contact your system administrator for assistance with updating the user role for your user account and associating your user account with an active equest+ integrator account. Background Displays the background check status of the employee. You can click the background check status hyperlink to view details of the Background Report for the employee from the equest+ system. If multiple background check orders exist for the employee, the Multiple Background Checks pop-up displays when you click the background check status hyperlink to view details of the Background Report for the employee from the equest+ system. Refer to the Viewing Background Check Information topic for more information on the Multiple Background Checks pop-up. Page 69 of 335

70 Drug Screen Displays the background check status of the drug screening background check order for the employee. The Drug Screen column only displays if the ManagerDashEnableDrugScreen Metadata setting is active. Contact your system administrator for assistance with this activating this functionality. You can click the background check status hyperlink to view details of the Background Report of the drug screening background check for the employee from the equest+ system. If multiple drug screening background check orders exist for the employee, the Multiple Background Checks pop-up displays when you click the background check status hyperlink to view details of the Background Report for the employee from the equest+ system. Refer to the Viewing Background Check Information topic for more information on the Multiple Background Checks pop-up. Documents Hyperlink used to view uploaded documents and filled forms from the online application or posthire processes for the employee on the View Employee Documents page. Tasks Actions Q/C Page Hyperlink used to review tasks for the employee using the View Tasks page. Hyperlink used to view and perform employee actions for the corresponding employee using the Employee Actions pop-up Hyperlink used to view and manage the current qualifications and credentials assigned to the employee using the Employee Qualifications and Credentials pop-up. Drop-down fields used to browse to the next page of records or modify the number of records to display per page in the My Employees list. Managers can use the Manage Employees tab to do the following: Create Employee Profiles Create Ad Hoc Tasks Assign Tasks Order an Employment Eligibility Verification for an Employee Review and Update the Employee Datasheet Update the Company Client for an Employee View Background Check Information View and Upload Employee Documents and Forms Search for and Review Completed Tasks Manage Task Notes Perform Employee Actions Perform Manual Background Checks for Employees Send Employee Background Check Documents to the GIS Document Manager System View and Manage Employee Qualifications and Credentials Page 70 of 335

71 Manage Tasks Tab Managers can use the Manage Tasks tab to filter, locate, monitor, and review details for task records. Managers can also use the Manage Tasks tab to reorder the display sequence of tasks within task templates, reassign open tasks, complete assigned tasks, review and then accept or reject completed tasks, access a consolidated view of all task notes from all tasks associated with a task template, view notes for individual tasks, monitor and refresh task freshness days, and add, modify, or delete task notes as necessary. Manager Dashboard - Manage Tasks Tab Manager Dashboard - Manage Tasks Tab s My Section that displays fields you can use to perform a search and apply filters to locate task records Employee in the Tasks list. Tasks Create ad-hoc task Assign task Icon used to create a new ad hoc task using the Create Task page. The Create ad-hoc 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. Icon used to assign a task using the Assign Tasks pop-up. The Assign 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. Page 71 of 335

72 Tasks Section that displays the following fields you can use to view details for task records: Reassign Tasks Reassignment Type Reassign Task Assignee To Reassign Task Reviewer To Reassign Tasks To Get Reset Reassign Selected Tasks Select All Tasks Select Task View All Tasks Icon used to reassign open or completed tasks that currently display in the Tasks list to another employee. The Reassign Tasks icon only displays if the Reassign Tasks permission is active for the user role associated with your user account. Contact your system administrator for assistance with updating permissions for the user role associated with your user account. Drop-down field used to indicate whether you want to update the task assignee, the task reviewer, or both when reassigning open or completed tasks. Text and drop-down field used to type the name, or a portion of the name, of the employee to which you want to reassign tasks as the task assignee and then select the employee. The Reassign Task Assignee To field refreshes to display as a drop-down field with options that match the employees for which you type last name criteria in the initial text field when you click Get. Text and drop-down field used to type the name, or a portion of the name, of the employee to which you want to reassign tasks as the task reviewer and then select the employee. The Reassign Task Assignee To field refreshes to display as a drop-down field with options that match the employees for which you type last name criteria in the initial text field when you click Get. Text and drop-down field used to type the name, or a portion of the name, of the employee to which you want to reassign tasks and then select the employee. The Reassign Tasks To field refreshes to display as a drop-down field with options that match the employees for which you type last name criteria in the initial text field when you click Get. Button used to submit the employee name criteria you type in the corresponding Reassign Task Assignee To or Reassign Task Reviewer To fields and refresh the fields to display as drop-down fields with options for employees that match your criteria. Button used to remove the employee name criteria you type in the corresponding Reassign Task Assignee To or Reassign Task Reviewer To fields. Button used to reassign the selected tasks to the currently selected employee. Checkbox used to select all tasks within the Tasks section when reassigning open or completed tasks to employees. Checkbox used to select the current task when reassigning open or completed tasks to employees. Icon used to display all tasks associated with the task template assigned to the corresponding employee. Page 72 of 335

73 Employee Task Template Credential Assigned Task Sequence Move Up Move Down Task Name Displays the name of the target employee, or the employee to which the task is directly related. You can click the employee name hyperlink to navigate to the Manage Employees tab and access the corresponding employee record. 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. Displays the name of the credential if the task template relates to credential renewal. Displays the date by which the ad hoc task or task template for the task records was assigned. Displays the task sequence index number for the corresponding task within the overall task template. Each decimal "." character within the value for the Task Sequence field is designed to indicate a new step within the task template sequence. For example, if system administrators configure the task template so that the task should be assigned after the second of the first two tasks are closed, the Task Sequence field displays a value of "2.1" for the corresponding task. Icon used to reorder the corresponding task before the current task that precedes it within the overall task template sequence for display purposes only. When you click the Move Up icon, the task you move up within the overall task template sequence does not impact the order in which the task is assigned to the task assignee. You cannot reorder tasks to display within a different task template sequence step. As a result, the Move Up icon only displays for tasks within the current task template sequence step. Icon used to reorder the corresponding task after the current task that follows it within the overall task template sequence for display purposes only. When you click the Move Down icon, the task you move down within the overall task template sequence does not impact the order in which the task is assigned to the task assignee. You cannot reorder tasks to display within a different task template sequence step. As a result, the Move Down icon only displays for tasks within the current task template sequence step. Displays the name of the task. Page 73 of 335

74 Status Priority Assign To Assigned Due Completed Review By Review Completed Displays the status associated with the 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 the task 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. Displays a Normal, Medium, or High icon to indicate the priority of the corresponding task. You can click the Priority icon to toggle updating the original priority of the corresponding Open or Completed task to a Normal, Medium, or High priority. You can only update the task priority for actively assigned tasks if the Edit Task Priority permission is active for the user role associated with your user account. Additionally, when you update the task priority, it is important to note that your changes only impact the currently assigned task, and do not apply to the original task priority for the standard or ad hoc task. Contact your system administrator for assistance with activating the Edit Task Priority permission for the user role associated with your user account or modifying the original task priority for ad hoc tasks or standard tasks from task templates. Displays the name of the task assignee, or the employee responsible for completing the task. Displays the date by which the task was assigned to the task assignee. Displays the due date for the task. Displays the date by which the task assignee marked the task as complete. Displays the name of the task reviewer, or the employee or manager responsible for reviewing and then rejecting or accepting the task. Displays the date by which the task reviewer accepted or rejected the task. Page 74 of 335

75 Fresh Days View Consolidated Notes Add a new task to this task group View Notes Refresh Task Freshness Days Complete Assigned Task Review / Accept 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 time-sensitive 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 Tasks list of the Manage Tasks tab, 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 to manually refresh the task, reassign the task template, and avoid exceeding the freshness days rating. Contact your system administrator for assistance with configuring the task freshness days setting for tasks. Icon used to view and manage task notes for all individual tasks associated with the task template and all task 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 Add a new task to this task group icon does not display. Additionally, the Add a new task to this task group 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. Icon used to view and manage task notes for the corresponding task. Icon used to refresh the task freshness days rating for the corresponding task. You can click the Refresh Task Freshness Days to manually refresh the task freshness days, reassign the task template, and avoid exceeding the freshness days rating. Contact your system administrator for assistance with configuring the task freshness days setting for tasks. Icon used to complete the assigned task. The Complete Assigned Task icon only displays if you are the current task assignee for the corresponding task. Icon used to review the completed task. The Review/Accept Task icon only displays if you are the current task reviewer for the corresponding task. Managers can use the Manage Tasks tab to do the following: Page 75 of 335

76 Perform a Search and Apply Filters to Locate Tasks Manage Task Notes Insert Ad Hoc Tasks into Assigned Task Templates Complete Assigned Tasks Review and Accept or Reject Completed Tasks Reassign Open or Completed Tasks CREATING EMPLOYEE PROFILES AND USER ACCOUNTS The Create New Employee page allows you create a system profile and a user account for a new employee. Once you create the profile and user account for the employee, the employee can activate their new user account based on the information you provide via the Create New Employee page. Create Employee Page 76 of 335

77 Creating Employee Profiles and User Accounts Create Employee s First Name*, Middle Name, Last Name* Gender Type* SSN* Birthday* Other ID* Employee Type* Position* Text fields used to type the first, middle, and last name for the employee. The First Name, Middle Name, and Last Name fields are limited to 50 alphanumeric characters. Drop-down field used to select the gender for the employee. Radio buttons used to select the type of security code you want to use to uniquely identify the employee during account activation. Options are: SSN/DOB - Indicates that you want to identify the employee based on their social security number and date of birth. If you select this option, the SSN and Birthday fields display as required on the Create New Employee page, and the employee must select their date of birth and provide the last four digits of their social security number when activating their user account. The SSN/DOB radio button only displays if the EnableOtherIdAdminAccountActivation Metadata setting is set to FALSE. Other ID - Indicates that you want to identify the employee using a number or string of characters other than the social security number or date of birth. If you select this option, the Other ID field displays as required on the Create New Employee page as you create the employee profile and on the Activate A New Employee page when the employee activates their user account. The Other ID radio button only displays if the EnableOtherIdAdminAccountActivation Metadata setting is set to TRUE. Both - Indicates that you want to identify the employee based on their social security number, alternate ID, and date of birth. If you select this option and the EnableOtherIdAdminAccountActivation Metadata setting is set to FALSE, the SSN, Birthday, and Other ID fields display as required fields. If you select this option and the EnableOtherIdAdminAccountActivation Metadata setting is set to TRUE, only the SSN and Other ID fields display as required fields and the Birthday field displays as an optional field. Contact your system administrator for assistance with activating the EnableOtherIdAdminAccountActivation Metadata setting. Text field used to type the social security number for the employee. Text field used to type the date of birth, in MM/DD/YYYY format, for the employee. You can also click the Calendar icon to select the date you want. The Birthday field displays as an optional field if the EnableOtherIdAdminAccountActivation Metadata setting is set to TRUE and you select the Both radio button from the Type field. Contact your system administrator for assistance with activating the EnableOtherIdAdminAccountActivation Metadata setting. Text field used to type the alternative identification code for the employee. The value you type for this field must be between 1 and 25 alphanumeric characters in length and cannot include special characters or spaces. Drop-down field used to select the employee type. Drop-down field used to select the position for the employee. Department* Drop-down field used to select the department for the employee. Page 77 of 335

78 Location* Get Date of Hire* Start Date* Drop-down and text field used to select the location type and then type the name or other criteria for the location type. The Location text field refreshes to display as a drop-down field with values that match the criteria you type once you click Get, and you can select the location for the employee from the drop-down field. Button used to submit your criteria and refresh the Location text field to display as a drop-down field with values that match your criteria. Text field used to type the date, in MM/DD/YYYY format, that the employee was hired. You can also click the Calendar icon to select the date you want. Text field used to type the date, in MM/DD/YYYY format, that the employee officially started employment. You can also click the Calendar icon to select the date you want. If your business or organization utilizes the Form I-9 and EEV ordering functionality, the Start Date is the date that the employee starts work for pay, and is used to determine whether the EEV order is overdue. Refer to the Ordering an Employment Eligibility Verification for an Employee topic for more information on this functionality. Manager* Get Status* Drop-down and text field used to select the manager search option and then type the name or other criteria for the manager to associate with the employee. The Manager drop-down field displays your name by default. However, if you are not the designated manager for the employee, you can click Reset and then use the drop-down and text field to locate and select a different manager for the employee as necessary. The Manager text field refreshes to display as a drop-down field with values that match the criteria you typed when you click Get, and you can select the manager for the employee from the drop-down field. Button used to submit your criteria and refresh the Manager text field to display as a drop-down field with values that match your criteria. Drop-down field used to select an employee status for the employee. Options are: Active - Indicates that the employee is actively employed and an active Pangea system user. New Hire - Indicates that the employee is newly hired and actively employed but has not yet activated the user account associated with their employee record. Inactive - Indicates that the employee is not actively employed and is not an active Pangea system user. Terminated - Indicates that the employee is not actively employed due to employment termination. You can select the Inactive option for this field to avoid assigning new hire tasks when you create a new employee profile for an existing employee. When you select this option, the employees are not automatically assigned any New Hire tasks once they activate their new user account. Page 78 of 335

79 Creating Employee Profiles and User Accounts Fire Hiring Events* Drop-down field used to indicate whether you want to automatically initiate and assign tasks, based on the hiring event, for the new employee once they activate their user account. You must select the New Hire option from the Status drop-down field if you select the Yes option for the Fire Hiring Events drop-down field. When configuring automated task profiles, system administrators can indicate that they want to assign tasks to employees when they activate their new employee user accounts or when the start date for their employee profile occurs. Contact your system administrator for assistance with configuring automated task profiles based on the Hire action. Company Client Account Type Drop-down field used to select the company client for the employee. Drop-down field used to select the user account type for the employee. Options are: Non SSO - Indicates that the user account is for a standard user of the main Pangea portal and does not utilize the SSO feature. SSO Only - Indicates that the user account is for a Single Sign-on (SSO) user. Both - Indicates that the user account is for a Combination SSO user. The Account Type drop-down field only displays if the EnableSSO Metadata setting is active and the Manage Account Type permission is enabled for the user role associated with your user account. The Pangea system is designed to automatically apply an SSO account type, based on the SSODefault Metadata setting, to the new employee user account if the Manage Account Type permission is not active for your user role. Contact your system administrator for assistance with activating the SSO feature, updating user role permissions, or modifying the SSODefault Metadata setting. Additionally, you should contact your system administrator if you are unsure what user account type you should choose for the new employee. Refer to the Pangea SSO User Guide for more information on the SSO functionality. Select Role* Drop-down field used to select the user role to associate with the user account for the employee. The Select Role drop-down field only displays if you select the SSO Only option from the Account Type drop-down field. Refer to the Pangea SSO User Guide for more information on the SSO functionality. Text field used to type the employee's address. The field may display as a required field depending on whether the CreateEmployee Required Metadata setting is active. Contact your system administrator for assistance with updating the CreateEmployee Required Metadata setting. A valid and unique address is necessary in order for employees with an Account Type of SSO Only to log in via the SSO functionality. As a result, you must provide an address if you select the SSO Only option from the Account Type drop-down field. Refer to the Pangea SSO User Guide for more information on the SSO functionality. Address 1, Address 2, City, State*, Zip Text field used to type the street address, city, state, and ZIP code for the employee. Page 79 of 335

80 Home Phone, Work Phone, Cell Phone Save Create New Account Text fields used to type the home, work, and mobile phone numbers for the employee. Button used to create the new profile for the employee. Section that displays the following fields you can use to create a new user account for the new employee profile: First Name, Last Name User Name Role* Back Displays the first name and last name of the employee. Text field used to optionally type the initial user name to associate with the new user account for the new employee. The value you type displays as the default value for the Username field on the Create a Password page, and the employee can modify the default value as necessary when activating their new user account. Drop-down field used to select the user role for the user account. If the security administrator setting is not active for the user role associated with your user account, you cannot select a user role for which the Is Assignable? value is not active. Contact your system administrator for assistance with applying the security administrator setting. Button used to return to the initial Create New Employee page. Save Button used to save your changes and then create the employee profile and user Details account for the new employee. * -indicates a required field. The Create New Employee page may also include additional custom attribute fields that display whenever you create a new employee profile. The additional fields that display are based on the Employee Custom Attributes form and the data that you apply towards these custom fields is stored in the ObjectData table of the Pangea system database. Contact your system administrator for assistance with the Employee Custom Attributes form. To Create an Employee Profile 1. From the Manager dashboard, click the Create a New Employee icon. The Create New Employee page displays. 2. Type the first, middle, and last name for the employee in the corresponding First Name, Middle Name, and Last Name fields. 3. Select a gender for the employee from the Gender drop-down field. 4. Do one of the following based on the type of identification method you want to use to uniquely identify the employee during account activation: Page 80 of 335

81 Creating Employee Profiles and User Accounts If you want to use the standard account identification method and only require SSN and date of birth information during account activation, select the SSN / DOB radio button from the Type field, type the social security number for the employee in the SSN field, and then type the date of birth, in MM/DD/YYYY format, for the employee in the Birthday field. If you want to use the standard account identification method along with an alternative identification code during account activation, select the Both radio button from the Type field, type the social security number for the employee in the SSN field, type the date of birth, in MM/DD/YYYY format, for the employee in the Birthday field as necessary, and then type the alternative identification code for the employee in the Other ID field. If you want to use the alternate account identification method and only require the alternate identification code during account activation, select the Other ID radio button from the Type field and then type the alternate identification code for the employee in the Other ID field. If you want to use the alternative account identification method but also provide information from the standard account identification method, select the Both radio button from the Type field, type the social security number for the employee in the SSN field, optionally type the date of birth, in MM/DD/YYYY format, for the employee in the Birthday field, and then type the alternate identification code for the employee in the Other ID field. The EnableOtherIdAdminAccountActivation Metadata setting determines whether the SSN/DOB or Other ID radio buttons display for the Type field on the Create New Employee page. Additionally, the EnableOtherIdAdminAccountActivation Metadata setting determines the fields that display as required when the employee attempts to activate their user account via the Activate A New Employee page. Contact your system administrator for assistance with activating the EnableOtherIdAdminAccountActivation Metadata setting. 5. Select the employee type from the Employee Type drop-down field. 6. Select the position for the employee from the Position drop-down field. 7. Select the department for the employee from the Department drop-down field. 8. Select a location type option from the Location drop-down field, type the name or other criteria for the location type in the Location text field, and then click Get. The Location text field refreshes to display as a drop-down field with values that match the criteria you typed. 9. Select the location for the employee from the Location drop-down field. 10. Type the date, in MM/DD/YYYY format, that the employee was hired in the Date of Hire field. You can also click the Calendar icon to select the date you want. 11. Type the date, in MM/DD/YYYY format, that the employee started employment in the Start Date field. You can also click the Calendar icon to select the date you want. If your business or organization utilizes the Form I-9 and EEV ordering functionality, the Start Date is the date that the employee starts work for pay, and is used to determine whether the EEV order is overdue. Refer to the Ordering an Employment Eligibility Verification for an Employee topic for more information on this functionality. 12. Do one of the following as necessary to choose a manager for the employee: Page 81 of 335

82 If you are the designated manager for the employee, verify that your name displays in the Manager drop-down field and then continue to the next step. If your name does not display in the Manager drop-down field, proceed to the next item to locate and select your name. If you are not the designated manager for the employee, click Reset, type the name or other criteria for the manager you want to locate in the Manager text field, click Get, and then select the manager to associate with the employee from the refreshed Manager drop-down field. The Manager drop-down field displays your name by default. However, if you are not the designated manager for the employee, you can click Reset and then use the drop-down and text field to locate and select a different manager for the employee as necessary. 13. Select an employment status for the employee from the Status drop-down field. You can select the Active option for this field to avoid assigning new hire tasks when you create a new employee profile for an existing employee. 14. Select the Yes or No option from the Fire Hiring Events drop-down field to indicate whether you want to automatically assign tasks from an existing automated task profile to the new employee. You should not select the Active option from the Status drop-down field in order to assign tasks to the new employee once they activate their user account. 15. Select the company client you want to associate with the employee from the Company Client dropdown field. The ability to choose a company client for employees is dependent upon whether the EnableClientSupport Metadata setting is active for an environment. Contact your system administrator for assistance with activating the EnableClientSupport Metadata setting. 16. Select the user account type for the employee from the Account Type drop-down field. If you select the SSO Only option, proceed to the next step. If you do not select the SSO Only option, continue to Step 18. The Account Type drop-down field only displays if the EnableSSO Metadata setting is active and the Manage Account Type permission is enabled for the user role associated with your user account. The Pangea system is designed to automatically apply an SSO account type, based on the SSODefault Metadata setting, to the new employee user account if the Manage Account Type permission is not active for your user role. Contact your system administrator for assistance with activating the SSO feature, updating your user role permissions, or modifying the SSODefault Metadata setting. Additionally, you should only select the SSO Only option if the user account has been properly set up for SSO within the external domain, system, or referring entity. Contact your system administrator if you are unsure what user account type you should choose for the new employee. 17. Select the user role to associate with the SSO Only user account for the employee from the Select Role drop-down field. 18. Type the employee s address in the field. A valid and unique address is necessary in order for employees with an Account Type of SSO Only to log in via the SSO functionality. As a result, you must provide an address if you select the SSO Only option from the Account Type drop-down field. 19. Type or select the employee s street address, city, state, and ZIP code using the corresponding Address 1, Address 2, City, State, and Zip fields. Page 82 of 335

83 Reviewing and Updating the Employee Datasheet 20. Type home, work, and mobile phone numbers for the employee in the corresponding Home Phone, Work Phone, and Cell Phone fields. 21. Click Save. The Create New Employee page refreshes to display the Create New Account section. Create Employee - Create New Account 22. Type the initial user name to associate with the user account in the User Name field as necessary. The user name you type must meet the following guidelines: Must be 6-50 characters in length. Cannot contain spaces or special characters. 23. Select the user role for the new user account from the User Role drop-down field. 24. Click Save Details. Once you create a user account, the employee must activate their new account by clicking the New Employee hyperlink on the Login page for the main Pangea portal before logging in to the system. REVIEWING AND UPDATING THE EMPLOYEE DATASHEET The Employee Datasheet provides managers with a detailed view of an employee s personal information on the Employee Datasheet page. Managers can use the Employee Datasheet page to update or modify the general, contact, and emergency contact profile information for employees. The Employee Datasheet only displays if the EnableEDS Metadata setting is active for your environment. Additionally, the Edit Employee Datasheet permission must be active for your user account in order to modify the employee datasheet. Contact your system administrator for assistance with the EnableEDS Metadata setting or with activating the Edit Employee Datasheet permission for the user role associated with your user account. Page 83 of 335

84 Home Dashboard - Employee Datasheet Page 84 of 335

85 Reviewing and Updating the Employee Datasheet Home Dashboard Update Employee Datasheet s Employee Information Section that displays fields you can use to update general information for the employee, including: First Name*, Middle Name, Last Name*, Suffix SSN, Date of Birth Marital Status Race, Gender Text fields used to modify name information for the employee. Displays the employee s social security number and date of birth. You cannot modify the values of these fields. Drop-down field used to select the employee s marital status. Drop-down fields used to select the race and gender of the employee. Page 85 of 335

86 Contact Information Section that displays fields you can use to update contact information for the employee, including: Address Text fields used to type the first and second lines of the employee s 1, street address. Address 2 City State Zip, County Cell Phone, Home Phone 1, 2 Text field used to type the city for the employee s address. Drop-down field used to select the state city for the employee s address. Text fields used to type the ZIP code and county for the employee s address. Text fields used to type the employee s cell and home phone numbers. Text fields used to type the primary and secondary addresses for the employee. If employees do not provide a secondary address via the 2 field, but they provide an address when completing Section 1 of the Form I-9, the value they provide via the Address field on the Employee Certification page automatically applies to the 2 field once task reviewers complete Section 2 of the Form I-9 and accept the task. Additionally, if the current value of the 2 field does not match the value employees type for the Address field when completing Section 1 of the Form I-9, the Address field value effectively replaces the 2 field value once task reviewers accept the Form I-9 task. Refer to the Completing Section 1 of the Form I-9 topic for more information on the Address field. Spouse Information Section that displays text fields you can use to update information for the employee s spouse, including First Name, Middle Name, Last Name, and Suffix. Page 86 of 335

87 Viewing and Uploading Employee Documents and Forms Emergency Contact Information Save Section that displays fields you can use to update emergency contact information for the employee, including: First Name, Middle Name, Last Name Phone 1, Phone 2 Relationship Text fields used to type name information for the emergency contact. Text fields used to type phone numbers for the emergency contact. Text fields used to type address of the emergency contact. Text fields used to type the relationship of the emergency contact to the employee. Button used to save your changes to the employee datasheet. * - indicates a required field To View and Update the Employee Datasheet 1. Do one of the following, depending on whether you are accessing the Employee Datasheet page from the Manager dashboard or the Administration dashboard: From the Manage Employees tab on the Manager dashboard, perform a search to locate the employee as necessary and then click the Name hyperlink for the employee whose datasheet you want to update from the My Employees list. From the Manage Employees page on the Administration dashboard, perform a search to locate the employee as necessary and then click the Name hyperlink for the employee whose datasheet you want to update. 2. From the Employee Datasheet page, review the information that displays on the page. If you need to make changes to the information, continue to the next step. 3. Click Edit. The Employee Datasheet refreshes to display editable fields in the Employee Information, Spouse Information, Contact Information, and Emergency Contact Information sections. 4. Modify the field values as necessary and then click Save. 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. Page 87 of 335

88 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 exceed 50 characters in length or 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) 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 s Upload Hyperlink used to upload and attach the document to the overall employee profile for the employee Document via the Upload Document page. Document Name Displays the name of the document. You can click the document hyperlink used to open the corresponding document. Page 88 of 335

89 Viewing and Uploading Employee Documents and Forms Task Name Category Source Emp Visible Attached Date View Delete 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. Displays the document category for the document. Displays the following icons used to indicate the source from which the corresponding attached document was originally uploaded: Icon Action Document 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. Dashboard Attachment OA Attachment Form OA Task Document Imported Document 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. Indicates that the document was uploaded and then associated with the employee record via the Pangea Import Utility. Contact your system administrator for more information on this functionality. 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 date by which the document was last uploaded, updated, or completed. Icon used to open and view the corresponding document. 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 s Select Document Category* 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. Page 89 of 335

90 Select Employee Task 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. Emp Visible 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. Select Displays the file path to the document you want to upload after you click browse to locate and Document* select the document. Browse* Submit 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. * - indicates a required field 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 90 of 335

91 Viewing and Uploading Employee Documents and Forms 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 Personal Information 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 icon. The View Task Documents page displays. 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 91 of 335

92 You can select the Not Applicable option from the Select Employee Task drop-down field to indicate that the document does not relate to a task. However, under these circumstances, the document you upload and attach only displays on the View Employee Documents page and does not display on the View Task Documents page. As a result, you should follow the previous Upload and Attach a Document to the Employee Profile procedure if you want to upload and attach a document that does not relate to an employee task. 6. Select the Emp Visible checkbox to indicate whether you want the document to be visible to the employee via the Personal Information tab of the Home dashboard. 7. Click Browse to locate and select the document you want to upload. 8. Click Submit. The View Task Documents page refreshes to display the document. 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 Tasks 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. Home Dashboard View Task s Manager Dashboard - View Task Task Group Task Name 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. Page 92 of 335

93 Reviewing Employee Tasks Task Status Search 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. View Icon used to view and manage task notes for all individual tasks associated with the overall Consolidated task template. Notes Create AdHoc Task 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. Task Template Assigned Task Name Status Assigned Due Completed Review By 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. 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. Displays the date by which the ad hoc task or task template for the task records was assigned. Displays the name of the completed task. Displays the status of the task. 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. 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. Page 93 of 335

94 Fresh for Days 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 time-sensitive 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. When you cancel a task from a task template related to credential renewal, you effectively cancel all tasks from the task template and return the credential to the previous credential status. As a result, you should use caution when you consider canceling credential renewal tasks. 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. Refer to the Viewing and Uploading Employee Documents and Forms topic for more information on this functionality. You can use the View Task page to do the following: Perform a Search to Locate Tasks Manage Task Notes Cancel Open Tasks View Task Attachments Upload and Attach Documents to Employee 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: Page 94 of 335

95 Performing a Search and Applying Filters to Locate Tasks 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. 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 or tab 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 or tab. To Cancel Open Tasks When you cancel a task from a task template related to credential renewal, you effectively cancel all tasks from the task template and return the credential to the previous credential status. As a result, you should use caution when you consider canceling credential renewal 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. PERFORMING A SEARCH AND APPLYING FILTERS TO LOCATE TASKS Managers can use fields from the My Employee Tasks section on the Manage Tasks tab of the Manager dashboard to apply a variety of search criteria, including employee name, task status, task due date, task template name, and task name criteria to effectively filter task records that display in the Tasks section. Page 95 of 335

96 Manage Tasks - My Employee Tasks Manager Dashboard - My Employee Tasks s Create adhoc task Assign task Employee Group Icon used to create a new ad hoc task using the Create Task page. The Create ad-hoc 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. Icon used to assign a task using the Assign Tasks pop-up. The Assign 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. Drop-down field used to select an employee grouping option by which you want to filter employees in the Tasks list. Options are: Show my employees - Select to filter the Tasks list by employees that directly report to the currently selected manager. Show my managers - Select to filter the Tasks list by managers that directly report to the currently selected manager. Show all employees - Select to filter the Tasks list by all employees in the organization. Show by Credential - Select to filter the Tasks list to only display tasks records for employees based on whether certain credentials, for which you have credential viewing permissions, are associated with a qualification that is currently assigned to employees. The Show by Credential option is only available if the View Employees By Credential permission is active for the user role associated with your user account. Contact your system administrator for assistance with modifying the permissions for the user role associated with your user account or to set up credential viewing permission pairs. Specific Employee - Select to filter the Tasks list by a specific employee. Holds This Credential - Select to filter the Tasks list by a specific credential. When you select this option, the Credential Name drop-down field displays for you to select the credential by which you want to filter the Tasks list. The Show all employees option is only available if the View All Employees permission is active for the user role associated with your user account. If you need access to this option, contact your system administrator for assistance with modifying the permissions for the user role associated with your user account. Page 96 of 335

97 Performing a Search and Applying Filters to Locate Tasks Employee Text and drop-down fields used to type the name, or a portion of the name, of the employee by which you want to filter the Tasks list and then select the employee. The Employee field refreshes to display as a drop-down field with options that match the employees for which you type name criteria in the initial text field when you click Get. The Employee field displays your name by default when you initially navigate to the Manage Tasks tab. Get Reset Credential Name Button used to submit the employee name criteria you type and refresh the initial Employee text field to display as a drop-down field with options that match your criteria. Button used to remove the current employee options from the refreshed Employee drop-down field and reset the field to display as an initial text field. Drop-down field used to select the specific credential by which you want to filter the Tasks list. The Credential Name drop-down field displays if you select the Holds This Credential option from the Employee Group drop-down field. Regarding Checkbox used to indicate whether you want to filter the Tasks list to display task records for which the currently selected employee from the Employee drop-down field, or employees that meet the Employee Group option you choose, are the target employees, or the employees for which the task is directly related. Assigned To Checkbox used to indicate whether you want to filter the Tasks list to display task records for which the currently selected employee from the Employee drop-down field, or employees that meet the Employee Group option you choose, are the task assignees, or the employees responsible for completing the task. Routed To Checkbox used to indicate whether you want to filter the Tasks list to display task records for which the currently selected employee from the Employee drop-down field is the task reviewer, or employees that meet the Employee Group option you choose, are the task reviewers, or the employees responsible for reviewing and then accepting or rejecting the task. Status More / Hide Options Task Group Task Name Drop-down field used to select the current status of the tasks by which you want to filter the Tasks list. Options are: Open - Select to filter the Tasks list by all open tasks. Completed - Select to filter the Tasks list by all completed tasks. Closed - Select to filter the Tasks list by completed and accepted tasks. Canceled - Select to filter the Tasks list by canceled tasks. Unassigned - Select to filter the Tasks list by tasks that are 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. Hyperlink use to toggle showing or hiding the additional separate Task Group, Task Name, Credential, Notes, Template Assigned, Task Due, Credential Expiration, Freshness Expiration, and Priority filter fields in the My Employee Tasks section. Drop-down field used to select the name of the task template associated with the tasks by which you want to filter the Tasks list. Drop-down field used to select the name of the standard task by which you want to filter the Tasks list. The Task Name drop-down field does not include ad hoc tasks. Credential Drop-down field used to select the name of the credential associated with the credential renewal tasks by which you want to filter the Tasks list. Page 97 of 335

98 Notes Template Assigned Task Due Text field used to type keywords from task notes by which you want to filter the Tasks list. For example, if you want to filter the Tasks list to only display tasks where managers add task notes before reassigning tasks, you can type "reassign reassigning reassigned" in the Notes field to locate the corresponding tasks. Drop-down field used to select the date range option associated with the date that the task template was initially assigned for tasks by which you want to filter the Tasks list. Drop-down field used to select the date range option associated with the due date of the tasks by which you want to filter the Tasks list. Credential Drop-down field used to select a credential expiration range option by which you want to filter Expiration credential renewal tasks in the Tasks list. Freshness Drop-down field used to select the task freshness expiration date range option by which you want Expiration to filter the Tasks list. Priority Reset Search Drop-down field used to select the task priority associated with tasks by which you want to filter the Tasks list. Button used to remove your filter criteria from the Tasks list and refresh the Manage Tasks tab. Button used to apply your filter criteria to the Tasks list and refresh the Manage Tasks tab. To Perform a Search and Apply Filters to Locate Task Records 1. From the Manager dashboard, click the Manage Tasks tab. 2. Do one or more of the following as necessary to choose search or filter criteria from the My Employee Tasks section that you want to apply to the list of task records in the Tasks list: Select an employee grouping option by which you want to filter employees in the Tasks list from the Employee Group drop-down field. If you choose the Specific Employee option, the Employee text field displays. Type the name, or a portion of the name, of the employee by which you want to filter the Tasks list in the initial Employee text field, click Get, and then select the employee from the refreshed Employee drop-down field. If you select the Holds This Credential option, the Credential Name drop-down field displays, and you can select the specific credential by which you want to filter the Tasks list. Select the Regarding checkbox to filter the Tasks list to display task records for which the currently selected employee from the Employee drop-down field or employees that meet the Employee Group option you choose are the target employees, or the employees to which the task is directly related. Select the Assigned To checkbox to display task records for which the currently selected employee from the Employee drop-down field or employees that meet the Employee Group option you choose are task assignees, or the specific employees responsible for completing the task. Select the Routed To checkbox to indicate whether you want to filter the Tasks list to display task records for which the currently selected employee from the Employee drop-down field or employees that meet the Employee Group option you choose are the task reviewers, or the specific employees responsible for reviewing and then accepting or rejecting the task. Page 98 of 335

99 Reassigning Open or Completed Tasks Select the current status of the tasks by which you want to filter the Tasks list from the Status drop-down field. 3. Repeat Step 2 as necessary to choose additional criteria from the default filter fields by which you want to search or filter the Tasks list. If you want to choose separate criteria from additional filter fields, click the More Options hyperlink to expand the filter fields in the My Employee Tasks section and then do one or more of the following as necessary to choose separate criteria: Select the task template of the tasks by which you want to filter the Tasks list from the Task Group drop-down field. Select the name of the standard task by which you want to filter the Tasks list from the Task Name drop-down field. Select the name of the credential associated with the credential renewal tasks by which you want to filter the Tasks list from the Credential drop-down field. Type keywords from task notes associated with tasks by which you want to filter the Tasks list in the Notes field. Select the date range option associated with the date that the task template was initially assigned for tasks by which you want to filter the Tasks list from the Template Assigned dropdown field. Select the date range option associated with the due date of the tasks by which you want to filter the Tasks list from the Task Due drop-down field. Select a credential expiration range option by which you want to filter credential renewal tasks in the Tasks list from the Credential Expiration drop-down field. Select the task freshness expiration date range option by which you want to filter the Tasks list from the Freshness Expiration drop-down field. Select the task priority associated with tasks by which you want to filter the Tasks list from the Priority drop-down field. 4. Repeat Steps 2-3 as necessary to choose additional criteria by which you want to search or filter the Tasks list. If you are satisfied with your criteria, continue to the next step. 5. Click Search. The Tasks list refreshes to display task records that match your search and filter criteria. REASSIGNING OPEN OR COMPLETED TASKS Managers can use the Manage Tasks tab on the Manager dashboard to reassign open tasks to another task assignee or reassign previously completed tasks that are awaiting review to another task reviewer. You can reassign tasks that are currently assigned to an employee in the event that a different employee should be responsible for completing the task as the task assignee or reviewing the task as the task reviewer. When reassigning tasks, you can also choose a single task or multiple tasks to reassign to a single employee. You can only reassign open tasks from one task assignee to another task assignee if the current task status for the task is Unassigned or Open. Similarly, you can only reassign completed tasks from one task reviewer to another task reviewer if the current task status for the task is Completed. You cannot reassign tasks with a current task status of Closed or Canceled. Page 99 of 335

100 To Reassign Open or Completed Tasks Manage Tasks - Reassigning Tasks 1. From the Manage Tasks tab on the Manager dashboard, perform a search and apply filters to locate the tasks you want to reassign as necessary. If you want to reassign multiple tasks, you should perform a search and apply filters to locate the tasks you want to reassign before clicking the Reassign Tasks icon. The tasks you want to assign must display within the current page of results in the Tasks section before you click the Reassign Tasks icon to initiate the task reassignment process. 2. Click the Reassign Tasks icon. The Tasks section refreshes to display fields you can use to reassign tasks. 3. Do one of the following, depending on whether you want to change the task assignee for an open task, the task reviewer for a task that is awaiting review, or both: Select the Change Both option from the Reassignment Type drop-down field to change both the task assignee and task reviewer and proceed to the next step. Select the Change Assign To option from the Reassignment Type drop-down field to reassign open tasks to a different task assignee and continue to the next step. Select the Change Review By radio button to reassign completed tasks that are awaiting review to a different task reviewer and continue to Step Type the name, or a portion of the name, of the employee to which you want to reassign tasks as the task assignee in the initial Reassign Task Assignee To text field and then click Get. The Reassign Task Assignee To field refreshes to display as a drop-down field with options for employees that match the employee name criteria you typed. 5. Select the employee to which you want to reassign tasks from the refreshed Reassign Task Assignee To drop-down field. If you only need to change the task assignee for tasks, continue to Step 8. If you need to change both the task assignee and task reviewer for tasks, proceed to the next step. 6. Type the name, or a portion of the name, of the employee to which you want to reassign tasks as the task reviewer in the initial Reassign Task Reviewer To text field and then click Get. The Reassign Task Reviewer To field refreshes to display as a drop-down field with options for employees that match the employee name criteria you typed. 7. Select the employee to which you want to reassign tasks from the refreshed Reassign Task Reviewer To drop-down field. Page 100 of 335

101 Managing Task Notes 8. Do one of the following as necessary, depending on whether you want to reassign a single task or multiple tasks to the selected employee: Select the Select All Tasks checkbox to indicate that you want to reassign all tasks within the Tasks section to the selected employee. Select the Select Task checkbox to indicate that you want to reassign the corresponding task to the selected employee. Repeat this step for each individual task you want to reassign to the employee. 9. Click Reassign Selected Tasks. MANAGING TASK NOTES The Task Notes page allows managers to manage notes associated with employee tasks. Task notes allow you to provide additional information regarding a task. The task notes you add to tasks are only available to system users with access to the Manager dashboard. Contact your system administrator for assistance with activating the Manager dashboard permission for the user role associated with your user profile. Task Notes s Task Notes Back New Notes Notes Task Name Hyperlink used to return to the previous page. Icon used to add a new task note. Displays the contents of the task note. Displays the name of the task associated with the task note. The Task Name only displays if you click the View Consolidated Notes icon from the Manage Tasks tab of the manager to view task notes for the overall task template. Under these circumstances, if the Task Name column displays as blank, the task note relates to the overall task template instead of an individual task. Page 101 of 335

102 Last Displays the name of the individual responsible for adding or updating the task note. Modified By Date Edit Delete Notes* Accept Displays the date by which the task note was last updated. Icon used to modify the corresponding task note. Icon used to delete the corresponding task note. Text area used to type content for the task note. Icon used to save your changes to the task note. * - indicates a required field You can use the Task Notes page to do the following: Add Task Notes Modify Existing Task Notes Delete Existing Task Notes You cannot edit or delete notes that you did not originally add to the task. The only exception to this policy is if you are the direct manager for the manager that originally adds a note towards the task, in which case you can also delete notes added by managers for which you are responsible. To Add a Task Note 1. Do one of the following, depending on whether you want to add notes from the Manage Employees or Manage Tasks tabs of the Manager dashboard: From the Manage Employees tab, click the View hyperlink under the Tasks column for the corresponding employee in the My Employees list. The View Tasks page displays. Proceed to the next step. From the Manage Tasks tab, perform a search and apply filters to locate the individual task for which you want to add task notes and then click the View Task Notes icon. The Task Notes page displays. Proceed to Step 4. From the Manage Tasks tab, perform a search and apply filters to locate the task template for which you want to add task notes and then click the View Consolidated Notes Task Notes page displays. Proceed to Step 4. icon. The 2. From the View Tasks page, perform a search to locate the task for which you want to add task notes as necessary. 3. Click the View Notes icon. The View Tasks page refreshes to display the Task Notes page. 4. Click the New Notes icon. The Task Notes page refreshes to display fields you can use to add the new task note. 5. Type the information for the note in the Notes text field and then click the Accept icon to save your changes. Page 102 of 335

103 Managing Task Notes To Modify an Existing Task Note 1. Do one of the following as necessary, depending on whether you want to modify task notes from the Manage Employees or Manage Tasks tabs of the Manager dashboard: From the Manage Employees tab, click the View hyperlink under the Tasks column for the corresponding employee in the My Employees list. The View Tasks page displays. Proceed to the next step. From the Manage Tasks tab, perform a search and apply filters to locate the individual task for which you want to modify task notes and then click the View Notes icon. The Task Notes page displays. Proceed to Step 4. From the Manage Tasks tab, perform a search and apply filters to locate the task template for which you want to modify task notes and then click the View Consolidated Notes Task Notes page displays. Proceed to Step Perform a search to locate the task for which you want to modify task notes as necessary. 3. Click the View Notes icon. The View Tasks page refreshes to display the Task Notes page. icon. The 4. Click the Edit icon for the task note you want to modify and then update the information in the Notes text field as necessary. 5. Click the Accept icon to save your changes. To Delete an Existing Task Note 1. Do one of the following as necessary, depending on whether you want to delete task notes from the Manage Employees or Manage Tasks tabs of the Manager dashboard: From the Manage Employees tab, click the View hyperlink under the Tasks column for the corresponding employee in the My Employees list. The View Tasks page displays. Proceed to the next step. From the Manage Tasks tab, perform a search and apply filters to locate the individual task for which you want to delete task notes and then click the View Notes icon. The Task Notes page displays. Proceed to Step 4. From the Manage Tasks tab, perform a search and apply filters to locate the task template for which you want to delete task notes and then click the View Consolidated Notes Task Notes page displays. Proceed to Step Perform a search to locate the task for which you want to delete task notes as necessary. 3. Click the View Notes icon. The View Tasks page refreshes to display the Task Notes page. icon. The 4. Click the Delete icon for the task note you want to delete. A message displays to confirm that you want to delete the task note. 5. Click OK. Page 103 of 335

104 PERFORMING EMPLOYEE ACTIONS Managers can use employee actions to perform scheduled post-hire actions on the employees that report to them. Each scheduled action indicates the employee's progress in the post-hire action sequence. Managers can also use templates associated with employees actions to send custom notifications to employees regarding their status in the post-hire sequence and complete attached PDF forms or form collections on behalf of the employee as necessary. The employee actions that managers have access to perform depend on the user role assigned to their user account. If the Action Name hyperlink for the action you need to perform displays as grayed out or inactive and a Lacking Permissions icon displays next to the hyperlink on the Employee Actions pop-up, you must contact your system administrator to update the user role for your account before you can complete the action. When you perform an employee action associated with the Terminate function, you effectively remove the employee record for the corresponding employee, and the employee can no longer log in to the Pangea system. You should contact your system administrator to confirm whether an employee action is associated with the Terminate function before you perform the action. Additionally, if you perform an employee action associated with the Terminate function, but you want to consider the employee for rehiring, the terminated employee must create a new applicant portal login account and resubmit an online application. Employee Actions s Employee Actions Actions Displays a list of the available sequential actions for the employee. You can click the Action Name hyperlink to perform the corresponding action. The Actions list is sorted according to the ordered sequence of employee actions for managers to complete. If an action in the sequence is configured to be required, you must complete the action before you can proceed to the next action in the sequence. Completed actions display a Complete icon next to the Action Name hyperlink in the list. Page 104 of 335

105 Performing Employee Actions Anytime Actions Key Action History Form s To* Displays a list of actions that you can perform at any time during the post-hire employee action sequence. You can click the Action Name hyperlink to perform the corresponding action. Completed actions display a Complete icon next to the Action Name hyperlink in the list. Displays a description for the icons that display next to actions in the Actions list. Displays a list of details associated with all the completed actions performed for the employee, and includes the following fields: Action Date By User Displays the name of the employee action. Displays the date and time that the action was performed. Displays the user name of the manager or user that completed the action. Document Displays one of the following hyperlinks if the completed action includes a form collection or document for the applicant to complete: View PDF - Hyperlink you can click to view the PDF form attached to the completed action. View Form - Hyperlink you can click to view a summary of the completed form collection attached to the completed action on the Action Form Review pop-up. View Sent Files - Hyperlink you can click to view the employee background check documents sent to the GIS Document Manager system as a result of performing manual background checks or manually sending documents via actions for employees. Section that displays the documents and forms associated with the action and includes the following fields: Form Name Edit Form Displays the name of the document, PDF form, or form collection associated with the employee action. Icon used to open and complete the corresponding form collection or document within a new browser window or tab. Section that displays the notification templates associated with the action and includes the following fields. Name Edit Displays the name of the notification template associated with the employee action. Button used to review and edit the corresponding notification. The content of the notification is based on the template associated with the employee action. Confirm Checkbox used to indicate that you have reviewed and confirmed that the notification is accurate and ready to send. You must click the checkbox in order to enable the Complete button. Text field used to type the recipient s address. Page 105 of 335

106 CC BCC Subject* Insert Portal Link Body* HTML Editor Menu Text field used to type the address of the additional recipient that should receive a carbon copy of the notification. Text field used to type the address of the additional recipient that should receive a blind carbon copy of the notification. Text field used to type the subject line of the notification. Icon used to insert a hyperlink in the Body text area which allows the recipients to navigate to the Login page of the main Pangea portal. Rich text area that you can use to modify the body content for the notification. Menu that provides you with tools to modify content in the Body text area. The HTML Editor Menu utilizes the TinyMCE application to provide a platform independent web-based Javascript HTML WYSIWIG editor for the content in the Text area. Click the Help icon on the menu to view information on how to use TinyMCE. Save Document (s) for review Cancel If you draft content for the text area using a rich text document editor, such as Microsoft Word, and then copy and paste the content from the editor to the text area, TinyMCE attempts to automatically apply HTML formatting to the rich text. You should postpone performing any basic formatting as you draft and copy content in the rich text document editor. Once you are ready to paste your content, click Edit>Paste as text to enable plain text pasting, press CTRL+V to paste the content, and then use the HTML Editor Menu tools to format the content as necessary. Icon used to save your changes and update the notification. Section that displays the name of the PDF form associated with the employee action form collection. You can click the Review hyperlink to open and review the PDF form within a new browser window or tab. Button used to cancel performing the action and refresh the Employee Actions pop-up. Complete Button used to complete the action. * -indicates a required field. To View and Perform Employee Actions If you need to perform an action to initiate a manual background check order or send background check documents to Document Manager for the employee, you should refer to the procedural steps in the Performing a Manual Background Check for Employees or Sending Documents to Document Manager for Employees topics, respectively, instead of the following procedure. 1. From the Manage Employees tab on the Manager dashboard, search for and apply filters as necessary locate the employee for which you want to view or perform actions. 2. Click the corresponding View hyperlink under the Actions column for the employee. The Employee Actions pop-up displays. 3. Review the sequential employee actions in the Action List and Any Time Action List. If you do not need to perform actions, you have completed this procedure and can close the pop-up to return to the Home dashboard. If you need to perform actions, continue to the next step. Page 106 of 335

107 Performing a Manual Background Check for Employees 4. Click the Action Name hyperlink for the action you want to perform for the employee. If an notification, document, or form attachment is associated with the action you select to update, the Employee Actions pop-up refreshes to display the Form and s sections. Do one or more of the following as necessary: If an notification is associated with the action, click the Edit icon to review and update notifications as necessary, and then continue to Step 5. The Schedule Actions pop-up refreshes to display fields you can use to update the . If you do not need to review or update the , continue to Step 6. If the action you click is associated with documents or form collection attachments, click the Edit Form icon to complete the attachment in a new browser window or tab. Additionally, if the attachment consists of a form collection associated with a PDF form, once you complete the employee action form collection, the Employee Actions pop-up refreshes to display the Documents for review section. You can click the Review hyperlink from the Documents for review section to open and review the corresponding PDF form in a new window. If an notification is not associated with the action, documents and forms are not associated with the action, or if the template has been configured to prevent the sender from editing the body, you have completed this procedure. 5. Review the notification template. If you need to make changes to the notification, modify the address, subject, and body of the message as necessary and then click Save . If you do not need to make changes to the notification, continue to the next step. 6. Click the Confirm checkboxes for each you want to send and then click Complete to submit the notifications to the employee. PERFORMING A MANUAL BACKGROUND CHECK FOR EMPLOYEES Managers can utilize employee actions to complete various post-hire activities. One specific type of employee action that managers can perform for employees is a manual background check. Manual background check actions in Pangea differ from standard employee actions in that they allow you to leverage the equest+ screening and background check service to order products from a background check package. The equest+ products that you order when you perform a manual background check action for an employee may be optional or required based on the package configuration. Contact your system administrator for assistance with configuring employee background check packages. The employee for which you want to perform the manual background check action must have a Social Security Number and Date of Birth on record to properly order and process the manual background check. If the Social Security Number and Date of Birth values do not exist for the employee, you cannot complete the manual background check action. Additionally, when manually performing background check actions for employees, the manager must have a valid and active equest+ integrator account associated with their user account in order to complete the action. Contact your system administrator for assistance with associating equest+ integrator accounts with system user accounts for managers. Page 107 of 335

108 The employee actions that you have access to perform depend on the user role assigned to your user account. If the hyperlink for the manual background check action you need to perform displays as grayed out or with the Lacking Permissions icon on the Employee Actions pop-up, contact your system administrator to update the user role for your account. Employee Actions - Select Package s Select Package Section that displays the background check packages associated with the manual employee background check action and includes the following fields: Select Package Package Name Mandatory Products Optional Products Cancel Select Product Submit Radio button used to select the corresponding background package to include for the manual background check action. Displays the name of the background check package. List that displays the mandatory background check products to order for the package. List that displays the optional background check products that you can select to include for the manual background check action. Button used to cancel the manual background check action and refresh the Employee Actions pop-up. Checkboxes you can use to choose the products or services to include from the package for the background check order. The Select Product checkboxes display as disabled for mandatory background check products. Button used to apply the selected background check products and submit the manual background check action for the employee. Additional Optional section that displays fields you can use to type values or select options for custom Information reference fields to include with the manual background check order for the employee. The fields that display in this section derive from the Background Check Custom Attributes form that an administrator configures for your environment. Contact your system administrator for assistance with updating the Background Check Custom Attributes form. s Section that displays the notification templates associated with the manual background check action and includes the following fields. Name Edit Displays the name of the notification template associated with the employee action. Button used to review and edit the corresponding notification template. Confirm Checkbox used to indicate that you have reviewed and confirmed that the notification is accurate and ready to send. You must click the checkbox in order to enable the Complete button. Page 108 of 335

109 Performing a Manual Background Check for Employees Insert Portal Link To* CC BCC Subject* Body* HTML Editor Menu Icon used to insert a hyperlink in the Body text area which allows the recipients to navigate to the Login page of the main Pangea portal. Employees or managers can click the hyperlink from the to navigate to the main Pangea portal and conduct activities related to the background check order as necessary. Text field used to type the recipient s address. Text field used to type the address of the additional recipient that should receive a carbon copy of the notification. Text field used to type the address of the additional recipient that should receive a blind carbon copy of the notification. Text field used to type the subject line of the notification. Rich text area that you can use to modify the body content for the notification. Menu that provides you with tools to modify content in the Body text area. The HTML Editor Menu utilizes the TinyMCE application to provide a platform independent web-based Javascript HTML WYSIWIG editor for the content in the Text area. Click the Help icon on the menu to view information on how to use TinyMCE. If you draft content for the text area using a rich text document editor, such as Microsoft Word, and then copy and paste the content from the editor to the text area, TinyMCE attempts to automatically apply HTML formatting to the rich text. You should postpone performing any basic formatting as you draft and copy content in the rich text document editor. Once you are ready to paste your content, click Edit>Paste as text to enable plain text pasting, press CTRL+V to paste the content, and then use the HTML Editor Menu tools to format the content as necessary. Save Icon used to save your changes and update the notification. * -indicates a required field. To Perform a Manual Background Check Action for an Employee 1. From the Manager dashboard, search for and apply filters as necessary locate the employee for which you want to manually perform the background check action. 2. Click the corresponding View hyperlink under the Actions column for the employee. The Employee Actions pop-up displays. 3. Click the hyperlink for the manual background check action. One of the following occurs, depending on the configuration of the employee background check packages available for you to order: If a manual background check was previously performed for the employee, a confirmation message displays to inform you of the last date and time that the previous manual background check was ordered and confirms whether you want to perform an additional manual background check for the employee. Click OK. If there is only one employee background check package available, the package only includes manual equest+ products to order, and there are no notifications associated with the manual background check action, continue to Step 10. Page 109 of 335

110 If there is only one employee background check package available, the package only includes manual equest+ products to order, and one or more notifications are associated with the manual background check action, the Employee Actions pop-up refreshes to display the s sections and you can continue to Step 8. If multiple employee background check packages are available for you to order, or if any available package is configured to include optional equest+ products, the Employee Actions pop-up refreshes to display the Select Package section. Select Package 4. Click the Select Package radio button for the employee background package you want to include with the manual background check order. 5. Review the Mandatory Products list and then click the Select Product checkboxes in the Optional Products list to indicate the optional background check products you want to include with the manual background check order for the employee as necessary. 6. Select options or type values for any additional fields that display in the Additional Information section as necessary. 7. Click Submit. If there are no notifications associated with the manual background check action, continue to Step 10. If one or more notifications are associated with the manual background check action, the Employee Actions pop-up refreshes to display the s sections, and you can continue to the next step. 8. Review the notification template. If you need to make changes to the notification, modify the address, subject, and body of the message as necessary and then click Save . If you do not need to make changes to the notification, continue to the next step. 9. Click the Confirm checkboxes for each you want to send as necessary. 10. Click Complete to complete the employee background check action and send any related notifications regarding the action as necessary. Page 110 of 335

111 Sending Documents to Document Manager for Employees SENDING DOCUMENTS TO DOCUMENT MANAGER FOR EMPLOYEES You can manually send documents to the GIS Document Manager system during the post-hire employee action process. The GIS Document Manager system allows GIS background check specialists and support personnel to access background check documents associated with employee records. Employee background check documents consist of documents that are manually inserted as attachments to the Background Report for the employee, and that are intended to be available via the equest+ system. Background check documents can include: Documents that are uploaded as a result of performing actions during the post-hire employee action process. Documents that are uploaded by a system user via the Home, Manager, or Applicant dashboards. Documents that are uploaded, associated with task form collections, or otherwise completed by the employee during the post-hire task process. The file format for background check documents must consist of one of the following file formats: GIF, JPEG/JPG, PDF, TIFF/TIF, TXT, or XLS. Unlike background check documents that you send to the GIS Document Manager system when background check orders are automatically placed for applicants, employee background check documents are not automatically sent when you manually place background check orders for employees. With employee background check documents, managers must manually perform the Send Files action in order to send new background check documents or update existing background check documents for employees. The Send Files action consists of a static or system-defined action designed to allow you to manually choose the employee background check documents you want to forward to the GIS Document Manager system. The action you perform to send documents associated with an employee record to the GIS Document Manager may use a different title or name than "Send Files". Contact your system administrator if you need to confirm the title or name of the action used to send documents to the GIS Document Manager system. Documents Available for Document Manager s BGC Order Drop-down field used to select the background check order to associate with the documents you want to send to the GIS Document Manager system. The options available from the drop-down field consist of the equest+ Work Order ID number associated with the background check order for the employee. Check All Uncheck All Additionally, if you access the Documents Available for Document Manager section via the View Sent Files hyperlink from the Action History section of the Employee Actions pop-up, the BGC Order field only displays as inactive text instead of an active drop-down field, and includes the equest+ Work Order ID number associated with the background check order. Hyperlink used to select the Send checkboxes for all documents in the Documents section. Hyperlink used to deselect the Send checkboxes for all documents in the Documents section. Page 111 of 335

112 Documents Section that displays all employee background check documents available for you to send to the GIS Document Manager system. The section includes the following fields: Back Name Displays the name of the employee background check document. You can click the Name hyperlink to open and view the corresponding document. Type Displays the following descriptions used to indicate the source of the employee background check document: Task Document - Indicates that the document was uploaded and completed by the employee during the post-hire task completion process. Task Form - Indicates that the document consists of a PDF form associated with an employee task form collection that the employee fills out during the post-hire task completion process. Dashboard Attachment - Indicates that the document was manually uploaded by a system user via the Home, Manager, or Applicant dashboards. Action Document - Indicates that the document consists of an attachment for an employee action. Status Displays the following descriptions used to indicate the current transmission status of the employee background check document: Not Sent - Indicates that the document has not yet been sent to the GIS Document Manager system. Errored - Indicates that the document has not been sent to the GIS Document Manager system due to an issue or error. Queued - Indicates that the document has been queued for transmission to the GIS Document Manager system, but the transmission is not yet complete. Uploaded - Indicates that the document was successfully sent to the GIS Document Manager system. Status Date Last Sent By Displays the date and time of the last change in transmission status for the corresponding employee background check document. Displays the name of the hiring associate responsible for sending the document to the GIS Document Manager System. Select Checkbox used to select the document you want to send to the GIS Document Manager system. Button used to return to the Employee Actions pop-up. Send Button used to send the selected documents to the GIS Document Manager system. Selected Documents To Manually Send Documents to Document Manager for Employees 1. From the Manager dashboard, search for and apply filters as necessary locate the employee for which you want to send employee background check documents to the GIS Document Manager. Page 112 of 335

113 Viewing and Updating Qualifications and Credentials 2. Click the corresponding View hyperlink under the Actions column for the employee. The Employee Actions pop-up displays. 3. Click the hyperlink for the action used to send documents to the GIS Document Manager system. The Employee Actions pop-up refreshes to display the Documents Available for Document Manager section. The action used to send documents to the GIS Document Manager system displays as grayed out if a manual background check order has not been placed for the employee. Refer to the Performing a Manual Background Check for Employees topic for more information on how to perform actions to manually initiate employee background check orders. Employee Actions - Documents Available for Document Manager 4. Select the background check order to associate with the employee background check documents you want to send to the GIS Document Manager system from the BGC Order drop-down field. If you are unsure of the option to choose from the BGC Orders field, you can return the Manager dashboard and review the Background Report to confirm the background check information for the employee. 5. Select the Select checkbox for each employee document in the document list that you want to send to the GIS Document Manager system. You can also click the Check All hyperlink to select all available documents from the document list. 6. Click Send Selected Documents. VIEWING AND UPDATING 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 113 of 335

114 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. The credential management functionality may differ based on how your business or organization prefers to configure credentials, collect credential details and assign credentials to employees, and the method to apply when initially verifying and renewing credentials. Refer to the Understanding Credential Assignment, Verification, and Renewal topic for more information on this functionality. 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. Page 114 of 335

115 Viewing and Updating Qualifications and Credentials Employee Qualifications and Credentials s Displaying Assign Qualification/Credential 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. Assign Show Active Show Inactive Show Attained but not Assigned Qualification 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. Page 115 of 335

116 Status Assign Delete Credential State License No. Board Type Start Expiration 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. 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. Page 116 of 335

117 Viewing and Updating Qualifications and Credentials Status Assign Renew View 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. Hyperlink used to view details via the Employee Credential Details section for the corresponding credential in the Credential View list. Page 117 of 335

118 Edit Renewal Show/Hide Terminated Credentials 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. Page 118 of 335

119 Viewing and Updating Qualifications and Credentials Employee Credential Details Section that displays the following fields you can use to view information for the employee credential: Credential Displays the name of the credential. Status 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 reinitiate 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 119 of 335

120 State License Number Board Type 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. Start Date Displays the date by which the credential is set to become valid. Expiration Date Custom Attributes 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. Back to Button used to return to the initial Qualifications and Credentials Credential page. List Edit Button used to modify the credential via the Edit Employee Credential section. Page 120 of 335

121 Viewing and Updating Qualifications and Credentials Renewal History / Active Renewal Sections that includes the following fields which provide information from the credential renewal process for the credential: Date Started Date Completed Verification Status The start date for the initial verification or renewal process. The end date for the initial verification or renewal process. The current status of the initial verification or renewal process. Options are: Workflow In Progress - Indicates that the verification or renewal process is active. 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. Page 121 of 335

122 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 122 of 335

123 Viewing and Updating Qualifications and Credentials Active Renewal Tasks Section that includes the following fields which provide details for the renewal tasks associated with the credential: Task Status Assigned To 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 Due Displays the date by which the renewal task was assigned to the task assignee. Displays the due date for the renewal task. Page 123 of 335

124 Credential Change History 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. Change Date Status State License No. Board Type Start 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. Displays the license number associated with the renewal or revision record for the credential. Displays the medical board type associated with the renewal or revision record for the credential. 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. 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. Page 124 of 335

125 Viewing and Updating Qualifications and Credentials Edit Employee Credential Section that displays the following fields you can use to view information for the employee credential: Credential Status 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 125 of 335

126 State Code License Number 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. Board Type Drop-down field used to select the medical board type to associate with the credential. Start Date 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 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. Page 126 of 335

127 Viewing and Updating Qualifications and Credentials Custom Attributes Termination Reason Back to Credential List Save Terminate Credential 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. 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 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 127 of 335

128 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. 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 assign 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 128 of 335

129 Viewing and Updating Qualifications and Credentials 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 129 of 335

130 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 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: 4. Click OK. 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. 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. Page 130 of 335

131 Viewing and Updating Qualifications and Credentials 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. 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. A confirmation message displays to confirm whether you want to terminate the employee credential. 5. Click OK. The Edit Employee Credential section refreshes to display the Termination Reason dropdown field. 6. Select a reason for terminating the employee credential from the Termination Reason drop-down field. 7. Click Save. 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. Page 131 of 335

132 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 132 of 335

133 Understanding Credential Assignment, Verification, and Renewal 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 133 of 335

134 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 134 of 335

135 Understanding Credential Assignment, Verification, and Renewal 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 Page 135 of 335

136 4. PANGEA EMPLOYMENT ELIGIBILITY VERIFICATION (EEV) OVERVIEW The Pangea Employment Eligibility Verification (EEV) User Guide is the primary reference tool for ordering the General Information Services (GIS) EEV product, our web interface service to the Federal Government s E-Verify program. The purpose of this guide is to assist employers who are trying to verify employment eligibility for newly hired employees through E-Verify, utilizing the Pangea system and the GIS equest+ system. The Pangea EEV User Guide is not meant to be an instruction manual for the processes, legal requirements, or rules as set forth by the Department of Homeland Security (DHS) or the Social Security Administration (SSA). Please follow the advisements as stated by the DHS and the SSA with regard to any differences. The EEV product involves verification checks of both the Department of Homeland Security and the Social Security Administration databases through E-Verify and a direct link to the GIS equest+ system. The equest+ system utilizes the criteria set forth by those respective government agencies, specifically social security numbers, alien registration numbers and I-94 (arrival/departure) numbers, etc. to perform these verification checks. The process involves the initial order of a verification check followed by viewing the case results in a standardized report through the GIS equest+ system. Upon receipt of the results the employer will acknowledge, possibly refer, and resolve all cases. Requirements for Use The Department of Homeland Security (DHS) and the Social Security Administration (SSA) require that employers adhere to the following rules during the EEV ordering process in Pangea: Verification requests must not be made on employees hired before the Memorandum of Understanding (MOU) was signed. The verification process should not be used to re-verify employment authorization. The employee must be newly hired, unless the employer is a Federal Contractor with a contract containing the E-Verify clause that was signed after September 8, If this applies, contact your Account Manager to notate your account accordingly. The Form I-9 (Employment Eligibility Verification) must be completed prior to the verification request. This is the source document to perform the EEV/E-Verify order. Verification requests must be made within three business days of the start date for the employee. The employee start date is the date by which the employee starts work for pay. Verification requests must not be made selectively and should include all new hires. The verification process cannot be used for pre-screening purposes. Page 136 of 335

137 Ordering an Employment Eligibility Verification for an Employee ORDERING AN EMPLOYMENT ELIGIBILITY VERIFICATION FOR AN EMPLOYEE You can use the Confirm Start Date pop-up from the Manage Employees tab on the Manager dashboard to manually generate an Employment Eligibility Verification (EEV) order for an employee. EEV orders in Pangea involve a process by which employees provide proof of employment eligibility to supervisors, supervisors examine and verify documents or other resources employees provide as proof for employment eligibility, and managers place an EEV order through the equest+ system from the Manage Employees tab on the Manager dashboard. Additionally, if your business or organization automatically submits EEV orders, the EEV order is placed once the task reviewer successfully completes Section 2 of the Form I-9. The EEV ordering process in Pangea also differs if the employee indicates that they do not have a Social Security Number when completing Section 1 of the Form I-9 or if they provide the manager or task reviewer with a document receipt in lieu of an actual employment eligibility document for Section 2 of the Form I-9. Refer to the About Form I-9 SSN Pending and Document Receipt Workflows topic for more information on this functionality. Refer to the U.S Citizenship and Immigration Services Web site at for more information regarding Form I-9 and EEV or refer to the Pangea EEV Overview topic for more information on the overall process of submitting and completing EEV orders in the equest+ and E-Verify systems. The Order EEV permission must be active for the user role associated with your user account and your user account must be associated with an active equest+ integrator account in order to place an EEV order for an employee. Additionally, the EEV Status permission must be active for your user role in order to view the screening status of the EEV order from the EEV Status column and the EEV Report permission must be active for your user role in order to review details for the EEV order in the equest+ Employment Screening and Drug Testing system. If your user account does not meet these conditions, the Order and screening status hyperlinks may not display in the EEV Status column of the Manage Employees tab on the Manager dashboard. Contact your system administrator for assistance with updating the user role for your user account and associating your user account with an active equest+ integrator account. Additionally, employees must provide a valid Social Security Number in order for you to initiate an EEV order in the equest+ system. While employees can select the Applied for SSN checkbox from the Employee Certification page and managers or task reviewers can select the Receipt checkbox from the Verify I-9 Documents page during the Form I-9 completion process the Submit Order hyperlink does not display within the EEV Status column of the Manage Employees tab on the Manager dashboard under these circumstances. The reason for this is that you cannot initiate an EEV order for an employee if the employee does not provide a SSN during the Form I-9 Section 1 completion phase or if they provide a receipt for their SSN during the Form I-9 Section 2 completion phase. As a result, managers must reassign the task that includes the Form I-9 attachment to the employee once the employee receives their Social Security Card from the SSA to ensure that the required Social Security Number value is available for the employee to provide during the Form I-9 Section 1 completion phase. Page 137 of 335

138 Confirm Start Date Confirm Start Date s Employee Name Confirm Start Date* Overdue Reason Displays the name of the employee. Text field used to type the start date, in MM/DD/YYYY format, for the employee. If the start date for the employee occurs in the future, the date you select cannot exceed 365 days from the current system date. Drop-down field used to select a reason for exceeding the deadline for submitting the EEV order. Typically, employers must complete the Form I-9 and submit an EEV order within three business days of the start date for an employee. If the employer exceeds this deadline, the Overdue Reason drop-down field displays as a required field, and you must select an option from the Overdue Reason drop-down field when you place the EEV order. If you select the Other option from the drop-down field, the Other Reason field displays. Other Reason Order EEV Refer to the U.S Citizenship and Immigration Services Web site at for details on deadlines for completing Form I-9 and submitting EEV orders. Text field used to type details regarding the reason for exceeding the deadline for submitting the EEV order. This field is limited to 200 alphanumeric characters. Button used to place the EEV order in the equest+ system. * -indicates a required field. Adding Employees s Department Drop-down field used to select the department of the employees you want to locate. Reports to Me Location Checkbox used to indicate that the employees you want to locate report to you. Drop-down and text field used to select the location type and then type the name or other criteria for the location type. The Location text field refreshes to display as a drop-down field with values that match the criteria you type once you click Get, and you can select the location for the employees you want to locate from the drop-down field. Page 138 of 335

139 Ordering an Employment Eligibility Verification for an Employee Get Last Name Update Results Button used to submit your criteria and refresh the Location text field to display as a drop-down field with values that match your criteria. Text field used to type the last name of the manager associated with the employees you want to locate. Button used to update the Employees list based on your selected filter criteria. You must use the Department, Reports to Me, Location, or Last Name fields to select at least one type of filter criteria to apply before you click the Update Results button. Employees List used to select the employees to which you want to assign the task. You can press and hold the CTRL key and click multiple employees or hold the Shift key and then click to select a range of employees. Select All Done Getting Documents s Checkbox used to select all employees in the Employees list. Button used to add the selected employees from the Employees list to the Employees field on the preceding pop-up. Document Type Category Language Corporate Name Form Category Language Drop-down field used to select the document type of the documents you want to filter by. Drop-down field used to select the document category of the documents you want to filter by. Drop-down field used to select the language of the documents you want to filter by. Checkbox used to indicate whether you want to filter documents according to whether the document is a corporate document. Displays the name of the document. You can click the Name column hyperlink to attach the corresponding document to the task. Displays the category for the document. Displays the language setting for the document. The process of ordering an EEV for an employee involves the following procedures: Assigning a Task with a Form I-9 Attachment to an Employee Completing Section 1 of the Form I-9 Task Verifying Documents and Completing Section 2 of the Form I-9 Task Placing the EEV Order and Reviewing EEV Order Results Accessing the E-Verify Case from Pangea Page 139 of 335

140 The Placing the EEV Order and Reviewing EEV Order Results procedure is necessary if your business or organization manually submits EEV orders. If your business or organization automatically submits EEV orders, you should refer to Steps 4-5 of the Reviewing Employee Documents and Completing the Task with the Form I-9 Attachment procedure below to confirm the start date for the employee and choose an overdue reason for the EEV order as necessary before accepting the Form I-9 task. Additionally, in the event that you do not want to utilize the Pangea system to verify employment eligibility via the E-Verify system, you can deactivate the EnableEEV Metadata setting but still complete the Form I-9 to meet USCIS requirements. Under these circumstances, the Placing the EEV Order and Reviewing EEV Order Results and Accessing the E-Verify Case from Pangea procedures are not applicable. Contact your system administrator for assistance with deactivating the EnableEEV Metadata setting. If the employee has already completed the Form I-9 and you only need to reverify Form I-9 information for the employee, you should complete the Assigning a Task with a Form I-9 Attachment to an Employee procedure below and then refer to the Completing Section 3 of the Form I-9 topic for more information on reverifications. You can also send automated document expiration reminders and automatically assign the Form I-9 Section 3 completion task as the employment authorization or employment authorization document expiration date for employees that are eligible for reverification approaches. Contact your system administrator for assistance with configuring document expiration reminders and automated task profiles. Assigning a Task with a Form I-9 Attachment to an Employee 1. From the Home dashboard, do one of the following: If the task that includes the Form I-9 document as an attachment consists of a standard task from a task template, click the Assign task icon from the Tasks for My Review section on the Tasks tab and then continue to the next step. If a standard task that includes the Form I-9 document as an attachment is not available, click the Create ad-hoc task icon from the Tasks for My Review section on the Tasks tab to create a new ad hoc task and then continue to Step 3. Standard task templates allow you to group related tasks under a common process, such as benefits enrollment, for reuse to save valuable time as you assign tasks to employees. Ad Hoc tasks are available for one-time use only. Contact your system administrator for assistance if you are not sure whether a standard task that includes the Form I-9 document as an attachment currently exists. 2. From the Assign Tasks pop-up, select the task template you want to assign from the Task Template drop-down field. The Individual Task Scheduling list refreshes to display the individual standard tasks associated with the task template. Continue to Step From the Create Task page, type a unique name for the task in the Task Name field. 4. Click the Add button next to the Employees field. The Adding Employees pop-up displays. 5. Do one or more of the following to select criteria to locate the employees to which you want to assign tasks: Select the department of the employees you want to locate from the Department drop-down field. Click the Reports to Me checkbox to indicate that the employees you want to locate report to you. Page 140 of 335

141 Ordering an Employment Eligibility Verification for an Employee Select a location type option from the Location drop-down field, type the name or other criteria for the location type in the Location text field, and then click Get. The Location text field refreshes to display as a drop-down field with values that match the criteria you typed. Select the location for the employees you want to locate from the Location drop-down field. Type the last name, or a portion of the last name, of the employees you want to locate in the Last Name field. 6. Click Update Results. The Employees list refreshes to display the employees that match the criteria you selected. 7. Select the employees to which you want to assign the task template from the Employees list. You can press and hold the CTRL key and click multiple employees or hold the Shift key and then click to select a range of employees. You can also click the Select All checkbox to select all employees in the list. 8. Click Done. The Assign Tasks or Create Task page refreshes to display the names of the employees you selected in the Employees field. If you are creating an ad hoc task, continue to the next step. If you are assigning a standard task, continue to Step Type a description for the ad hoc task in the Description field. 10. Click the Browse button next to the Select Document field to attach the Form I-9 document to the task. The Getting Documents pop-up displays. 11. Do one or more of the following as necessary to locate the Form I-9 document you want to attach to the ad hoc task: Select the document type of the document from the Document Type drop-down field. Select the document category of the document from the Document Type drop-down field. Select the language setting of the document from the Language drop-down field. Click the Corporate checkbox to filter the Getting Documents list by corporate documents. The EEV ordering process is dependent upon utilizing a properly configured Form I-9 PDF form during the task assignment and completion processes. Contact your system administrator if you are not sure which document corresponds to the properly configured Form I-9 PDF form for your environment. 12. Click the Name column hyperlink for the corresponding document you want to attach to the task. The Create Task page refreshes and the Select Document field displays the name of the document you selected. 13. Type the due date, in MM/DD/YYYY format, for the task in the Due Date field. You can also click the Calendar icon to select the date you want. If you are assigning a standard task, repeat this step as necessary for each subsequent task in the list. If you are creating an ad hoc task, continue to Step 15, otherwise continue to the next step. 14. Select the employee type for which you want to assign the Form I-9 completion task from the Assignment Type drop-down field. If you select the Specific Employee option, select a lookup option from the Assign To drop-down field, type criteria for the employee in the Assign To text field, click Get, and then select the specific employee to which you want to assign tasks from the refreshed Assign To drop-down field as necessary. Page 141 of 335

142 15. Select the employee type of the employee you want to assign as the reviewer for the Form I-9 completion task from the Routing Type drop-down field. If you select the Specific Employee option, select a lookup option from the Route To drop-down field, type criteria for the employee in the Route To text field, click Get, and then select the specific employee that you want to assign to review and then accept tasks from the refreshed Route To drop-down field as necessary. 16. Click the Upon Completion Notify Manager checkbox to indicate whether you want to notify the manager associated with the employees you selected once the tasks are complete. 17. Click Submit. Reviewing Employee Documents and Completing the Task with the Form I-9 Attachment Once the employee receives the task that includes the Form I-9 document as an attachment, completes Section 1 of the Form I-9, and marks the task as complete, you can use the following procedure to review and confirm the employment eligibility documents that the employee provides and then accept the corresponding task: Once the employee receives the task that includes the Form I-9 document as an attachment and marks the task as complete, based on the options the employee selects for Section 1 of the Form I-9, you should contact the employee and request for them to supply you with copies of documents or resources which prove employment eligibility before you begin the following procedure. 1. 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. 2. Click the Document hyperlink for the Form I-9 document. 3. Based on the options the employee selects for Section 1 of the Form I-9 document and the documents or resources the employee provides as proof of employment eligibility, complete Section 2 of the Form I-9 document. If your business or organization automatically submits EEV orders, the Review Task Details pop-up refreshes to display the Confirm Start Date section, and you can proceed to the next step. If your business or organization manually submits EEV orders, continue to Step 6. Refer to the U.S Citizenship and Immigration Services Web site at for more information and guidelines regarding Section 2 of the Form I-9 document for Employment Eligibility Verification. Additionally, when supplying information for Section 2 of the Form I-9 document, if one of the documents that employees provide as proof for employment eligibility is a U.S. state-issued driver's license or ID card, you must type the official two-character abbreviation for the state in the Issuing authority form field from List B. For example, if the employee provides a driver's license from the South Carolina Department of Motor Vehicles, you should type "SC" as the value for the Issuing authority form field in List B of Section 2. Refer to the Official State Abbreviations page of the United States Postal Service Web site for more information regarding official two-character abbreviations for U.S. states. Page 142 of 335

143 Ordering an Employment Eligibility Verification for an Employee 4. Review the date that displays in the Confirm Start Date field. If the field does not display the correct start date for the employee, type the correct date, in MM/DD/YYYY format, for the employee. You can also click the Calendar icon to select the date. In the event that you exceed the deadline for submitting the EEV order, the Confirm Start Date section displays the Overdue Reason drop-down field, and you can proceed to the next step. If you have not exceeded the deadline for submitting the EEV order, continue to Step Select a reason for exceeding the deadline for submitting the EEV order from the Overdue Reason drop-down field as necessary. If you select the Other option from the Overdue Reason drop-down field, type details regarding the reason for exceeding the deadline in the Other Reason field. You can type a maximum of 200 alphanumeric characters in the Other Reason field. Typically, employers must complete the Form I-9 and submit an EEV order within three business days of the start date for an employee. If the employer exceeds this deadline, the Overdue Reason dropdown field displays as a required field, and you must select an option from the Overdue Reason dropdown field when you place the EEV order. 6. Review the information for the task. If you want to accept the task and the task requires you to provide an electronic signature and signature date, continue to the following step, otherwise continue to Step 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. 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. Click Accept Task to mark the task as accepted. The Form I-9 completion task is approved and routed accordingly. If your business or organization automatically submits EEV orders, once you accept the task, the EEV order is automatically placed for the employee. In the event that you exceed the deadline for submitting the EEV order, the Review Task Details pop-up refreshes to display the Confirm Start Date section, and you must provide a reason for the overdue order. The ability to automatically submit EEV orders is based on whether the EnableAutoOrderEEV Metadata setting is active. Contact your system administrator for assistance with activating the EnableAutoOrderEEV Metadata setting. The Reject Task button displays as inactive if the task consists of a Form I-9 completion task for which you are completing Section 2. Under these circumstances, if you need to avoid accepting the task, you must cancel the task and then reassign it to the employee. Contact your manager or system administrator for assistance with canceling Form I-9 tasks. Additionally, if you receive an error message indicating that the EEV order failed after clicking Accept Task, there may be an issue with the information in Section 1 or Section 2. Under these circumstances, you must use the Verify I-9 Documents page to update Section 2 in order to resolve the issue before you can accept the task and automatically submit the EEV order. If you receive an error message indicating that you must provide an account after clicking Accept Task, you should contact your system administrator for assistance. Page 143 of 335

144 Placing the EEV Order and Reviewing EEV Order Results Once the reviewer marks the task as complete, you can use the following procedure to initiate the EEV order from the Manage Employees tab of the Manager dashboard: The following procedure may not be applicable if your business or organization automatically submits EEV orders. Under these circumstances, once task reviewers successfully complete Section 2 of the Form I-9 and accept the task, the EEV order is automatically placed for the employee. In the event that you exceed the deadline for submitting the EEV order, the Review Task Details pop-up refreshes to display the Confirm Start Date section, and you must provide a reason for the overdue order by following Steps 4-5 of the previous procedure before you can click Accept Task on the Review Task Details pop-up. The ability to automatically submit EEV orders is based on whether the EnableAutoOrderEEV Metadata setting is active. Contact your system administrator for assistance with activating the EnableAutoOrderEEV Metadata setting. The EEV Status column displays with static "I-9 SSN Applied for" text if the employee selects the Applied for SSN checkbox when completing Section 1 of the Form I-9, or static "Pending Receipt" text if the manager selects the Receipt option when completing Section 2 of the Form I-9 to effectively indicate that the employee is awaiting their official SSN from the Social Security Administration or is awaiting their actual employment eligibility document information. Under these circumstances, you should refer to the About Form I-9 SSN Pending and Document Receipt Workflows topic for more information on how to proceed. 1. From the Manage Employees tab of the Manager dashboard, click the Submit Order hyperlink under the EEV Status column for the corresponding employee from the My Employees list. The Confirm Start Date pop-up displays. 2. Review the date that displays in the Confirm Start Date field. If the field does not display the correct start date for the employee, type the correct start date, in MM/DD/YYYY format, for the employee. You can also click the Calendar icon to select the date. 3. Select a reason for exceeding the deadline for submitting the EEV order from the Overdue Reason drop-down field as necessary. If you select the Other option from the Overdue Reason drop-down field, type details regarding the reason for exceeding the deadline in the Other Reason field. You can type a maximum of 200 alphanumeric characters in the Other Reason field. Typically, employers must complete the Form I-9 and submit an EEV order within three business days of the start date for an employee. If the employer exceeds this deadline, the Overdue Reason dropdown field displays as a required field, and you must select an option from the Overdue Reason dropdown field when you place the EEV order. 4. Click Order EEV. A message displays to indicate that the EEV order request was successful. If the Confirm Start Date pop-up does not display a message to indicate that the EEV order request was successful after you click Order EEV, this is likely due to an issue with invalid or incomplete information in the Form I-9 document. Under these circumstances, the Confirm Start Date pop-up refreshes to display error messages that provide details on why the order failed. Once you successfully place the EEV order, a View Status hyperlink displays in place of the Submit Order hyperlink from the EEV Status column for the corresponding employee from the My Employees list. You can click the View Status hyperlink to review details for the EEV order in the equest+ Employment Screening and Drug Testing system. The pop-up that displays includes the Background Report for the EEV order from the equest+ system. Refer to the Accessing the E-Verify Case from Pangea topic for more information on how to access and proceed with the EEV case within the GIS equest+ and E-Verify systems. Page 144 of 335

145 Completing Section 1 of the Form I-9 COMPLETING SECTION 1 OF THE FORM I-9 The Employee Certification page allows employees to provide information regarding proof of employment eligibility to supervisors. Employees can use the Employee Certification page to provide their basic information and proof of their employment eligibility during the Employment Eligibility Verification (EEV) ordering process. Employees can access the Employee Certification page by clicking the Document hyperlink from the Task Details pop-up when completing tasks. Refer to the U.S Citizenship and Immigration Services Web site at for more information regarding Form I-9 and EEV. Page 145 of 335

146 Employee Certification Page 146 of 335

147 Completing Section 1 of the Form I-9 Employee Certification s instructions Check here if you have no First Name First Name (Given Name),* Middle Initial, Last Name (Family Name)* Other Last Names Used* Check here if you have had no Other Last Names Address* Apartment / Unit # Country* Hyperlink used to access the official instructions for the Form I-9. Checkbox used to indicate that you do not have a first name. The First Name (Given Name) field refreshes to display as a disabled field with a default value of "Unknown" if you select the Check here if you have no First Name checkbox. Text fields used to type your first, middle, last, and maiden name information. Once you complete the Employee Certification page and click Save, you must re-type the values you type for the First Name, Middle Initial, and Last Name fields as your electronic signature in the Enter Name field from the Finalizing section of the Task Details pop-up. Text field used to type any other legal names by which you have been known. For example, if you have a maiden name associated with your name, you can type the maiden name in the Other Last Names Used field. You can select the Check here if you have had no Other Last Names checkbox if there are no other names by which you have been known. Checkbox used to indicate that you do not have any other names by which you have been known. The Other Last Names Used field refreshes to display as a disabled field with a default value of "N/A" if you select the Check here if you have had no Other Last Names checkbox. Text field used to type your street address. Text field used to type the apartment or unit number for your residence address. Drop-down field used to indicate the country of your residence address. If you are a border commuter from Canada or Mexico, you can select the Canada or Mexico options from this field. City or Town* Text field used to type the city associated with your current address. If you select the Canada option from the Country field, the City or Town field refreshes to display a label of City or Province, and you can type the name of your city or province in this field. If you select the Mexico option from the Country field, the City or Town field refreshes to display a label of City and State, and you can type the name your city and state in this field. State* Zip Code* Drop-down field used to select the state associated with your current address. If you select the Canada or Mexico options from the Country field, the State field does not display. Text field used to type the postal code associated with your current address. If you select the Canada option from the Country field, the value you type must match the Canadian postal code format as "A#A #A#". Date of Birth* Text field used to type your date of birth. You can also click the Calendar icon to select the date you want. Page 147 of 335

148 Applied for SSN Checkbox used to indicate that you do not have a Social Security Number. You can select this checkbox to remove the required field validation from the SSN and Re-enter SSN fields in the event that you have formally applied for your Social Security Card with the U.S. Social Security Administration (SSA), but have not yet received your Social Security Number from the SSA. When employees select the Applied for SSN checkbox, this impacts the ability to place the EEV order. Refer to the Refer to the About Form I-9 SSN Pending and Document Receipt Workflows topic for more information on this functionality. SSN#** Re-enter SSN#** Employee's Address The Applied for SSN checkbox only displays if the I9SSNRequired Metadata setting is currently set to FALSE. Contact your system administrator for assistance with updating the I9SSNRequired Metadata setting. Text fields used to type your Social Security Number. As you type characters for the beginning 3-digit, middle 2-digit, and last 4-digit fields, your cursor automatically moves to the next field. Text fields used to re-type and confirm your Social Security Number. As you type characters for the beginning 3-digit, middle 2-digit, and last 4-digit fields, your cursor automatically moves to the next field. Text field used to type your address. The Employee's Address is an optional field on the Employee Certification page, but if you provide your address when completing Section 1 of the Form I-9, the value you type serves as the primary means for DHS, USCIS, or the SSA to contact you as necessary in regard to your employment eligibility verification. Employee's Telephone Number I attest, under penalty of perjury, that I am* Alien Work Until Date Check here if the work until date is not applicable Additionally, if you did not previously provide a secondary address via the 2 field on the Employee Datasheet page, or if the current 2 field value does not match the value you type, the Pangea system is designed to automatically apply the address you type as the 2 field value for your Employee Datasheet once task reviewers complete Section 2 of the Form I-9 and accept the task. Text field used to type your phone number. Radio buttons used to indicate the current citizenship status for the employee. Refer to the U.S Citizenship and Immigration Services Web site at for more information regarding U.S. citizenship statuses. Text field used to type the Alien Work Until Date associated with your U.S. citizenship. You do not have to provide a value for the Alien Work Until Date field if you select the subsequent Check here if the work until date is not applicable checkbox. Checkbox used to indicate that the Alien Work Until Date is not applicable for your U.S. citizenship. If you select this checkbox, the previous Alien Work Until Date field displays as inactive. Page 148 of 335

149 Completing Section 1 of the Form I-9 Permanent Resident Number Type* Alien Work Number Type Alien Registration Number* USCIS Number* Form I-94 Admission Number* Foreign Passport Number* Country Of Issuance* Radio buttons used to indicate the type of permanent resident number you want to provide. Options are: Alien Registration Number - Indicates you want to provide the 9-digit Alien Registration Number associated with your U.S. citizenship as your permanent resident number. When you select the Alien Registration Number radio button, the Employee Certification page refreshes to display the Alien Registration Number text field. USCIS Number - Indicates you want to provide the 9-digit USCIS number associated with your U.S. citizenship as your permanent resident number. When you select the USCIS Number radio button, the Employee Certification page refreshes to display the USCIS Number text field. Radio buttons used to indicate the type of alien work number you want to provide. Options are: Alien Registration Number - Indicates you want to provide the 9-digit Alien Registration Number associated with your U.S. citizenship as your alien work number. When you select the Alien Registration Number radio button, the Employee Certification page refreshes to display the Alien Registration Number text field. USCIS Number - Indicates you want to provide the 9-digit USCIS number associated with your U.S. citizenship as your alien work number. When you select the USCIS Number radio button, the Employee Certification page refreshes to display the USCIS Number text field. Form I-94 Admission Number - Indicates you want to use the Form I-94 Admission Number associated with your U.S. citizenship as your alien work number. When you select the Form I-9 Admission Number radio button, the Employee Certification page refreshes to display the Form I-94 Admission Number field. Foreign Passport Number - Indicates you want to use your foreign passport as your alien work number. When select the Foreign Passport Number radio button, the Employee Certification page refreshes to display the Foreign Passport Number and Country of Issuance fields. Text field used to type the 9-digit Alien Registration Number associated with your U.S. citizenship. The Alien Registration Number field displays with a preceding "A" character by default. Text field used to type the 9-digit USCIS number associated with your U.S. citizenship. Text field used to type the 11-digit Admission Number associated with your U.S. citizenship. Text field used to type the 6-12 character passport number for your foreign passport. Drop-down field used to select the country of issuance for your foreign passport. Page 149 of 335

150 Click here for details / Hide Special Rules I am a minor with no identity documents I am a special placement with no identity documents I have read and agree with the certification statement above* Has this form been prepared by a person other than you?* How many preparers or translators?* Hyperlink used to toggle showing or hiding details for the special EEV rules which apply to individuals that are under 18 years of age or handicapped. Checkbox used to indicate that you are a minor and that you do not currently have documents as proof of employment eligibility. Under these circumstances, a parent or legal guardian must complete Section 1 of the Form I-9. Checkbox used to indicate that you are being placed in this job by a nonprofit organization or as part of a rehabilitation program and do not have a document that confirms your identity. Checkbox used to indicate that you understand the Form I-9 certification statement. You must select this checkbox in order to complete Section 1 of the Form I-9. Yes or No radio buttons that you can use to indicate whether the Form I-9 information is being prepared or provided by a person other than the employee to which the Form I-9 task has been assigned. If you select the Yes radio button for this field, How many preparers or translators? field displays. Drop-down field used to indicate the number of preparers or translators that assisted the employee in preparing or providing Form I-9 information. When you select an option from this field, the Employee Certification page refreshes to display multiple sections for each preparer or translator. The option you select determines the number of separate sections that display within the Preparer and / or Translator Certification section. Page 150 of 335

151 Completing Section 1 of the Form I-9 Preparer and/or Translator Certification Save Sections that display the following fields that preparers or translators can use to indicate their acknowledgment and consent of the Form I-9 terms: I attest, under penalty of perjury, that I have assisted in the completion of this form and that to the best of my knowledge the information is true and correct.* Signature* Address* Date Signed Checkbox used to indicate that you understand the terms of the Form I-9. Text fields used to type your first and last name as your electronic signature. Text fields used to type the City, State, and ZIP code or postal code associated with your current address. Displays the current date as your electronic signature date. You cannot modify the value for this field. Button used to save your changes and close the Employee Certification page. * -indicates a required field. ** - The SSN and Re-enter SSN fields display as required fields if the Value for the I9SSNRequired Metadata setting is currently set to TRUE. Contact your system administrator for assistance with updating the I9SSNRequired Metadata setting. To Complete Section 1 of the Form I-9 1. From the My Open Tasks section of the Tasks tab on the Home dashboard, click the hyperlink for the task associated with the Form I-9 document. 2. Review the task description and details on the Task Details pop-up and then click the Document hyperlink from the Required Documents section. The Employee Certification page displays. 3. Type your name information in the First Name, Middle Initial, and Last Name fields. You can select the Check here if you have no First Name checkbox if you do not have a first name. 4. Do one of the following based on whether you have any other names to provide, such as your maiden name: Type any other names by which you have been known in the Other Last Names Used field. Select the Check here if you have had no Other Last Names checkbox to indicate that there are no other names by which you have been known. 5. Type your street address in the Address field and then type the apartment or unit number for your residence address in the Apartment / Unit # field as necessary. 6. Do one of the following to choose your country of residence and provide address information: Page 151 of 335

152 Select the United States option if your residence address is in the United States and then continue to the next step. Select the Canada option if you are a border commuter from Canada, type the name of your city or province in the City or Province field, and then proceed to Step 10. Select the Mexico option if you are a border commuter from Mexico, type the name of your city and state in the City and State field and proceed to Step Type the name of the city or town associated with your residence address in the City or Town field. 8. Select the state associated with your residence address from the State drop-down field. 9. Type the postal code associated with your current address in the Zip Code field. If you selected the Canada option from the Country field, the value you type must match the Canadian postal code format as "A#A #A#". 10. Type your date of birth in the Date of Birth field. You can also use the Calendar icon to choose your birth date. 11. Do one of the following as necessary based on whether you are able to provide Social Security Number information: Select the Applied for SSN checkbox to indicate that you do not have a Social Security Number. Type your social security number in the SSN# field and then re-type your social security number in the Re-enter SSN# field. 12. Type your address in the Employee's Address field as necessary. The Employee's Address is an optional field on the Employee Certification page, but if you provide your address when completing Section 1 of the Form I-9, the value you type serves as the primary means for DHS, USCIS, or the SSA to contact you as necessary in regard to your employment eligibility verification. 13. Type your phone number in the Employee's Telephone Number field as necessary. 14. Choose the radio button for your current citizenship status from the I attest, under penalty of perjury, that I am field. 15. Do one of the following based on the citizenship status radio button you selected from the I attest, under penalty of perjury, that I am field in the previous step: If you selected the A citizen of the United States or A noncitizen national of the United States radio button, continue to Step 22. If you selected the A lawful permanent resident radio button, select the radio button for the permanent resident number type you want to provide from the Permanent Resident Number Type field. If you select the Alien Registration Number radio button, continue to Step 18. If you select the USCIS Number radio button, continue to Step 19. Page 152 of 335

153 Completing Section 1 of the Form I-9 If you selected the An alien authorized to work radio button, do one of the following depending on whether an Alien Work Until Date is associated with your U.S. citizenship: Type the Alien Work Until Date associated with your U.S. citizenship, in MM/DD/YYYY format, in the Alien Work Until Date field as necessary and then continue to the next step. You can also click the calendar icon to select the date. Click the Check here if the work until date is not applicable checkbox if you do not have an Alien Work Until Date associated with your U.S. Citizenship and then continue to the next step. 16. Do one of the following based on the alien work number you want to provide: Select the Alien Registration Number radio button from the Alien Work Number Type field and then continue to the next step. Select the USCIS radio button from the Alien Work Number Type field and then proceed to Step 19. Select the Form I-94 Admission Number radio button from the Alien Work Number Type field and then proceed to Step 20. Select the Foreign Passport Number radio button from the Alien Work Number Type field and then proceed to Step Type the 9-digit alien registration number associated with your U.S. citizenship in the Alien Registration Number field. The Alien Registration Number field displays with a preceding "A" character by default. 18. Type the 9-digit USCIS number associated with your U.S. citizenship in the USCIS Number field. 19. Type the 11-digit Admission Number associated with your U.S. citizenship in the Form I-94 Admission Number field. 20. Type the 6-12 character passport number for your foreign passport in the Foreign Passport Number field and then select the select the country of issuance for your foreign passport from the Country of Issuance drop-down field. 21. Do one of the following as necessary if you are under 18 years of age or handicapped: If you are under the age of 18 and you do not have an employment eligibility document, click the Click here for details hyperlink and then select the I am a minor with no identity documents checkbox. If you are currently handicapped and you meet the conditions that display in the Handicapped (Special Placement) section, click the Click here for details hyperlink and then select the I am a special placement with no identity documents checkbox. 22. Select the I have read and agree with the certification statement above checkbox to indicate that you understand the Form I-9 certification statement. 23. Select the Yes or No radio buttons to indicate whether you are preparing, translating, or completing Section 1 of the Form I-9 for the employee. If you select Yes, proceed to the next step. If you select No, continue to Step 27. Page 153 of 335

154 24. Select the number of preparers or translators for the employee from the How may preparers or translators? drop-down field. The Preparer and/or Translator section refreshes to display separate sections based on the number option you select. 25. Select the I attest, under penalty of perjury, that I have assisted in the completion of this form and that to the best of my knowledge the information is true and correct checkbox, type your name in the Signature field, and then type your current address, including city, state, and ZIP code in the Address field. Repeat this step for each separate preparer or translator section that displays in the Preparer and/or Translator sections. 26. Click Save. 27. From the Task Details pop-up, type your first and last name as your electronic signature in the Enter Name field and then type the current date, in MM/DD/YYYY format, as the electronic signature date in the Select Today's Date field. You can also click the Calendar icon to select the date. The value you type for the Enter Name field must match the values you typed in the First Name, Middle Initial, and Last Name fields during Step 3. If the name associated with your employee profile differs from the name values you provided when completing Step 3 and you attempt to type the name associated with your employee profile in the Enter Name field instead, an error message displays, indicating that the value does not match the name you provided via the Employee Certification page. 28. Click View to view or print a preview of the information from Section 1 within the Form I-9 PDF template as necessary. 29. Click Task Completed. Once you complete Section 1 of the Form I-9, it is your responsibility to provide your employer with documents that prove your employment eligibility. Refer to the U.S Citizenship and Immigration Services Web site at or the USCIS Official Handbook for Employers available from the USCIS Web site at for more information regarding documents that are acceptable for employment verification. COMPLETING SECTION 2 OF THE FORM I-9 The Verify I-9 Documents page allows supervisors to complete Section 2 of the Form I-9. You can use the Verify I-9 Documents page to specify details regarding the documents that employees provide as proof of employment eligibility after they complete Section 1 of the Form I-9 during the Employment Eligibility Verification (EEV) ordering process. Refer to the U.S Citizenship and Immigration Services Web site at for more information regarding Form I-9 and EEV. Page 154 of 335

155 Completing Section 2 of the Form I-9 If employees provide any of the following documents for employment eligibility, you should scan the document and then upload the document to the employee record or attach the document as an employee task document: U.S. Passport or U.S. Passport Card Permanent Resident Card or Alien Registration Receipt Card (Form I-551) Employee Authorization Document that contains a photograph (Form I-766) Refer to the Upload and Attach Employee Task Documents procedure in the Viewing and Uploading Employee Documents and Forms topic for more information on how to attach employment eligibility documents to Form I-9 completion tasks. Additionally, in the event that you do not want to utilize the Pangea system to verify employment eligibility via the E-Verify system, you can deactivate the EnableEEV Metadata setting to avoid ordering the EEV but still allow employees to complete the Form I-9 to meet USCIS requirements. Contact your system administrator for assistance with deactivating the EnableEEV Metadata setting. Verify I-9 Documents s Verify I-9 Documents Show/Hide Show help/hide help View the Handbook for Employers Hyperlink used to show or hide details of the information that the employee provides when completing Section 1 of the Form I-9. Buttons used to show or hide additional instructions for Section 2 of the Form I-9. Hyperlink used to access the M-274 Handbook for Employers as stored on the U.S Citizenship and Immigration Services Web site. Page 155 of 335

156 List A, List B & C Radio buttons used to indicate whether you want to provide details for one List A document or one document from List B and one document from List C. Page 156 of 335

157 Completing Section 2 of the Form I-9 List A Document, List B Document, List C Document Sections that display the following fields you can use to provide details regarding the documents that employees provide as proof of employment eligibility: Receipt Document title Checkbox used to indicate that the employee has applied for the corresponding employment eligibility document. You should only select this option if the employee cannot supply a specific document or form number and provides sufficient evidence that they have formally applied for the document. Refer to the About Form I-9 SSN Pending and Document Receipt Workflows topic for more information on this functionality. It is important to note that not all Section 2 documents may qualify as document receipts. Refer to the U.S Citizenship and Immigration Services Web site at or the USCIS Official Handbook for Employers available from the USCIS Web site at for more information regarding qualified document receipts. Additionally, if you select the Receipt checkbox for a List A, List B, or List C employment eligibility document on the Verify I-9 Documents page, once you accept the corresponding task, the Submit Order hyperlink does not display within the EEV Status column of the Manage Employees tab on the Manager dashboard. In this case, the EEV Status column displays static "Pending Receipt" text. Similarly, if employees select the Applied for SSN checkbox during the Form I-9 Section 1 completion phase, the EEV Status column displays static "I-9 SSN Applied for" text. The reason for these statuses is that you cannot initiate an EEV order for an employee if the employee does not provide a SSN during the Form I-9 Section 1 completion phase or if they provide a document receipt for their employment eligibility document during the Form I-9 Section 2 completion phase. Drop-down field used to select the employment eligibility document type. If you select the Driver's License issued by state/territory or ID card issued by state/territory option, the Issuing Authority field displays as a drop-down field. Country of Issuance Additionally, if you select the Receipt checkbox, the Document title drop-down field refreshes to only include options for eligible document receipts. Drop-down field used to select the country of issuance for a foreign passport-related employment eligibility document. Page 157 of 335

158 Issuing Authority Text field used to type the name of the issuing authority or organization related to the employment eligibility document. If you select the Driver's License issued by state/territory or ID card issued by state/territory option from the Document title field, the Issuing Authority field displays as a drop-down field. Document #, Card #, Form Number Additionally, depending on the option you select from the Document title field, the Issuing Authority field may automatically populate the default issuing authority based on the document type. Under these circumstances, you cannot modify the default value for the Issuing Authority field. Text field used to type the identification number, document number, card number, or specific form number for the employment eligibility document. Expiration Text field used to type the expiration date, in MM/DD/YYYY format, for Date, the employment eligibility document. You can also click the calendar icon Form to select the date you want. If you select the Receipt checkbox and Expiration choose a document receipt from the Document title field, the Expiration Date, Date field refreshes to display a date that is 90 days from the current start Passport date for the employee by default. Expiration Date Additional Information Start Date You must indicate the Issuing Authority if you select the Driver's License issued by state/territory or ID card issued by state/territory option for the Document title field from the List B section. Text area used to provide additional information required for the Form I-9 as necessary. Refer to the USCIS Official Handbook for Employers available from the USCIS Web site at for more information regarding required additional information for Section 2 of the Form I-9. Date field used to select the original start date for the employee. If the start date for the employee occurs in the future, the date you select cannot exceed 365 days from the current system date. I have read and Checkbox used to indicate that you understand the Form I-9 certification statement. You agree with the must select this checkbox in order to complete Section 2 of the Form I-9. certification statement above* Submit * -indicates a required field. Button used to save your changes and close the Verify I-9 Documents page. Page 158 of 335

159 Completing Section 2 of the Form I-9 To Complete Section 2 of the Form I-9 Once the employee receives the task that includes the Form I-9 document as an attachment and marks the task as complete, based on the options the employee selects for Section 1 of the Form I-9, you should contact the employee and request for them to supply you with copies of documents or resources which prove employment eligibility before you begin the following procedure. Additionally, if you receive the Form I-9 completion task as a result of a task reviewer previously indicating a document receipt when initially completing Section 2 of the Form I-9 for the employee, the Verify I-9 Documents page displays as pre-populated with the information the task reviewer previously provided. In this case, you must provide the actual document information for the employment eligibility documents in order to replace the document receipt, and if applicable, submit the EEV order. 1. From the Tasks for My Review section on the Tasks tab of the Home dashboard, click the hyperlink for the task associated with the Form I-9 document from the Tasks tab. The Review Task Details pop-up displays. 2. Review the task description and details on the Review Task Details pop-up and then click the Document hyperlink. The Verify I-9 Documents page displays. 3. Do one of the following as necessary, depending on the type of documents that the employee provides as proof of employment eligibility: If the employee provides a List A document, select the List A radio button. The List A Document section displays. If the employee provides a List B document and a List C document, select the List B & C radio button. The List B Document and List C Document sections display. 4. Select the Receipt checkbox to indicate that the employee has provided a document receipt in lieu of the actual employment eligibility document as necessary. 5. Select the employment eligibility document type from the Document title drop-down field, type the name of the issuing authority or organization related to the document in the Issuing Authority field, type the identification number, document number, card number, or specific form number in the Document # field, and then type the expiration date for the document in the Expiration Date field as necessary. Repeat this step as necessary using the fields in the List C Document or List B Document sections if you selected the List B & C radio button in the previous step. You must indicate the Issuing Authority if you select the Driver's License issued by state/territory or ID card issued by state/territory option for the Document title field from the List B section. Additionally, if the employee is under the age of 18 and cannot provide employment eligibility documents, you should select the Individual under 18 option from the Document list drop-down field in the List B section. Similarly, if the employee indicates that are currently handicapped and meet the conditions that display in the Handicapped (Special Placement) section of the Employee Certification page when completing Section 1 of the Form I-9, you should select the Special Placement option from the Document list drop-down field in the List B section. Page 159 of 335

160 You should only include details for a List A document if the employee provides an employment eligibility document that matches a document type from the Document title drop-down field in the List A section. If the employee does not provide a document which matches a document type from the Document title drop-down field in the List A section, then the employee must provide one List B document and one List C document. Refer to the U.S Citizenship and Immigration Services Web site at the USCIS Official Handbook for Employers available from the USCIS Web site at or the Form I-9 Acceptable Document Quick Reference topic for more information regarding documents that are acceptable for employment verification. 6. Type additional information required for the Form I-9 as necessary in the Additional Information field. 7. Modify the value for the Start Date field as necessary and then select the I have read and agree with the certification statement above checkbox. 8. Click Submit. 9. Do one of the following as necessary: If your business or organization either does not submit EEV orders from Pangea or manually submits EEV orders, continue to Step 12. If your business or organization automatically submits EEV orders, continue to the next step. 10. From the Confirm Start Date section of the Review Task Details pop-up, review the date that displays in the Confirm Start Date field. If the field does not display the correct start date for the employee, type the correct date, in MM/DD/YYYY format, for the employee. You can also click the Calendar icon to select the date. In the event that you exceed the deadline for submitting the EEV order, the Confirm Start Date section displays the Overdue Reason drop-down field, and you can proceed to the next step. If you have not exceeded the deadline for submitting the EEV order, continue to Step Select a reason for exceeding the deadline for submitting the EEV order from the Overdue Reason drop-down field as necessary. If you select the Other option from the Overdue Reason drop-down field, type details regarding the reason for exceeding the deadline in the Other Reason field. You can type a maximum of 200 alphanumeric characters in the Other Reason field. Employers must complete the Form I-9 and submit an EEV order within three business days of the start date for an employee. If the employer exceeds this deadline, the Overdue Reason drop-down field displays as a required field, and you must select an option from the Overdue Reason drop-down field when you place the EEV order. 12. From the Review Task Details pop-up, type your name as your electronic signature in the Enter First and Last Name field and then type the current date, in MM/DD/YYYY format, as the electronic signature date in the Select PDF Signing Date field. You can also click the Calendar select the date. icon to 13. Type any review notes related to the task that you want to make available to the employee in the Notes to Employee field. 14. 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. Page 160 of 335

161 About Form I-9 SSN Pending and Document Receipt Workflows 15. Click View to view or print a preview of the information from Section 2 within the Form I-9 PDF template as necessary. 16. Click Accept Task to mark the task as accepted. The task is approved and routed accordingly. If your business or organization automatically submits EEV orders, once you accept the task, the EEV order is automatically placed for the employee. In the event that you exceed the deadline for submitting the EEV order, the Review Task Details pop-up refreshes to display the Confirm Start Date section, and you must provide a reason for the overdue order. The ability to automatically submit EEV orders is based on whether the EnableAutoOrderEEV Metadata setting is active. Contact your system administrator for assistance with activating the EnableAutoOrderEEV Metadata setting. The Reject Task button displays as inactive if the task consists of a Form I-9 completion task for which you are completing Section 2. Under these circumstances, if you need to avoid accepting the task, you must cancel the task and then reassign it to the employee. Contact your manager or system administrator for assistance with canceling Form I-9 tasks. Additionally, if you receive an error message indicating that the EEV order failed after clicking Accept Task, there may be an issue with the information in Section 1 or Section 2. Under these circumstances, you must use the Verify I-9 Documents page to update Section 2 in order to resolve the issue before you can accept the task and automatically submit the EEV order. If you receive an error message indicating that you must provide an account after clicking Accept Task, you should contact your system administrator for assistance. If your business or organization manually submits EEV orders, once you accept the task, you can manually place the EEV order for the employee. Refer to the Placing the EEV Order and Reviewing EEV Order Results procedure of the Ordering an Employment Eligibility Verification for an Employee topic for more information on how to place the EEV order. ABOUT FORM I-9 SSN PENDING AND DOCUMENT RECEIPT WORKFLOWS The Pangea Electronic Form I-9 and Employment Eligibility Verification (EEV) Ordering process slightly differs when employees indicate a pending Social Security Number (SSN) and when managers or task reviewers receive document receipts for employment eligibility documents. If your business or organization utilizes the Pangea system to place the EEV order, the E-Verify system requires an SSN to properly validate the employment eligibility information for employees. Similarly, while managers or task reviewers can accept a document receipt in lieu of an employment eligibility document, the E-Verify system requires the actual document information to validate employment eligibility before you can place the EEV order. PENDING SOCIAL SECURITY NUMBER FOR FORM I-9 SECTION 1 When employees work to complete Section 1 of the Form I-9, if the Value for the I9SSNRequired Metadata setting is currently set to FALSE, the SSN and Re-enter SSN fields do not display as required and the Applied for SSN checkbox displays on the Employee Certification page. The Applied for SSN checkbox allows employees to indicate that they do not have an SSN. Employees can select this checkbox to remove the required field validation from the SSN and Re-enter SSN fields in the event that they have formally applied for their Social Security Card with the U.S. Social Security Administration (SSA), but have not yet received your Social Security Number from the SSA. If employees indicate that they do not have an SSN when completing Section 1 of the Form I-9, once managers or task reviewers complete Section 2 of the Form I-9, the EEV Status column on the Manage Employees tab of the Manager dashboard displays a value of "I-9 SSN Applied for" for the employee. The "I-9 SSN Applied for" value effectively indicates that the EEV order cannot be placed until the employee properly receives their card and then provides their SSN via the Form I-9. Page 161 of 335

162 Under these circumstances, you should assign an additional Form I-9 completion task to the employee so they can record their SSN via Section 1 of the new Form I-9 task. Once the employee supplies their SSN, completes Section 1 of the Form I-9, and then the manager or task reviewer completes Section 2 of the Form I-9, the "I-9 SSN Applied for" value no longer displays in the EEV Status column and you can automatically or manually place the EEV order for the employee. The SSN and Re-enter SSN fields display as required fields if the Value for the I9SSNRequired Metadata setting is currently set to TRUE. Contact your system administrator for assistance with updating the I9SSNRequired Metadata setting. VERIFYING DOCUMENTS WITH PENDING RECEIPTS FOR FORM I-9 SECTION 2 When managers or task reviewers work to complete Section 2 of the Form I-9, they may receive a document receipt for an employment eligibility document from the employee. Document receipts effectively indicate that the employee has applied for, but has not yet received, a corresponding employment eligibility document. You can select the Receipt checkbox on the Verify I-9 Documents page when completing Section 2 of the Form I- 9 to effectively indicate that the employee provided a receipt for the List A, List B, or List C employment eligibility document. However, you should only select this option if the employee cannot supply a specific document or form number and provides sufficient evidence that they have formally applied for the document. Additionally, not all Section 2 documents may qualify for document receipts. Refer to the U.S Citizenship and Immigration Services Web site at for more information regarding qualified document receipts. If employees provide a document receipt in lieu of an actual employment eligibility document and you select the Receipt option for the List A, List B, or List C employment eligibility document in Section 2 of the Form I-9, once you successfully accept the Form I-9 task, the EEV Status column on the Manage Employees tab of the Manager dashboard for the employee displays a value of "Pending Receipt". The "Pending Receipt" value effectively indicates that the EEV order cannot be placed because the employee provided a document receipt instead of the actual employment eligibility document information to the manager or task reviewer. Under these circumstances, you should assign an additional Form I-9 completion task to the employee. Unlike the Pending SSN for Section 1 workflow, when you reassign the Form I-9 completion task to an employee that originally provided a document receipt, the task is automatically routed to the manager or task reviewer instead of the employee. The reason for this routing difference is to allow the manager or task reviewer to supply the actual employment eligibility document information to replace the document receipt for Section 2 via the Verify I-9 Document page, since it's not necessary for the employee to update their Section 1 information. In the event that the employee does need to update their Section 1 information, you should cancel the Form I-9 task routed to the manager or task reviewer and the reassign a new Form I-9 task to the employee to re-complete Section 1. Once the manager or task reviewer provides the actual employment eligibility document information from the employee to replace the document receipt in Section 2 and then they accept the Form I-9 completion task, the "Pending Receipt" value no longer displays in the EEV Status column and you can automatically or manually place the EEV order for the employee. Page 162 of 335

163 Completing Section 3 of the Form I-9 COMPLETING SECTION 3 OF THE FORM I-9 The Reverify I-9 Documents page allows managers or supervisors to complete Section 3 of the Form I-9. You can use the Reverify I-9 Documents page to specify details regarding the circumstances for Form I-9 reverification and provide employment eligibility information that has changed since the employee originally completed Section 1 of the Form I-9 and the manager or task reviewer originally completed Section 2 of the Form I-9. You should complete Section 3 of the Form I-9 under the following scenarios: The employee's name information has changed since completing Section 1 of the Form I-9. The employee is a rehire that previously held employment with your business or organization, originally completed the Form I-9 during their initial employment, and you need to record the new start date for the rehired employee. The employee provided an employment authorization expiration date when completing Section 1 of the Form I-9 or their employment eligibility documents meet the USCIS requirements for reverification, and you need to reverify the employment authorization or employment authorization document for the employee because it is expiring. Employees do not need to reverify their employment authorization or employment authorization documentation if they meet any of the following conditions: The employee selects the A citizen of the United States radio button for the I attest, under penalty of perjury, that I am field on the Employee Certification page when completing Section 1 of the Form I- 9. The employee selects the A noncitizen national of the United States radio button for the I attest, under penalty of perjury, that I am field on the Employee Certification page when completing Section 1 of the Form I-9. The employee selects the A lawful permanent resident radio button from the I attest, under penalty of perjury, that I am field on the Employee Certification page when completing Section 1 of the Form I-9 and then presents a Permanent Resident Card or Alien Registration Receipt Card (Form I-551) as their employment eligibility document for Section 2 of the Form I-9. Additionally, if the employee indicates that they are an Alien Authorized to Work and provides an Alien Work Until Date when completing Section 1 of the Form I-9, but then also provides employment authorization documents that expire for the manager or task reviewer to complete Section 2 of the Form I-9, the date by which the employee must reverify their information is based on the earlier expiration date between the employment authorization and the employment authorization document. For example, if the employee is an Alien Authorized to work and indicates an Alien Work Until Date of 1/20/2016 when completing Section 1, but then provides their manager or task reviewer with an employment authorization document that expires on 2/10/2016 to complete Section 2, the employee must reverify their employment authorization by the earlier Alien Work Until Date of 1/20/2016. You can also send automated document expiration reminders automated document expiration reminders and automatically assign the Form I-9 Section 3 completion task as the employment authorization or employment authorization document expiration date for employees that are eligible for reverification approaches. Contact your system administrator for assistance with configuring document expiration reminders and automated task profiles. Refer to the U.S Citizenship and Immigration Services Web site at for more information regarding circumstances for reverification and completing Section 3 of the Form I-9. Page 163 of 335

164 You cannot complete Section 3 of the Form I-9 if all of the following criteria is applicable: The EnableEEV Metadata setting is currently inactive. The target employee consists of a rehired employee. The employee previously completed the Form I-9 during their initial employment. The number of months between the rehire date for the employee and the date by which the employee last completed their Form I-9 exceeds the number of months for the I9Section3RehireMonths Metadata setting. Under these circumstances, if you attempt to assign a task with a Form I-9 attachment to the employee, the employee must complete Section 1 of the Form I-9. Contact your system administrator for assistance with updating the I9Section3RehireMonths or EnableEEV Metadata settings. Reverify I-9 Documents s Reverify I-9 Documents Section 1. Show Section 2. Show Show help/hide help Hyperlink used to show or hide details of the information that the employee provides when completing Section 1 of the Form I-9. Hyperlink used to show or hide details of the information that the manager or task reviewer provides when completing Section 2 of the Form I-9. Buttons used to show or hide additional instructions for Section 3 of the Form I-9. View the Hyperlink used to access the M-274 Handbook for Employers as stored on the U.S Handbook for Citizenship and Immigration Services Web site. Employers Page 164 of 335

165 Completing Section 3 of the Form I-9 Reason for Reverification Last Name, First Name, Middle Initial Date of Rehire Document Title Document Number Issuing Authority Expiration Date Checkboxes used to indicate your reason for reverifying the employee's Form I-9 information. Options are: Name Change - Indicates that your reason for reverification is that the employee's name information has changed. Rehire - Indicates that your reason for reverification is that the employee has been rehired. Expired Document - Indicates that your reason for reverification is that the employee's employment authorization or employment eligibility documents are approaching expiration or expired. If your business or organization submits EEV orders after the Form I-9 completion process, you should not complete Section 3 of the Form I-9 for a rehired employee. Instead, you should reassign the Form I-9 completion task in order to resubmit a new EEV order for the rehired employee. As a result of this functionality, the Rehire checkbox does not display if the EnableEEV Metadata setting is active for your Pangea environment. Contact your system administrator for assistance with updating the EnableEEV Metadata setting. Text fields used to type the updated last name, first name, and middle initial for the employee. Text field used to type the date, in MM/DD/YYYY format, that the employee was rehired. You can also click the calendar icon and select the date. Drop-down field used to select the title of the employment eligibility document for the employee. Text field used to type the document number of the employment eligibility document for the employee. Text field used to type the issuing authority of the employment eligibility document for the employee. Text field used to type the expiration date of the employment eligibility document for the employee. Page 165 of 335

166 Passport Information Section that displays the following fields you can use to provide details regarding the foreign passport for the employee: Country of Issuance* Passport Number* Expiration Date* Drop-down field used to select the country of issuance for the foreign passport. Text field used to type the 6-12 character passport number for the foreign passport. Text field used to type the expiration date for the foreign passport. The Passport Information section only displays if you select any of the following options from the Document Title drop-down field: Foreign passport containing a temporary I-551 printed notation on a machine-readable immigrant visa Foreign passport containing a temporary I-551 stamp Foreign passport, work-authorized non-immigrant Passport from the Federated States of Micronesia Passport from the Republic of the Marshall Islands I have read and agree with the certification statement above* Submit Checkbox used to indicate that you understand the Form I-9 certification statement. You must select this checkbox in order to complete Section 3 of the Form I-9. Button used to save your changes and close the Reverify I-9 Documents page. * -indicates a required field. To Complete Section 3 of the Form I-9 1. From the My Open Tasks section of the Tasks tab on the Home dashboard, click the hyperlink for the task associated with the Form I-9 document. 2. Review the task description and details on the Task Details pop-up and then click the Document hyperlink. The Reverify I-9 Documents page displays. When working to complete tasks for Section 3 of the Form I-9, if you need the employee to fully recomplete the Form I-9, you can click the Assign Section 1 button on the Task Details pop-up to reassign the task to the employee to complete Section 1 and allow the manager or task reviewer to complete Section Do one or more of the following as necessary based on your purpose for reverifying the employee's Form I-9 information: Select the Name Change checkbox to indicate that your reason for reverification is that the employee's name information has changed and then proceed to the next step. Page 166 of 335

167 Accessing the E-Verify Case from Pangea Select the Rehire checkbox to indicate that your reason for reverification is that the employee has been rehired and then proceed to Step 5. Select the Expired Document checkbox to indicate that your reason for reverification is that the employee's employment authorization or employment eligibility documents are approaching expiration or expired and then proceed to Step 6. The information you need to provide as you reverify the employee's employment authorization or employment eligibility documents may differ based on the type of document the employee provides. Refer to the U.S Citizenship and Immigration Services Web site at the USCIS Official Handbook for Employers available from the USCIS Web site at or the Form I-9 Section 3 Employment Eligibility Document Requirements section of the Form I-9 Acceptable Document Quick Reference topic for more information regarding documents that are acceptable for reverification. 4. Type the employee's updated name information on the Last Name, First Name, and Middle Initial fields and then proceed to Step Type the type the date, in MM/DD/YYYY format, that the employee was rehired in the Date of Rehire field. You can also click the calendar icon and select the date. Continue to Step Select the title of the employment eligibility document from the Document Title drop-down field, type the document number of the employment eligibility document in the Document Number field, and then type the expiration date, in MM/DD/YYYY format, of the employment eligibility document in the Expiration Date field as necessary. If the document is related to a foreign passport, continue to the next step, otherwise proceed to Step Select the country of issuance for the foreign passport from the Country of Issuance drop-down field, type the 6-12 character passport number in the Passport Number field, and then type the expiration date for the passport, in MM/DD/YYYY format, in the Expiration Date field. 8. Select the I have read and agree with the certification statement above checkbox to indicate that you understand the Form I-9 certification statement. 9. Click Submit. 10. From the Task Details pop-up, type your first and last name as your electronic signature in the Enter Name field and then type the current date as the electronic signature date in the Select Today's Date field. You can also click the Calendar icon to select the date. 11. Click Print to view or print a preview of the information from Section 3 within the Form I-9 PDF template as necessary. 12. Click Task Completed. ACCESSING THE E-VERIFY CASE FROM PANGEA Upon successfully completing the EEV ordering process for an employee, you must access the equest+ system to review and verify the EEV case for the employee and then close the case within the E-Verify system. Once you either manually or automatically place the EEV order a View Status hyperlink displays in place of the Submit Order hyperlink from the EEV Status column for the corresponding employee from the My Employees list on the Manager dashboard. Page 167 of 335

168 When you click the View Status hyperlink, you can review details for the EEV order in the equest+ system. The pop-up that displays includes the Background Report for the EEV order from the equest+ system. To Access the E-Verify Case from the equest+ Background Report 1. From the Manager dashboard, perform a search and apply filter criteria to locate the employee for which you want to access the E-Verify Case. 2. Click the View Status hyperlink from the EEV Status column for the corresponding employee in the My Employees list. The Background Report page from the GIS equest+ system displays. 3. From the Background Report page, point to the EEV menu item and then select Status to access the E-Verify case. The Employment Eligibility Verification (EEV) - Case Details page displays. You can use the EEV - Case Details page to review the EEV case, verify details regarding the case, and then close the case within the E-Verify system. Refer to the Viewing Initial Verification for EEV Cases topic for more information on the EEV - Case Details page. VIEWING INITIAL VERIFICATION FOR EEV CASES The EEV - Case Details page serves as a historical record of EEV cases you initiate via the EEV ordering process from Pangea. The Case Details page consists of the Initial Verification, Initial Verification Results, and Initial Verification Information sections. The Case Details page also includes the Case Verification Number field, which the E-Verify system is automatically designed to provide to the GIS equest+ system. E-Verify - Case Details Within seconds of the initial verification, the Initial Eligibility field from the Initial Verification Results section of the Case Details page displays the initial status of the case. The initial status for the Initial Eligibility field can display as SSA Employment Authorized, SSA Tentative Non-Confirmation, DHS Verification In Process, or Photo Matching Required. The following definitions provide details for each possible status for the Initial Eligibility field: Page 168 of 335

169 Closing Employment Authorized EEV Cases SSA Employment Authorized Indicates that employment eligibility has been verified and you can close the case. Refer to the Closing Employment Authorized EEV Cases topic for more information on how to proceed with cases that receive this status. SSA Tentative Nonconfirmation Indicates that the information provided could not be verified. Under these circumstances, you must notify the employee of the Initial Eligibility status and then refer the employee to the Social Security Administration (SSA) if they opt to contest the status. Refer to the Closing SSA Tentative Non-confirmation EEV Cases topic for more information on how to proceed with cases that receive this status. DHS Verification In Process Indicates that the information provided to the Social Security Administration (SSA) matches the information in the SSA database, however, the SSA is unable to confirm work eligibility of the non-citizen employee. As a result, the case has been subsequently forwarded to the Department of Homeland Security (DHS). DHS usually responds to these cases within 24 hours but they are permitted up to 3 U.S. Federal Government workdays. In this case, you should check the EEV Case Details page daily for a response from the DHS. Photo Matching Required - Indicates that the employment eligibility documents that the employee provides requires photo matching in order to proceed with the EEV case. Refer to the About EEV Photo Matching topic for more information on this functionality. Duplicate Case - Indicates that the information provided for the EEV case matches information from an existing case entered by the employer in the E-Verify system. Under these circumstances, you must continue with creating the new case, update the case information and continue, or close the matching case before you can proceed. Refer to the Resolving Duplicate EEV Cases topic for more information on this functionality. CLOSING EMPLOYMENT AUTHORIZED EEV CASES You can close the EEV case within the E-Verify system once the EEV case receives an SSA Employment Authorized status based on the Initial Eligibility field from the Initial Verification Results section on the EEV Case Details page. Page 169 of 335

170 Case Details - SSA Employment Authorized To Close the Employment Authorized EEV Case 1. From the EEV Case Details page, click Close Case. The Case Details page refreshes to display the Enter Case Resolution section. Case Details - Enter Case Resolution 2. From the Case Resolution section of the Case Details page, select the Yes or No radio button in response to the Is (Employee Name) currently employed with this company? field. The Case Details page refreshes to display the Select the appropriate statement and click Close Case field. Page 170 of 335

171 Resolving and Closing Tentative Non-confirmation EEV Cases In some cases, a problem may occur during when determining eligibility with the SSA or DHS. In these cases, the Enter Case Resolution section on Case Details page refreshes to display a single radio button with the statement This case is being closed because of technical issues with E-Verify." Under these circumstances, you must close the current case and then resubmit a new EEV/E-Verify case for the employee by reassigning the Form I-9 completion task to the employee. Case Details - Enter Case Resolution 3. Select the radio button of the appropriate closure statement option from the Select the appropriate statement and click Close Case field. 4. Click Close Case. The Case Details page refreshes to display the Case Resolution option, which includes the closure statement you selected in Step 3 and the date by which you resolved the case in the Resolved Date field. Once you click Close Case, you effectively close the case in the E-Verify system and have now completed the corresponding EEV order in the GIS equest+ system. RESOLVING AND CLOSING TENTATIVE NON-CONFIRMATION EEV CASES The Tentative Non-Confirmation (TNC) status is sent from the SSA and/or the DHS when the information submitted to E-Verify does not initially match the information in the SSA or DHS databases. A SSA Tentative Non-confirmation (TNC) case result may occur because the employee s: Name, SSN, or date of birth is incorrect in SSA records. Name change was not reported to SSA. Citizenship or immigration status was not updated with SSA. SSA record contains another type of error. Page 171 of 335

172 A DHS Tentative Non-confirmation (TNC) case result may occur because the employee s: Name, A-number, and/or I-94 number are incorrect in DHS records. ID photo differs from the photo in DHS records. Information was not updated in his/her DHS records. Citizenship or immigration status changed. Record contains another type of error. The employer may not fire, suspend, delay training, withhold or lower pay, or take any other adverse action against an employee based on the employee s decision to contest TNC or while their case is still pending with the SSA or the DHS. To Resolve or Refer the Tentative Non-confirmation EEV Case 1. From the EEV Case Details page, carefully review the SSA Verification Information section and update the information that displays in the SSA Verification Information fields as necessary. 2. Click Continue Verification. The Case Details page refreshes and the Initial Eligibility field displays the SSA TNC or DHS TNC message with the reason for the TNC. Case Details - Initial Eligibility of TNC 3. Click View EEV Letters. The View EEV Letters pop-up displays, which you can use to obtain a copy of the SSA Tentative Non-confirmation Further Action Notice letter or DHS Tentative Nonconfirmation Further Action Notice letter, along with any other letters related to the EEV case. Page 172 of 335

173 Resolving and Closing Tentative Non-confirmation EEV Cases View EEV Letters 4. From the View EEV Letters pop-up, click the English or Spanish buttons to access the English or Spanish version of the SSA Tentative Non-confirmation Further Action Notice letter or DHS Tentative Non-confirmation Further Action Notice letter. The letter opens as a PDF file within a separate browser window, and you can save or print the file as necessary. SSA Tentative Non-confirmation Further Action Notice Letter 5. Provide the employee with the SSA Tentative Non-confirmation Further Action Notice letter or DHS Tentative Non-confirmation Further Action Notice letter, request for the employee to indicate whether they want to contest the TNC, and then instruct the employee to sign the English version of the letter. After the employee signs the English version of the notice, you, as the Employer s Representative, should also sign the letter. Page 173 of 335

174 You should also retain the copy of the original SSA Tentative Non-confirmation Further Action Notice letter or DHS Tentative Non-confirmation Further Action Notice letter, in addition to the copy you give to the employee. If the employee opts to contest the response, you must refer the employee to the SSA or DHS to resolve any discrepancies on their record. The employee has 8 Federal Government workdays from the date of referral to resolve the discrepancies by visiting their local SSA office. 6. Click Initiate SSA Referral or Initiate DHS Referral to refer the employee. The Case Details page refreshes to display the Notification of Non-Confirmation Notice section, which includes instructions to indicate that you should discuss the TNC with the employee prior to submitting the referral and includes a question to confirm whether the employee has been notified of the TNC notice. 7. Do one of the following as necessary: Case Details - Notification of Non-Confirmation Notice Click Notified to indicate that the employee has been notified. The Case Details page refreshes to display the SSA Referral Response section. Click Not Notified to indicate that the employee has not been notified. If you click Not Notified, you are redirected back to the initial Case Details page and the case referral transaction is canceled. The reason for this is that you must notify the employee before you refer the case to the SSA. 8. From the SSA Referral Response section of the Case Details page, click View EEV Letters to access the SSA Referral Date Confirmation or DHS Referral Date Confirmation letter for the referral. Page 174 of 335

175 Resolving and Closing Tentative Non-confirmation EEV Cases View EEV Letters 9. Click the English or Spanish buttons to access the English or Spanish version of the referral letter, respectively. The letter opens as a PDF file within a separate browser window. Once the letter displays, you should print the letter, and then sign and date the letter as the Employer s Representative. Once this is complete, you should provide the employee with the printed and signed copy of the letter and instruct them to take the letter with them to the SSA or DHS. The employee must bring the English version of the SSA Referral Date Confirmation letter to the SSA. You should also retain a copy of the SSA Referral Date Confirmation letter for your records. Page 175 of 335

176 SSA Referral Date Confirmation Letter To Initiate an SSA Resubmittal and Close the Tentative Non-Confirmation EEV Case For SSA referrals, the employee has 8 Federal Government workdays from the date of the referral to resolve the discrepancies by visiting the local SSA office. The SSA has 10 Federal Government workdays to update the case result. The Expect Gov t Response field displays the date by which the SSA should provide an update for the case. You can check EEV/E-Verify system periodically for an update in the case result. You can use the following procedure to resubmit the SSA referral as necessary. 1. From the Case Details page, click Initiate SSA Resubmittal. The Case Details page refreshes to display the Enter SSA Resubmittal Modify SSA Information section. Page 176 of 335

177 Resolving and Closing Tentative Non-confirmation EEV Cases Case Details - Enter SSA Resubmittal - Modify SSA Information 2. Review the Enter SSA Resubmittal Modify SSA Information section carefully, make any needed changes, and then click Submit SSA Resubmittal. 3. Click Close Case. The Case Details page refreshes to display the Enter Case Resolution section with the Is (Employee Name) currently employed with this company? field. Page 177 of 335

178 Case Details - Enter Case Resolution 4. From the Case Resolution section of the Case Details page, select the Yes or No radio button in response to the Is (Employee Name) currently employed with this company? field. The Case Details page refreshes to display the Select the appropriate statement and click Close Case field. In some cases, a problem may occur during when determining eligibility with the SSA or DHS. In these cases, the Enter Case Resolution section on Case Details page refreshes to display a single radio button with the statement This case is being closed because of technical issues with E-Verify." Under these circumstances, you must close the current case and then resubmit a new EEV/E-Verify case for the employee by reassigning the Form I-9 completion task to the employee. Page 178 of 335

179 Resolving Duplicate EEV Cases Case Details - Enter Case Resolution 5. Select the radio button of the appropriate closure statement option from the Select the appropriate statement field. 6. Click Close Case. The case will be closed with a Final Result of Employment Authorized, Final Non-confirmation, or additional verification will be required. RESOLVING DUPLICATE EEV CASES A Duplicate Case status is returned by E-Verify when information for the current case matches another case submitted within the past 30 days. When a case receives this status, you must continue with creating the new case without making any changes, update the case information and continue, or close the current case before you can proceed. Page 179 of 335

180 To Resolve the Duplicate EEV Case Case Details - Duplicate Case 1. From the Case Details page, do one of the following as necessary: Click Case Details to view details for the current case for correctness and update the information as necessary. The Case Details page refreshes to display the Duplicate Case Edit section. Continue to Step 2. Click Close Case to identify the current case as invalid because of incorrect data or as a duplicate case. The Case Details page refreshes to display the Enter Case Resolution section. Continue to Step 3. Click Continue to identify the matching case as a duplicate and to indicate that you want to proceed with processing the current case. The Case Details page refreshes to display the Reason for Duplicate Case section. Continue to Step Review the information that displays in the Duplicate Case Edit section and then do one of the following: If the information for the employee is accurate, click Continue and then repeat Step 1 to either close the case or continue processing the case. Page 180 of 335

181 Resolving Duplicate EEV Cases If the information for the employee is not accurate, update the information as necessary and then click Continue. If the updated information does not match any other existing cases, the case can now successfully continue to be processed and you have completed this procedure. Case Details - Duplicate Case Edit 3. From the Enter Case Resolution section, select the appropriate closure statement option in response to this field and then click Close Case. You have completed this procedure. Page 181 of 335

182 Case Details - Enter Case Resolution 4. From the Reason for Duplicate Case section, select the appropriate reason option in response to the I am creating a duplicate case because field. If you click the Reason other than those listed above option, use the subsequent Other Reason text field to provide the reason. In some cases, a problem may occur during when determining eligibility with the SSA or DHS. In these cases, the Enter Case Resolution section on Case Details page refreshes to display a single radio button with the statement This case is being closed because of technical issues with E-Verify." Under these circumstances, you must close the current case and then resubmit a new EEV/E-Verify case for the employee by reassigning the Form I-9 completion task to the employee. Page 182 of 335

183 About EEV Photo Matching Case Details - Reason for Duplicate Case 5. Click Continue. You have completed this procedure. ABOUT EEV PHOTO MATCHING Photo matching is an automatic part of creating a case in EEV/E-Verify that prompts you to compare an employee s photo ID with a photo that displays on your monitor or display. The photo matching step occurs automatically when you create a case that uses the following documents for employment eligibility: U.S. Passport or Passport Card Permanent Resident Card (Form I-551) Employment Authorization Document (Form I-766) E-Verify requires you to make a copy of the documents above and retain them with the Form I-9. Refer to the Upload and Attach Employee Task Documents procedure in the Viewing and Uploading Employee Documents and Forms topic for more information on how to attach documents to Form I-9 completion tasks. When the employee presents one of these documents and the Form I-9 information matches DHS records, the employee s photo automatically displays. Matching photos is easy simply compare the photo as displayed on your screen to the photo on the employee s document and determine if the photos are reasonably identical. Reasonably identical photos should be identical, but you should take into account minor variances in shading and detail between the two photographs based upon the age and wear of the employee s document, the quality and resolution of your display screen, and the watermark on the photo in E- Verify to protect it from unlawful use. Page 183 of 335

184 When the case meets the circumstances of the photo matching process, the Initial Eligibility field on the Case Details page displays a Photo Matching Required status. The Case Details page also displays the Identity Verification section, which includes a photograph of the employee along with fields you can use to confirm employment eligibility document photos. To Confirm Employment Eligibility Document Photos 1. From the Identity Verification section of the Case Details page, carefully review the photograph of the employee that displays in this section with the photo of the employee from the employment eligibility document. You should not compare the photo displayed to the actual employee. Instead, you should compare the picture on the document to the picture that displays from the Case Details page. Case Details - Identity Verification 2. Do one of the following as necessary based on whether the photos match: Select the Yes radio button from the Does the photograph below match the photograph on the document provided by the employee? field if the photos match and then continue to the next step. Select the No radio button from the Does the photograph below match the photograph on the document provided by the employee? field and then proceed to Step 4. If the text "No Photo on this Document" displays instead of a photo, select the Yes radio button. 3. Click Next. Upon receiving a response of Employment Authorized, you have successfully completed this procedure and you can close the EEV case. Refer to the Closing Employment Authorized EEV Cases topic for details on how to close the case. Page 184 of 335

185 Quick Reference for Form I-9 Acceptable Documents 4. Click Next. The Case Details page refreshes to display the Photo Matching Results section. The Photo Matching Results section displays the Determination field, which includes a value of Photo Does Not Match. The Initial Eligibility field also refreshes to display a value of Tentative Nonconfirmation or DHS Verification in Process. Under these circumstances, if the photos do not match, you should contact GIS for further information on how to proceed with the case. Case Details - Photo Does Not Match QUICK REFERENCE FOR FORM I-9 ACCEPTABLE DOCUMENTS You can use the following information as a quick reference guide when you provide details for documents that employees provide as proof of employment eligibility via Section 2 of the Form I-9 during the Completing Section 2 of the Form I-9 procedure of the Pangea EEV Ordering process. The following information is also applicable if you need to reverify expired documents when completing Section 3 of the Form I-9. Page 185 of 335

186 In the event of a conflict or discrepancy between the information below and the current USCIS policy regarding acceptable documents for employment eligibility, you should always defer to the current USCIS policy regarding acceptable documents. Refer to the USCIS Official Handbook for Employers, available from the USCIS Web site at for more information on the current USCIS policy regarding acceptable documents. Additionally, if employees provide any of the following documents for employment eligibility when completing Section 2 of the Form I-9, you should scan the document and then upload the document to the employee task record for the Form I-9 task: U.S. Passport or U.S. Passport Card Permanent Resident Card or Alien Registration Receipt Card (Form I-551) Employee Authorization Document that contains a photograph (Form I-766) Refer to the Upload and Attach Employee Task Documents procedure in the Viewing and Uploading Employee Documents and Forms topic for more information on how to attach employment eligibility documents to Form I-9 completion tasks. Acceptable Employment Eligibility Documents Based on Citizenship Options The following table provides a summary of the documents you can accept as the employer based on the citizenship option that employees selected when completing Section 1 of the Form I-9: Section Employment Eligibility Document Title 2 List Section 1 Citizenship Option A citizen of A noncitizen the United national of the States United States A lawful permanent resident An alien authorized to work A U.S. Passport Card U.S Passport Alien Reg. Receipt Card (Form I-551) Perm. Resident Card (Form I-551) Foreign passport containing a temporary I- 551 stamp Foreign passport containing a temporary I- 551 printed notation on a machine-readable immigrant visa Employment Auth. Document (Form I-766) Foreign Passport, work-authorized nonimmigrant Passport from the Federated States of Micronesia Passport from the Republic of the Marshall Islands Page 186 of 335

187 Quick Reference for Form I-9 Acceptable Documents Section Employment Eligibility Document Title 2 List Section 1 Citizenship Option A citizen of A noncitizen the United national of the States United States A lawful permanent resident An alien authorized to work B Driver's License issued by state/territory ID card issued by state/territory Government ID School ID Voter registration card U.S. Military card Military dependent's ID card U.S. Military draft record USCG Merchant Mariner card Native American tribal document Canadian Driver's license School Record (under age 18)* Report Card (under age 18)* Doctor record (under age 18)* Hospital record (under age 18)* Clinic record (under age 18)* Day-care record (under age 18)* Nursery school record (under age 18)* Individual under Age 18* Special Placement* C (Unrestricted) Social Security Card Certification of Birth Abroad (FS-545) Consular Report of Birth Abroad (FS-240) Certification of Report of Birth (DS-1350) Birth Certificate Native American tribal document U.S. Citizen ID Card (Form I-197) ID Card for use of Resident Citizen (Form I- 179) Employment authorization document issued by DHS Page 187 of 335

188 * - Indicates a Document title option that is only applicable if the employee indicates they are a minor or special placement when completing Section 1. Form I-9 Section 2 Employment Eligibility Document Requirements The following table includes a summary of the required fields and field values from Section 2 of the Form I-9 that you can use to specify details for the employment eligibility documents that employees provide: Employment Eligibility Document Title U.S. Passport Card U.S. Passport Alien Reg. Receipt Card (Form I-551) Perm. Resident Card (Form I- 551) Issuing Authority Automatic - Uses "U.S. Department of State" as the value. Automatic - Uses "U.S. Department of State" as the value. Document # Required - Use the passport number (6-9 alphanumeric characters) as the value. Required - Use the passport number (6-9 alphanumeric characters) as the value. Required Required - Use the Form I-551 card number (3 letters and 10 digits in XXX format) as the Card # field value. For older Resident Alien Cards without a Card Number, you can type "AAA " as the Card # field value. Required Required - Use the Form I-551 card number (3 letters and 10 digits in XXX format) as the Card # field value. For older Resident Alien Cards without a Card Number, you can type "AAA " as the Card # field value. Expiration Date* Required Required Optional Optional Notes You must also type the Alien Number for the employee in the Alien # field. The value you type for this field must match the value the Alien # value the employee provides when completing Section 1. You must also type the Alien Number for the employee in the Alien # field. The value you type for this field must match the value the Alien # value the employee provides when completing Section 1. Page 188 of 335

189 Quick Reference for Form I-9 Acceptable Documents Employment Eligibility Document Title Foreign passport containing a temporary I- 551 stamp Foreign passport containing a temporary I- 551 printed notation on a machinereadable immigrant visa Employment Auth. Document (Form I-766) Issuing Authority Required Required Document # Required - Use the foreign passport number (6-12 alphanumeric characters) as the value for the Passport # field. You must also select the country of issuance for the foreign passport from the Country of Issuance field. Required - Use the foreign passport number (6-12 alphanumeric characters) as the value for the Passport # field. You must also select the country of issuance for the foreign passport from the Country of Issuance field. Automatic - Required - Use the Form I-766 card number (3 Uses letters and 10 digits in XXX "Department of format) as the Card # field value. For an older Homeland Form I-766, you can type "AAA " Security" as the as the Card # field value. value. Expiration Date* Required - Use the Passport Expiration Date field to type the expiration date for the foreign passport. Required - Use the Passport Expiration Date field to type the expiration date for the foreign passport. Required Notes You must specify the issuing authority for the I- 551 stamp or printed notation via the I-551 Issuing Authority field. You can also optionally use the final I-551 Expiration Date field to specify the expiration date for the I-551 stamp or printed notation. You must specify the issuing authority for the I- 551 stamp or printed notation via the I-551 Issuing Authority field. You can also optionally use the final I-551 Expiration Date field to specify the expiration date for the I-551 stamp or printed notation. You must also type the Alien Number for the employee in the Alien # field. When completing Section 1, if the employee selects the Alien Registration Number / USCIS Number radio button and provides their alien number via the subsequent text field, the value you type for the Alien # field must match the value employee provided from Section 1. Page 189 of 335

190 Employment Eligibility Document Title Foreign Passport, workauthorized nonimmigrant Passport from the Federated States of Micronesia Issuing Authority Document # Required Required - Use the passport number (6-12 alphanumeric characters) as the Passport # field value and then select the country of issuance for the passport from the Country of Issuance drop-down field. The option you choose for the Country of Issuance mustmatch the country of issuance the employee selects when completing Section 1. If the employee selects the No radio button for the Did you obtain your admission number from U.S. Customs and Border Protection (CBP) field when completing Section 1, you still need to provide information for the Passport #, Expiration Date, or Country of Issuance fields. Required Required - Use the passport number (6-12 alphanumeric characters) as the Passport # field value and then select the country of issuance for the passport from the Country of Issuance drop-down field. The option you choose for the Country of Issuance mustmatch the country of issuance the employee selects when completing Section 1. If the employee selects the No radio button for the Did you obtain your admission number from U.S. Customs and Border Protection (CBP) field when completing Section 1, you still need to provide information for the Passport #, Expiration Date, or Country of Issuance fields. Expiration Date* Required - Use the passport expiration date as the value for the Expiration Date field. Required - Use the passport expiration date as the value for the Expiration Date field. Notes You must also use the I- 94/I-94A # (11 digits) and I- 94/I-94A Expiration Date fields to provide details for the Form I-94 or Form I- 94A. You can also optionally use the final Document Title, Issuing Authority, Document Number, and Expiration Date fields to supply details if the employee provides a Form I-20 or DS-2019 as a student or work visa supplement to their employment eligibility documents. You must also use the I- 94/I-94A # (11 digits) and I- 94/I-94A Expiration Date fields to provide details for the Form I-94 or Form I- 94A. You can also optionally use the final Document Title, Issuing Authority, Document Number, and Expiration Date fields to supply details if the employee provides a Form I-20 or DS-2019 as a student or work visa supplement to their employment eligibility documents. Page 190 of 335

191 Quick Reference for Form I-9 Acceptable Documents Employment Eligibility Document Title Passport from the Republic of the Marshall Islands Driver's license issued by state/territory ID card issued by state/territory Government ID Issuing Authority Document # Required Required - Use the passport number (6-12 alphanumeric characters) as the Passport # field value and then select the country of issuance for the passport from the Country of Issuance drop-down field. The option you choose for the Country of Issuance mustmatch the country of issuance the employee selects when completing Section 1. If the employee selects the No radio button for the Did you obtain your admission number from U.S. Customs and Border Protection (CBP) field when completing Section 1, you still need to provide information for the Passport #, Expiration Date, or Country of Issuance fields. Required Required Required - Use the driver's license number or ID card number (3-25 alphanumeric characters) as the value. Required - Use the driver's license number or ID card number (3-25 alphanumeric characters) as the value. Expiration Date* Required - Use the passport expiration date as the value for the Expiration Date field. Required Required Required Optional Optional School ID Required Optional Optional Voter registration card U.S. Military card Military dependent's ID card U.S. Military draft record USCG Merchant Mariner card Required Optional Optional Required Optional Optional Required Optional Optional Required Optional Optional Automatic - Uses "U.S. Coast Guard" as the default value. Optional Optional Notes You must also use the I- 94/I-94A # (11 digits) and I- 94/I-94A Expiration Date fields to provide details for the Form I-94 or Form I- 94A. You can also optionally use the final Document Title, Issuing Authority, Document Number, and Expiration Date fields to supply details if the employee provides a Form I-20 or DS-2019 as a student or work visa supplement to their employment eligibility documents. Page 191 of 335

192 Employment Eligibility Document Title Native American tribal document Canadian Driver's license Issuing Authority Document # Expiration Date* Required Optional Optional Required Required Required School Required Optional Optional Record (under age 18)** Report Card Required Optional Optional (under age 18) ** Doctor record Required Optional Optional (under age 18) ** Hospital record (underage 18) ** Required Optional Optional Clinic record Required Optional Optional (under age 18) ** Day-care record (under age 18)** Required Optional Optional Nursery school record (under age 18) ** Required Optional Optional Individual under Age 18** Special Placement** (Unrestricted) Social Security Card Not applicable Not applicable Not applicable Not applicable Not applicable Not applicable Required - Uses "Social Security Administration" as the default value. Required - Use the 9-digit social security card number as the value. The value you type can include dashes (-) but also must match the SSN value the employee provides when completing Section 1 of the Form I-9. Not applicable Notes Page 192 of 335

193 Quick Reference for Form I-9 Acceptable Documents Employment Eligibility Document Title Certification of Birth Abroad (FS- 545) Consular Report of Birth Abroad (FS-240) Certification of Report of Birth (DS- 1350) Birth Certificate Native American tribal document U.S. Citizen ID Card (Form I-197) ID Card for use of Resident Citizen (Form I-179) Employment authorization document issued by DHS Issuing Authority Automatic - Uses "U.S. Department of State" as the value. Automatic - Uses "U.S. Department of State" as the value. Automatic - Uses "U.S. Department of State" as the value. Document # Optional Optional Optional Expiration Date* Optional Optional Optional Required Optional Optional Required Optional Optional Required Required - Use the Form I-197 document number (max. 25 characters) as the value. Optional Required Optional Optional Automatic - Uses "Department of Homeland Security" as the value. Optional - Use the form or card number, if available, as the value. For example, with a Form I-766, you should type the card number (3 letters and 10 digits in XXX format) as the Document # field value. For an older Form I-766, you can type "AAA " as the Document # field value. Optional Notes * - All Expiration Date values should use MM/DD/YYYY format. ** - Indicates a Document title option that is only applicable if the employee indicates they are a minor or special placement when completing Section 1. Page 193 of 335

194 Form I-9 Section 3 Employment Eligibility Document Requirements The following table includes a summary of the required fields and field values from Section 3 of the Form I-9 that you can use to specify details for the employment eligibility documents that employees provide for reverification: Document Title U.S. Passport Card U.S. Passport Permanent Resident Card (Form I- 551) Alien Reg. Receipt Card (Form I-551) Foreign Passport containing a temporary I- 551 printed notation on a machinereadable immigrant visa Foreign Passport containing a temporary I- 551 stamp Document Number Required - Use the passport number (6-9 alphanumeric characters) as the value. Required - Use the passport number (6-9 alphanumeric characters) as the value. Expiration Date* Required Required Required - Use the Form I-551 card Optional number (3 letters and 10 digits in XXX format) as the Card # field value. For older Resident Alien Cards without a Card Number, you can type "AAA " as the Card # field value. Required - Use the Form I-551 card Optional number (3 letters and 10 digits in XXX format) as the Card # field value. For older Resident Alien Cards without a Card Number, you can type "AAA " as the Card # field value. Required - Use the Passport Number field in the Passport Information section to type the foreign passport number (6-12 alphanumeric characters). Required - Use the Passport Number field in the Passport Information section to type the foreign passport number (6-12 alphanumeric characters). Optional - Use the I-551 Expiration Date field to type the expiration date for the Form I- 551 stamp or printed notation as necessary. Optional - Use the I-551 Expiration Date field to type the expiration date for the Form I- 551 stamp or printed notation as necessary. Notes You must type the issuing authority for the Form I-551 stamp or printed notation in the I-551 Issuing Authority field. You must also select the country of issuance for the foreign passport from the Country of Issuance drop-down field and then select the expiration date for the passport from the Passport Expiration Date field via the Passport Information section. You must type the issuing authority for the Form I-551 stamp or printed notation in the I-551 Issuing Authority field. You must also select the country of issuance for the foreign passport from the Country of Issuance drop-down field and then select the expiration date for the passport from the Passport Expiration Date field via the Passport Information section. Page 194 of 335

195 Quick Reference for Form I-9 Acceptable Documents Document Title Employment Auth. Document (Form I-766) Foreign Passport, workauthorized nonimmigrant Passport from the Federated States of Micronesia Passport from the Republic of the Marshall Islands Document Number Expiration Date* Required - Use the Form I-766 card Required number (3 letters and 10 digits in XXX format) as the Card # field value. For an older Form I-766, you can type "AAA " as the Document Number field value. Required - Use the I-94/I-94A Document Number (11 digits) field to provide the document number for the Form I-94 or Form I-94A. You must also use the I-94/I-94A Issuing Authority field to type the issuing authority for the Form I-94 or Form I- 94A. Required - Use the I-94/I-94A Document Number (11 digits) field to provide the document number for the Form I-94 or Form I-94A. You must also use the Issuing Authority field to type the issuing authority for the Form I-94 or Form I-94A. Required - Use the I-94/I-94A Document Number (11 digits) field to provide the document number for the Form I-94 or Form I-94A. You must also use the Issuing Authority field to type the issuing authority for the Form I-94 or Form I-94A. (Unrestricted) Required - Use the 9-digit social Social security card number as the value. Security Card The value you type can include dashes (-). Certification of Birth Abroad (FS- 545) Consular Report of Birth Abroad (FS-240) Certification of Report of Birth (DS- 1350) Optional Optional Optional Required - Use the I-94/I-94A Expiration Date to type the expiration date for the Form I-94 or Form I-94A. Required - Use the I-94/I-94A Expiration Date to type the expiration date for the Form I-94 or Form I-94A. Required - Use the I-94/I-94A Expiration Date to type the expiration date for the Form I-94 or Form I-94A. Not applicable Optional Optional Optional Notes The Issuing Authority field also displays with a static default value of "Department of Homeland Security" when you select this document type. You cannot modify the default Issuing Authority field value. You must also select the country of issuance for the foreign passport from the Country of Issuance drop-down field, type the foreign passport number in the Passport Number field, and then select the expiration date for the passport from the Passport Expiration Date field via the Passport Information section. You must also select the country of issuance for the foreign passport from the Country of Issuance drop-down field, type the foreign passport number in the Passport Number field, and then select the expiration date for the passport from the Passport Expiration Date field. You must also select the country of issuance for the foreign passport from the Country of Issuance drop-down field, type the foreign passport number in the Passport Number field, and then select the expiration date for the passport from the Passport Expiration Date field. Page 195 of 335

196 Document Title Birth Certificate Native American tribal document U.S. Citizen ID Card (Form I-197) Document Number Optional Optional ID Card for Optional use of Resident Citizen (Form I-179) Employment authorization document issued by DHS Required - Use the Form I-197 document number (max. 25 characters) as the value. Expiration Date* Optional Optional Optional Optional Optional - Use the form or card Optional number,if available, as the value. For example, with a Form I-766, you should type the card number (3 letters and 10 digits in XXX format). For an older Form I-766, you can type "AAA " as the Document Number field value. Notes * - All Expiration Date values should use MM/DD/YYYY format. Page 196 of 335

197 5. APPLICANT DASHBOARD OVERVIEW The Applicant dashboard allows human resources personnel to effectively monitor and manage the hiring process. Human resources personnel can use the Applicant dashboard to review online application data, view background results, documents, and forms for applicants, monitor the hiring progress, and perform actions to continue the hiring process. You can create an initial form collection that only collects minimal information from applicants during the online application process and then create a second form collection that you associate with scheduled actions to collect any remaining information that is required for background checks or to complete the final hiring action during the hiring process. Contact your system administrator for assistance with configuring minimal online application form collections. Applicant Dashboard Applications on the Applicant dashboard can be set to expire after a certain number of days. If an application expires, it only displays on the dashboard if you select the Expired value from the Status field when you perform a search and apply filters using the Filter Applicants section, and you cannot perform additional hiring actions for the applicant. Contact your system administrator for help with defining the number of days for an application to expire to comply with your organization s human resources standards. Applicant Dashboard s Manage Invitations Send Application Request Create New Applicant Icon used to view and manage previously sent application invitations using the Manage Invitations page. The Manage Invitations icon only displays if the Manage Invitations permission is active for the user role associated with your user account. Contact your system administrator for assistance with updating user role permissions. Icon used to send the applicant an invitation to apply for a job opening or to access the online application portal using the Invitation Request page. Icon used to create a new applicant record by completing an internal online application on behalf of the applicant. The Create New Applicant icon only displays if the Enable Create Candidate permission is active for the user role associated with your user account. Contact your system administrator for assistance with updating user role permissions. Page 197 of 335

198 Filter Applicants Applicants Add applicants to a requisition Add Applicant Add Candidates to Requisition (s) Cancel Selections Section that displays fields you can use to select standard and advanced criteria to perform a search and apply filters to locate applicant records in the Applicants list. Refer to the Performing a Search and Applying Filters to Locate Applicants topic for more information on how to use the fields in this section. List that displays the applicants that match the filter criteria you select. The default sort order for applicant records in the list is by the Days column value and then by the Name column value. You can click column heading hyperlinks to toggle sorting the list in ascending or descending order according to the values in the column. Icon used to select a new job opening or requisition for multiple applicants, which effectively creates a new candidate record for the applicants. Refer to the Selecting Job Openings for Applicants topic for more information on how to add applicants to job openings. Column that displays checkboxes you can use to choose the corresponding applicants from the Applicants list when adding multiple applicants to job openings. Hyperlink used to add a new candidate record for the corresponding applicants from the Applicants list when adding multiple applicants to job openings. Hyperlink used to cancel adding new candidate records for the corresponding applicants from the Applicants list when adding multiple applicants to job openings. View All Icon used to expand the Applicants list to display individual candidate records for all online Applications applications associated with the corresponding applicant. Close Icon used to collapse the individual candidate records for all online applications submitted by Applications the corresponding applicant. View Application Type Flag Applicant Displays one of the following icons to indicate whether the form collection for the online application that the applicant completed consisted of a minimal online application or a full online application: Mini Application On File - Indicates that a minimal form collection was used for the online application. Full Application On File - Indicates that a full form collection was used for the online application. Icon used to flag the corresponding applicant record for future reference. Once you perform a search and apply filters to locate the applicant records you want, you can click the Flag Applicant icon to flag the candidate or applicant record for future reference and then use the Flagged Applicants drop-down filter field on the Advanced Applicant Search drop-down field to quickly locate applicants you flag. The Flag Applicant icon is only available if the EnableApplicantFlags Metadata setting is active. Contact your system administrator for assistance with updating the EnableApplicantFlags Metadata setting. Page 198 of 335

199 Hot Candidate WOTC Name App Type Job Position Location Displays a Hot Candidate icon to indicate whether the corresponding applicant meets or exceeds the minimal hot candidate score for the online application form collection associated with the candidate record. Displays an icon to indicate whether the applicant qualifies for the Work Opportunity Tax Credit (WOTC). The WOTC icon is only available if the WOTC Status permission is active for your user account. Contact your system administrator for assistance with the WOTC Status permission. Additionally, once applicants complete the static Tax Credit Screening form and submit their online application, their tax credit eligibility begins to age. Once the tax credit eligibility information for an applicant expires, the applicant can retake the Tax Credit Screening form via an action form collection to effectively renew their tax credit eligibility. Contact your system administrator for assistance with configuring action form collections and updating the expiration date range for WOTC qualification. Displays the name of the applicant or candidate. If the applicant has submitted multiple online applications or has multiple candidate records recorded towards their single applicant record, a fractional value displays next to the Name, which indicates the sequential number of each candidate record as a fraction of the total number of candidate records for the single applicant, such as 3/5. Additionally, the current address and phone number for the applicant displays beneath the applicant name if the EnableApplicantContactDisplay Metadata setting is active. Contact your system administrator for details on the EnableApplicantContactDisplay Metadata setting. You can click the applicant name hyperlink to view information that the applicant submitted during the online application process and access a list of pre-hire and post-hire documents, as well as any pre-populated forms from the online application, using the Document List pop-up. Refer to the Viewing and Managing Documents, Forms, and Contact Information topic for more information on the Document List pop-up. Displays the applicant type for the candidate record based on the applicant portal from which the applicant applied. If the App Type column displays a blank value, this indicates that the application record consists of an application copy that was not created as a result of the applicant directly applying to the job opening through an applicant portal via the online application process, such as application records that hiring associates create by selecting a new job opening or by updating the company client for an existing applicant. If the App Type column displays a value, this indicates that the application record was created either by the applicant completing an online application form collection via an applicant portal or by hiring associates completing an internal online application form collection on behalf of the applicant. Displays the job opening for the candidate record. You can click the job opening hyperlink to select a new job opening for the applicant using the Applicant Location/Position pop-up. You cannot select a new opening for applicants if hiring associates have previously performed the final Hire action to hire the applicant. Under these circumstances, if you click the Job column hyperlink, an error message displays. Displays the position title of the position for the applicant. Displays the location code of the location for the applicant. Page 199 of 335

200 Client Days Displays the current company client for the applicant. You can click the Client column hyperlink to update the current company client for the applicant using the Update Company Client pop-up. Displays the number of days since the applicant initially submitted the online application form collection for the candidate record. Background Displays the background check status of the applicant. You can click the background check status hyperlink to view details of the Background Report for the applicant from the equest+ system. If the Background Report for the corresponding applicant has not been reviewed since the most recent screening status change for the applicant record, the Updated icon displays next to the background check status hyperlink. If multiple background check orders exist for the applicant, the Multiple Background Checks pop-up displays when you click the background check status hyperlink to view details of the Background Report for the applicant from the equest+ system. Additionally, if background check information is available for the corresponding applicant, the BGC Information icon displays within the Background column. You can click the BGC Information icon to view a summary of the information for the most recent successful background check order placed for the applicant via the new Background Check Summary table. Refer to the Viewing Background Check Information topic for more information on the Multiple Background Checks pop-up. Drug Screen Displays the background check status of the drug screening background check order for the applicant. The Drug Screen column only displays in the Applicants section if system administrators configure the drug screen ordering feature and drug screening packages for your environment. Contact your system administrator for assistance with this functionality. You can click the background check status hyperlink to view details of the Background Report of the drug screening background check for the applicant from the equest+ system. If the Background Report for the corresponding applicant has not been reviewed since the most recent screening status change for the applicant record, the Updated icon displays next to the background check status hyperlink. Score If multiple drug screening background check orders exist for the applicant, the Multiple Background Checks pop-up displays when you click the background check status hyperlink to view details of the Background Report for the applicant from the equest+ system. Refer to the Viewing Background Check Information topic for more information on the Multiple Background Checks pop-up. Displays the overall online application form collection score for the candidate record. Page 200 of 335

201 Assessment Displays the overall assessment rating for the most current version of each assessment that the applicant has completed. If the assessment consists of an internal assessment, you can click the assessment rating hyperlink to view details for the assessment via the Assessments pop-up. If the assessment consists of an external assessment, if additional assessment results are available from the external or third-party site, and if system administrators have configured the external assessment form from the online application form collection that the applicant completes to interact with the third-party or assessment site, you can also click the assessment rating hyperlink for the external assessment to view the results or report for the assessment in a new browser window or tab. Contact your system administrator for assistance with configuring external site integration forms. Status Step Invited Applicant Status Background Check Summary Page You can also sort records by assessment score in the Applicants list if you point to the Assessment column heading hyperlink and then select the name of the assessment you want to sort by from the Assessment sorting pane. Displays the hiring status for the applicant within the overall hiring process. You can click the Status column hyperlink to view or update hiring actions for the applicant on the Schedule Actions pop-up. Refer to the Performing Hiring Actions topic for more information on how to perform hiring actions. Displays a fractional step indicator of the applicant s status in the hiring process. The value for the indicator derives from the current number of completed hiring actions for the applicant as a fraction of the total number of hiring actions, such as 4/5. You can exclude certain completed hiring actions from the meter and percentage value of the Progress column based on your business or organization's needs. Contact your system administrator for assistance with excluding hiring actions from the progress meter and percentage. Table that displays status details of the online application process associated with applicants to which you previously sent an application invitation, but that have not yet completed and submitted their online application. Refer to the Reviewing Applicant Invitation Status topic for more information on this functionality. The Invited Applicant Status table is only available if the EnableApplicantInvitationStatusView Metadata setting is active. Contact your system administrator for assistance with activating the EnableApplicantInvitationStatusView Metadata setting. Table that displays summary information for the most recent background check order associated with the corresponding applicant. Refer to the Viewing Background Check Information topic for more information on this functionality. The Background Check Summary table is only available if the EnableApplicantBGCStatusView Metadata setting is active. Contact your system administrator for assistance with activating the EnableApplicantBGCStatusView Metadata setting. Drop-down field used to select the paged results number for the Applicants list. You can also use the next page or previous page icons, or modify the current number of records to display per page drop-down field to browse results and find the applicant you want as necessary. Human resources personnel can use the Applicant dashboard to do the following: Page 201 of 335

202 Sending Application Invitations Complete Online Applications for New Applicants Send Application Requests View and Manage the Application Invitation Log Perform a Search and Apply Filters to Locate Applicants Review Completed Online Applications Select a New Position or Location for Applicants View the Assessment Summary Report View Background Check Information View and Manage Documents, Forms, and Contact Information for Applicants Perform Hiring Actions Perform Manual Background Checks Update Company Clients for Existing Applicants Send Background Check Documents to Document Manager Send Invitations to Applicants with Internal Online Applications Review the Application Status for an Invited Applicant SENDING APPLICATION INVITATIONS The Invitation Request page allows you to send a configurable invitation to an applicant to complete an online application form collection for a job opening. You can apply a blind carbon copy address to the application request as necessary. Contact your system administrator for help with defining a blind carbon copy address to apply to application requests. Page 202 of 335

203 Applicant Dashboard - Invitation Request Invitation Request s * Subject* Job Opening Text field used to type the applicant s address. Text field used to type the subject line for the invitation. that displays the job opening you select using the Application Location/Position pop-up. The job opening that you select determines the URL value of the hyperlink at the bottom of the application invitation , which ensures that the applicant navigates to the corresponding online application and avoids the extra step of having to search for and select the job opening. Additionally, the default value for the Subject and Body fields may differ once you select the job opening. In this case, your system administrator has configured a specific invitation template for the job class associated with the job opening. Contact your system administrator for assistance with modifying invitation templates. When you select the specific job opening to which you want applicants to apply, the URL value of the Apply hyperlink from the resulting application invitation message includes data which serves to uniquely identify the applicant within the Pangea system. As a result, the prospective applicant should not forward the message or otherwise distribute the Apply hyperlink from the message to additional recipients once the applicant navigates to the Online Application portal, creates their applicant portal account and begins the online application process. Page 203 of 335

204 Sending Application Invitations Select Body* HTML Editor Menu Button used to select the job opening to which you want the applicant to apply using the Application Location/Position pop-up. Rich text area that you can use to modify the body content for the invitation. Menu that provides you with tools to modify content in the Body text area. The HTML Editor Menu utilizes the TinyMCE application to provide a platform independent web-based Javascript HTML WYSIWIG editor for the content in the Text area. Click the Help icon on the menu to view information on how to use TinyMCE. Send Send Invitation Prefill If you draft content for the text area using a rich text document editor, such as Microsoft Word, and then copy and paste the content from the editor to the text area, TinyMCE attempts to automatically apply HTML formatting to the rich text. You should postpone performing any basic formatting as you draft and copy content in the rich text document editor. Once you are ready to paste your content, click Edit>Paste as text to enable plain text pasting, press CTRL+V to paste the content, and then use the HTML Editor Menu tools to format the content as necessary. Button used to send the application invitation once you complete the Invitation Request page. Page that includes fields you can use to provide values or choose options for prefillable fields in the online application. Contact your system administrator for assistance with configuring prefillable fields for online application form collections. Send When prefilling online application form collection fields, if your business or organization utilizes the alternate identification method to identify applicants and you prefill the Other ID or alternate identification code field for the applicant, the Other ID text field on the Create Login Account page displays as a disabled field that is prefilled by default for applicants during the account creation process. Conversely, if you do not prefill the Other ID or alternate identification code field, the Other ID text field on the Create Login Account page displays as an active field that applicants can use to define their alternate identification code during the account creation process. Contact your system administrator for assistance with activating the alternate identification method for your client environment. Button used to send the application invitation once you complete the Send Invitation Prefill page. * - indicates a required field Applicant Location/Position s Positions Drop-down field used to select the position by which you want to filter the Applicant Location/Position list. Locations Drop-down field used to select the location by which you want to filter the Applicant Location/Position list. Find Select Location Position Button used to apply filter criteria and refresh the Applicant Location/Position list. Buttons used to select the corresponding opening. Displays the location for the job opening. Displays the position for the job opening. Page 204 of 335

205 Job Opening Displays the name of the job opening. No of Displays the current number of openings for the job opening. Openings Portal Client Displays the name associated with the applicant portal to which the job opening is posted. Text field and drop-down field used to type a portion of the name of the company client to associate with the job opening to which you want the prospective applicant to apply and then select the company client. The initial text field utilizes an incremental find and filter functionality which returns company clients that match the string of characters you type as the available options for the subsequent drop-down field. Select You must select a company client if the position associated with the corresponding job opening is set up as a company client specific position. Contact your system administrator for assistance with company client specific positions. Button used to select the job opening to which you want the applicant to apply. To Send an Application Request Once you complete the following procedure and click Send, the system generates a non-retrievable automated based upon the information you entered in the Invitation Request fields. As a result, you should carefully review the information that displays in the pop-up before you click Send. Additionally, when sending multiple application invitations, you must close the Invitation Request page before sending the next application invitation. 1. From the Applicant dashboard, click the Send Application icon. The Invitation Request page displays. 2. Type the applicant s address in the field. 3. Type the subject line of the message in the Subject field. 4. Click the Select button next to the Job Opening field to select the job opening to which you want the applicant to apply as necessary. The Applicant Location/Position pop-up displays. When you select the specific job opening to which you want applicants to apply, the URL value of the Apply hyperlink from the resulting application invitation message includes data which serves to uniquely identify the applicant within the Pangea system. As a result, the prospective applicant should not forward the message or otherwise distribute the Apply hyperlink from the message to additional recipients once the applicant navigates to the Online Application portal, creates their applicant portal account, and begins the online application process. Additionally, the default value for the Subject and Body fields may differ once you select the job opening. In this case, your system administrator has configured a specific invitation template for the job class associated with the job opening. Contact your system administrator for assistance with modifying invitation templates. Page 205 of 335

206 Sending Application Invitations Applicant Location/Position 5. Select the position and location of the job opening to which you want the applicant to apply from the Positions and Locations fields and then click Find to filter the Applicant Location/Position pop-up as necessary and locate the job opening you want. 6. Type a portion of the name for the company client to associate with the job opening to which you want the prospective applicant to apply in the Client field and then select the company client from the subsequent drop-down field as necessary. You can leave this field blank to indicate that you do not want to associate a company client with the job opening if the job opening is not associated with a client-specific position. The ability to select the company client to associate with the job opening that you want applicants to apply to is dependent upon whether the EnableClientSupport Metadata setting is active for your system environment. Contact your system administrator for assistance with activating the EnableClientSupport Metadata setting. 7. Click the corresponding Select button for the opening to which you want the applicant to apply. The Invitation Request page refreshes to display the name of the opening you select in the Job Opening field. 8. Modify the body for the message in the Body field as necessary and then click Send. If the form collection associated with the job opening for which you want to send the invitation does not include prefillable fields, you have completed this procedure. If the form collection associated with the job opening for which you want to send the invitation does include prefillable fields, the Invitation Request page refreshes to display the Send Invitation Prefill page, and you can continue to the next step. The Subject and Body fields may include text enclosed within double curly bracket "{{}}" characters. In this case, your system administrator has configured the invitation to use tokens by default, which allow you to apply reusable variable content when sending the invitation. For example, if the Body field includes the position title token identifier text as "{{Position.Title}}", this indicates that the identifier will be replaced with the title of the position associated with the job opening you select for the applicant once you send the invitation. Contact your system administrator for assistance with tokens. Page 206 of 335

207 Send Invitation Prefill 9. Type values or choose options for prefillable fields from the online application form collection associated with the job opening as necessary and then click Send. When prefilling online application form collection fields, if your business or organization utilizes the alternate identification method to identify applicants and you prefill the Other ID or alternate identification code field for the applicant, the Other ID text field on the Create Login Account page displays as a disabled field that is prefilled by default for applicants during the account creation process. Conversely, if you do not prefill the Other ID or alternate identification code field, the Other ID text field on the Create Login Account page displays as an active field that applicants can use to define their alternate identification code during the account creation process. Contact your system administrator for assistance with activating the alternate identification method for your client environment. COMPLETING ONLINE APPLICATIONS FOR NEW APPLICANTS Hiring associates for staffing organizations can complete internal online application form collections on behalf of new applicants from the Applicant dashboard. When working from the Applicant dashboard, hiring associates can use the Create New Applicant icon from the Filter Applicants section on the Applicant dashboard to select an internal online application form collection to complete on behalf of a new applicant. Internal form collections allow hiring associates from a staffing organization to complete an online application on behalf of an applicant without requiring the applicant to complete an online application form collection. Hiring associates for staffing organizations can also choose the company client to associate with the job opening for the applicant before beginning the form completion process for the internal form collection they want to complete on behalf of the applicant. Contact your system administrator for assistance with configuring internal online application form collections or setting up company clients. When the hiring associate locates the job opening associated with the job class to apply to on behalf of the client and then clicks the Select button for the job opening from the Applicant Location/Position pop-up, the internal online application form collection displays in a new Internal Online Application page. From the Internal Online Application page, hiring associates can complete all forms from the internal form collection and then submit the form collection. Page 207 of 335

208 Completing Online Applications for New Applicants The Internal Online Application page effectively provides an interface that is similar to that of the interface applicants use when completing external online application form collections from Pangea Online Application portal. However, it is important to note that the Create Login Account page does not display when you create applicants directly from the Applicant dashboard using the Create New Applicant icon. When you create applicant records from the Applicant dashboard, the Pangea system is designed to automatically generate a generic online application account for the applicant record, so it is not necessary for you to create an account for the new applicant. You should not assign hiring actions which include PDF form or action form collection attachments to applicant records that you create directly from the Applicant dashboard via an internal online application. Since the Pangea system is designed to generate a generic online application user account when you complete internal online application form collections for new applicants, under these circumstances, the applicant cannot use the Candidate dashboard to access and complete action form collections or PDF forms that you assign as the result of performing hiring actions until hiring associates perform actions to invite applicants to associate their applicant portal account with their internal applications. Refer to the for more information on how to send invitations to applicants with internal applications. The Internal Online Application interface also does not include the Save and Exit button that normally displays for applicants during the form completion phase in the Online Application portal. When completing internal online application form collections, hiring associates cannot save their progress in the form completion phase and then return later to complete the form collection. Hiring associates must fully complete the internal online application form collection via the Internal Online Application page in order to establish a record for the new applicant on the Applicant dashboard and then begin the hiring process. If hiring associates need to cancel the form completion process for the new applicant, they can click the Cancel and Exit button from the Form Sequence section of the Internal Online Application page or simply close the Internal Online Application page. Additionally, the final Review and Confirm section of the Internal Online Application page does not include form fields or controls that hiring associates can use to provide an electronic signature for the internal online application on behalf of the new applicant. Unlike the Review and Confirm page from the Online Application portal, when completing internal form collections on behalf of new applicants, hiring associates do not need to electronically sign the online application in order to submit the online application and establish a record for the new applicant on the Applicant dashboard. You can use the InternalOAFinalPageCustomTextTop Metadata setting to define the text to display in the body of the Review and Confirm section once hiring associates complete all forms within the form sequence for an internal form collection. Refer to the Managing Metadata topic for more information on the InternalOAFinalPageCustomTextTop Metadata setting. The ability to create new applicants and complete internal form collections on behalf of new applicants is dependent upon the Enable Create Candidate permission and the EnableClientSupport Metadata setting. Contact your system administrator for assistance with activating the EnableClientSupport Metadata setting for your environment or modifying the Enable Create Candidate permission for the user role associated with your user account. Page 208 of 335

209 Internal Online Application Applicant Location/Position s Positions Drop-down field used to select the position by which you want to filter the Applicant Location/Position list. Locations Drop-down field used to select the location by which you want to filter the Applicant Location/Position list. Find Location Position Job Opening Button used to apply filter criteria and refresh the Applicant Location/Position list. Displays the location for the job opening. Displays the position for the job opening. Displays the name of the job opening. No of Displays the current number of available openings for the job opening. Openings Portal Client Displays the name associated with the applicant portal to which the job opening is posted. Text field and drop-down field used to type a portion of the name of the company client to associate with the job opening to that you want to complete on behalf of the applicant and then select the company client. You must select a company client if the position associated with the corresponding job opening is set up as a company client specific position. Contact your system administrator for assistance with company client specific positions. Page 209 of 335

210 Completing Online Applications for New Applicants Select* Buttons used to select the corresponding opening and then begin completing the internal online application form collection on behalf of the new applicant. * - indicates a required field To Create Applicants and Complete Internal Online Applications 1. From the Applicant dashboard, click the Create New Application icon. The Applicant Location/Position pop-up displays. Applicant Location/Position 2. From the Applicant Location/Position pop-up, do one of the following as necessary to locate the job opening you want to apply to on behalf of the new applicant: Select the position for the job opening from the Positions drop-down field and then click Find. Select the location for the job opening from the Location drop-down field and then click Find. 3. Type a portion of the name of the company client to associate with the job opening you want to apply to on behalf of the new applicant in the Client text field, and then select the company client from the Client drop-down field as necessary. You can leave this field blank to indicate that you do not want to associate a company client with the new applicant if the job opening is not associated with a client-specific position. 4. Click Select for the corresponding job opening you want to apply to on behalf of the applicant. The Internal Online Application page displays. 5. Complete all forms and required form fields in the internal form collection sequence as necessary. 6. Click Finish on the final form within the internal form collection sequence. The final Review and Confirm section displays. Page 210 of 335

211 7. Click View Application to review the information from the internal online application form collection as necessary, and then do one of the following: If you need to make changes to any information for your application, click Return to Application button to return to the internal form collection, and then click the corresponding form name hyperlink of the form you want to modify in the form sequence navigation pane on the left side of the Internal Online Application page. If you do not need to make additional changes to your application information, select the checkbox for the applicant agreement and then click Submit Application. The Thank You section displays. 8. Click Exit Application to return to the Applicant Location/Position pop-up, or click Proceed to actions to access the Schedule Actions pop-up and begin performing actions for the new applicant. MANAGING THE APPLICATION INVITATION LOG The Manage Invitations page allows you to view and manage the Application Invitation log. The Application Invitation log allows you to perform a search and apply filters for, view details for, resend, and cancel invitations that hiring associates previously sent via the Applicant dashboard. You can only access the Application Invitation log if the Manage Invitations permission is active for the user role associated with your user account. Contact your system administrator for assistance with updating user role permissions. Manage Invitations s Manage Invitations First Name used to type the first name, or a portion of the first name, of the applicant whose invitation you want to filter by. Page 211 of 335

212 Managing the Application Invitation Log Last Name Position Company Client Job Opening Code Hiring Manager Recruiter Invitation Requester Start Date End Date Invitation Status Reset Filter Applicant First Name Applicant Last Name Applicant Position Company Client Job Opening Code Hiring Manager Recruiter Invitation Requester used to type the last name, or a portion of the last name, of the applicant whose invitation you want to filter by. used to type the address of the applicant whose invitation you want to filter by. used to select the position associated with the job opening of the applicant whose invitation you want to filter by. used to select the company client associated with the application of the applicant whose invitation you want to filter by. used to type the job opening code of the applicant whose invitation you want to filter by. used to type the name of the hiring manager associated with the job opening of the applicant whose invitation you want to filter by. used to type the name of the recruiter associated with the job opening of the applicant whose invitation you want to filter by. used to type the name of the individual responsible for sending the invitation to the applicant whose invitation you want to filter by. used to type the beginning date, in MM/DD/YYYY format, of the date range by which the invitation was sent to the applicant whose invitation you want to filter by. used to type the ending date, in MM/DD/YYYY format, of the date range by which the invitation was sent to the applicant whose invitation you want to filter by. used to select the current invitation status of the applicant whose invitation you want to filter by. Button used to reset your filter criteria and refresh the Manage Invitations page. Button used to apply your filter criteria and refresh the Manage Invitations page. Displays the first name of the applicant. Displays the last name of the applicant. Displays the address of the applicant. Displays the position of the applicant. Displays the company client associated with the application. Displays the job opening code of the job opening for the applicant. Displays the name of the hiring manager associated with the job opening for the applicant. Displays the name of the recruiter associated with the job opening for the applicant. Displays the name of the individual responsible for sending the invitation to the applicant. Page 212 of 335

213 Invitation Sent Date Invitation Status Application Started Date Application Last Form Completed View Invitation Resend Invitation Cancel Invitation Displays the date by which the invitation was sent to the applicant. Displays the current invitation status for the invitation. Displays the date by which the applicant started the form collection completion phase of the online application process. Displays the last form that the applicant completed during the form collection completion phase of the online application process. Icon used to review the invitation originally sent to the applicant via the Manage Invitation - View page. Icon used to resend the invitation via the Manage Invitation - Resend page. The Resend Invitation icon only displays if the current invitation status of the invitation is Invitation Sent. Icon used to cancel the previously sent invitation. The Cancel Invitation icon only displays if the current invitation status of the invitation is Invitation Sent. Page When you cancel a previously sent invitation, you effectively prevent the invited applicant from directly applying to the job opening via the invitation. Once you cancel an invitation, if the applicant attempts to directly apply to the job via the invitation, the applicant receives an error message when they are redirected to the applicant portal to indicate that the application they are attempting to complete is invalid. The InvitationCancelledAlert Metadata setting indicates the error message that displays under these circumstances. Contact your system administrator for assistance with updating the InvitationCancelledAlert Metadata setting. Drop-down field used to select the paged results number for the Manage Invitations page. You can also use the next page or previous page icons, or modify the current number of records to display per page drop-down field to browse results and find the invitation record you want as necessary. The number of records to display per results page drop-down field displays as disabled and with the 100 option selected by default if the ForceManageInvitationsPageSize100 Metadata setting is active. Contact your system administrator for assistance with updating the ForceManageInvitationsPageSize100 Metadata setting. * - indicates a required field Page 213 of 335

214 Managing the Application Invitation Log Manage Invitation - View or Resend s Job Information Information Section that includes the following fields you can use to view details of the previously sent invitation via the Manage Invitation - View page: Job Opening Position Location Hiring Manager Recruiter Displays the job opening code of the job opening to which the applicant was invited. Displays the position of the job opening to which the applicant was invited. Displays the location of the job opening to which the applicant was invited. Displays the name of the hiring manager associated with the job opening to which the applicant was invited. Displays the name of the recruiter associated with the job opening to which the applicant was invited. Requester Displays the name of the individual responsible for sending the invitation to the applicant. Section that includes the following fields you can use to view details of the previously sent invitation via the Manage Invitation - View page: Resend Displays the applicant s address. Subject Displays the subject line for the invitation. Body Rich text area that you can use to view the body content for the invitation. You cannot modify the body content when reviewing previously sent invitations via the Manage Invitation - View page. Section that includes the following fields you can use to resend the invitation to the applicant via the Manage Invitation - Resend page: * Subject Displays the applicant s address. Displays the subject line from the original invitation. You cannot modify the subject of the original invitation when resending invitations. Job Displays the job opening to which the applicant was invited from the original Opening invitation. You cannot modify the job opening of the original invitation when resending invitations. Body Send * - indicates a required field Rich text area that you can use to review the body content for the invitation you want to resend. You cannot modify the body content when reviewing previously sent invitations via the Manage Invitation - Resend page. Button used to resend the application invitation. You can use the Manage Invitations page to do the following: Page 214 of 335

215 Perform a Search and Apply Filters to Locate Invitations View Invitation Details Resend Invitations Cancel Invitations To Apply Filters and Search for Invitations 1. From the Applicant dashboard, click the Manage Invitations icon. The Manage Invitations page displays. 2. Do one or more of the following to filter and search criteria for the invitations you want to locate as necessary: Type the first name, or a portion of the first name, of the applicant whose invitation you want to filter by in the First Name field. Type the last name, or a portion of the last name, of the applicant whose invitation you want to filter by in the Last Name field. Type the address of the applicant whose invitation you want to filter by in the field. Select the position associated with the job opening of the applicant whose invitation you want to filter by from the Position drop-down field. Select the company client associated with the application of the applicant whose invitation you want to filter by from the Company Client drop-down field. Type the job opening code of the applicant whose invitation you want to filter by in the Job Opening Code field. Type the name of the hiring manager associated with the job opening of the applicant whose invitation you want to filter by in the Hiring Manager field. Type the name of the recruiter associated with the job opening of the applicant whose invitation you want to filter by Recruiter field. Type the name of the individual responsible for sending the invitation to the applicant whose invitation you want to filter by in the Invitation Requester field. Type the beginning date, in MM/DD/YYYY format, of the date range by which the invitation was sent to the applicant whose invitation you want to filter by in the Start Date field. Type the ending date, in MM/DD/YYYY format, of the date range by which the invitation was sent to the applicant whose invitation you want to filter by in the End Date field. Select the current invitation status of the applicant whose invitation you want to filter by from the Invitation Status drop-down field. 3. Click Filter. The Manage Invitations page refreshes display invitation records that match your search and filter criteria. Page 215 of 335

216 Managing the Application Invitation Log To View Invitation Details 1. From the Applicant dashboard, click the Manage Invitations icon. The Manage Invitations page displays. 2. Apply filters and search for the invitation for which you want to view details as necessary. 3. Click the View Invitation icon. The Manage Invitation - View page displays. Manage Invitation - View 4. Review the invitation details that display on the Manage Invitation - View page. To Resend Invitations 1. From the Applicant dashboard, click the Manage Invitations icon. The Manage Invitations page displays. 2. Apply filters and search for the original invitation you want to resend as necessary. 3. Click the Resend Invitation icon. The Manage Invitation - Resend page displays. Page 216 of 335

217 Manage Invitation - Resend 4. Modify the address of the applicant via the field as necessary. 5. Click Send. To Cancel Previously Sent Invitations You can only cancel previously sent invitations if the current invitation status of the invitation is Invitation Sent. When you cancel a previously sent invitation, you effectively prevent the invited applicant from directly applying to the job opening via the invitation. Once you cancel an invitation, if the applicant attempts to directly apply to the job via the invitation, the applicant receives an error message when they are redirected to the applicant portal to indicate that the application they are attempting to complete is invalid. As a result, you should use caution when considering canceling invitations. Additionally, the InvitationCancelledAlert Metadata setting indicates the error message that displays under these circumstances. Contact your system administrator for assistance with updating the InvitationCancelledAlert Metadata setting. 1. From the Applicant dashboard, click the Manage Invitations icon. The Manage Invitations page displays. 2. Apply filters and search for the original invitation you want to cancel as necessary. 3. Click the Cancel Invitation icon. A message displays to confirm whether you want to cancel the invitation. 4. Click OK. Page 217 of 335

218 Performing a Search and Applying Filters to Locate Applicants PERFORMING A SEARCH AND APPLYING FILTERS TO LOCATE APPLICANTS The Filter Applicants section includes a variety of functions that human resources personnel can use to apply filters and perform searches to locate applicants in the Applicants list. You can also use the Advanced Search Criteria pop-up to select expanded search criteria options, save your selected criteria as an advanced search profile, and then apply the advanced search profile to the list of applicants in the Applicants section. The advanced search options include position and location, workflow, background and WOTC screening, and applicant data as available search criteria. Applicant Dashboard - Filter Applicants Page 218 of 335

219 Applicant Dashboard - Filter Applicants s Applicant View Drop-down field used to select view options for the Applicants list, which include one or more of the following, depending on the permissions for the user role assigned to your user account: My Applicants View - Displays applicants that apply to job openings associated with the same department as the department associated with your employee profile and for which you originally sent an application invitation, created applicant records directly from the Applicant dashboard, or performed scheduled actions towards applicant records. The DisplayMyApplicantsNumberOfDays Metadata setting determines the number of days, since the applicant initially submitted their application, after which the application will no longer display in the My Applicants View. Contact your system administrator for assistance with updating the DisplayMyApplicantsNumberOfDays Metadata setting. Department Manager View - Displays applicants that apply to job openings associated with the same department as the department associated with your employee profile. Corporate Hiring View Displays all applicants that match the standard filter criteria that you select from the Filter Applicants section. Location Manager View Displays applicants that apply to a job opening that matches the current location associated with your employee profile. Location Hierarchy View Displays applicants that apply to a job opening that matches the current location associated with the employee profile of employees for which you are the manager, in addition to applicants that apply to a job opening that matches the current location associated with your employee profile. Pooled Applicants View Displays applicants records for applicants where a hiring action has not been performed for the applicant and the applicant meets the location and aging criteria of an applicant pool for the location associated with your employee profile. The Pooled Applicants View may also display applicants that are eligible for the applicant pool and for which hiring associates perform an action, but have been inactive since the last action was performed, or applicants that hiring associates manually return to pooling eligibility. Refer to the About Applicant Pools topic for more information on the applicant pooling functionality. Contact your system administrator for assistance with setting up applicant pools. Recruiter View Displays applicants that apply to job openings for which you are the assigned recruiter. Recruiting Manager View Displays applicants assigned to all recruiters where you are the manager for the recruiters, in addition to applicants that apply to job openings for which you are the assigned recruiter. Hiring Manager View Displays applicants that apply to job openings for which you are the assigned hiring manager. Corporate Recruiting View Displays applicants assigned to all recruiters that match the standard filter criteria that you select from the Filter Applicants section. Contact your system administrator for assistance with configuring permissions related to the available views for the Applicant Views field. Page 219 of 335

220 Performing a Search and Applying Filters to Locate Applicants Req Code Drop-down field used to select the requisition or job opening code of the applicants you want to filter by. The Req Code field only displays if the Requisitions dashboard permission is active for the user role associated with your user account. The available options you can select from the Req Code field must consist of job openings or requisitions for which you are the selected recruiter, hiring manager, or requisition manager. If you are not the selected recruiter, hiring manager, or requisition manager for any job openings or requisitions, the only available option for the Req Code field is the default Search All option, which does not apply job opening or requisition criteria. The only exception to this policy is if the Manage All Requisitions permission is active for the user role associated with your user account. Under these circumstances, you can choose any job opening or approved requisition option from the Req Code field. Contact your system administrator for assistance with activating the Manage All Requisitions permission for the user role associated with your user account. Additionally, if the OFCCP Logging functionality is active, you must perform an advanced search to locate applicants and provide a search reason while performing the search when you select the Select All option from the Req Code drop-down field. Refer to the About the OFCCP Logging Functionality topic for more information on the OFCCP Logging feature. Contact your system administrator for assistance with updating permissions for the user role associated with your user account. Page 220 of 335

221 Status Date Applied Drop-down field used to select the hiring status of the applicants you want to filter by. Options for this field include: Active - Indicates that you want to filter the Applicants list to display applicants that have an active application record on file, regardless of the application type. Active (Full) - Indicates that you want to filter the Applicants list to display applicants that have an active application record on file and that originally submitted all required information via a full form collection during the online application process. Active (Mini) - Indicates that you want to filter the Applicants list to display applicants that have an active application record on file and that originally submitted only partial required information via a minimal form collection during the online application process. Inactive - Indicates that you want to filter the Applicants list to display applicants whose records are no longer active because the final hire or reject action has already been performed. Expired - Indicates that you want to filter the Applicants list to display applicants whose records have expired due to inactivity. Additionally, if system administrators configure your Pangea environment to allow applicants to apply to more than one job opening and hiring associates perform the final hire action for the applicant, all other application records for which the applicant was not hired automatically become expired and display when you select the Expired option. All - Indicates that you want to filter the Applicants list to display all applicants regardless of status or application type. Hot - Indicates that you want to filter the Applicants list to display all applicants which meet or exceed the minimal hot candidate score for their online application form collection. New - Indicates that you want to filter the Applicants list to display all applicants which have recently applied to the job opening or requisition. The total number of records you return as a result of applying this filter is reduced once you click the hyperlink for the value, navigate to the applicant dashboard, and then either view the applicant summary for the applicant or candidate, or perform an action towards the applicant or candidate record. Drop-down field used to select the date range option for when the applicants you want to filter by submitted their application. The option for this field that displays as selected by default is dependent on the ApplicantDateAppliedFilterId Metadata setting. Contact your system administrator for assistance with updating the ApplicantDateAppliedFilterId Metadata setting. Last Name Text field used to type the last name of the applicant you want to filter by. First Name New Advanced Search Edit Advanced Search Advanced Search Criteria Text field used to type the first name of the applicant you want to filter by. Icon used to create a new advanced search and expand the standard search criteria using the Advanced Applicant Search pop-up. Icon used to modify criteria for the currently selected advanced search. Drop-down field used to select previously saved advanced search criteria to apply to the Applicants list. Page 221 of 335

222 Performing a Search and Applying Filters to Locate Applicants Company Client SSN Text field and drop-down field used to type a portion of the name of the company client associated with the applicants you want to filter by and then select the company client. The initial text field utilizes an incremental find and filter functionality which returns company clients that match the string of characters you type as the available options for the subsequent drop-down field. Text field used to type the Social Security Number or alternate identification code of the applicant you want to filter by. The value you type in this field displays as masked by default. You can only use the SSN field to locate applicants by alternate identification code if your business or organization utilizes the alternate identification method of identifying applicants, which allows applicants to provide an alternate identification code during the applicant portal account creation phase of the online application process. Contact your system administrator for assistance with activating this functionality for your Pangea environment. The field label for the SSN field may also differ based on the SSNorOtherIDDashboardLabel Metadata setting. Contact your system administrator for assistance with updating the SSNorOtherIDDashboardLabel Metadata setting. Additionally, the SSN field is only available if the EnableApplicantSSNSearch Metadata setting is active for your system environment. Contact your system administrator for assistance with activating the EnableApplicantSSNSearch Metadata setting. BGC Order Number You can also use the SSN field to uniquely locate records when reviewing the online application status for invited applicants. Refer to the Reviewing Application Status for Invited Applicants topic for more information on this functionality. Text field used to type the equest+ Work Order ID number associated with any background check order of the applicant you want to filter by. You can use the BGC Order Number filter field to filter applicant records by the equest+ Work Order ID number for any previous or current background check order. Additionally, the BGC Order Number field is only available if the EnableApplicantWorkOrderIdSearch Metadata setting is active for your system environment. Contact your system administrator for assistance with activating the EnableApplicantWorkOrderIdSearch Metadata setting. Find Button used to apply your filter criteria and refresh the Applicants list. Applicants Advanced Applicant Search s Search Reason Drop-down field used to record your reason for performing a search for applicant records, which effectively ensures that your organization is in accordance with the U.S. Department of Labor requirements for the Office of Federal Contract Compliance Programs (OFCCP) standards. The Search Reason field displays as a required field if the OFCCP Logging functionality is active for your environment. Contact your administrator for assistance with activating the OFCCP Logging functionality. Refer to the About the OFCCP Logging Functionality topic for more information on the OFCCP Logging feature. Page 222 of 335

223 Req Code Zip Code Radius Job Category Position Location Get Action Status Drop-down field used to record the job opening or requisition of the applicants you want to locate, which effectively ensures that your organization is in accordance with the U.S. Department of Labor requirements for the Office of Federal Contract Compliance Programs (OFCCP) standards. Contact your administrator for assistance with activating the OFCCP Logging functionality. Refer to the About the OFCCP Logging Functionality topic for more information on the OFCCP Logging feature. Text field and drop-down field used to type the ZIP code of the applicants you want to locate and then select a ZIP Code Radius option by which you want to filter applicants. Drop-down field used to select the job category, or job class, by which you want to filter applicants. Drop-down field used to select the position title of the position by which you want to filter applicants. Drop-down and text field used to select the location type and then type the name or other criteria for the location type. The Location text field refreshes to display as a drop-down field with values that match the criteria you typed when you click Get. Button used to submit your criteria and refresh the Location text field to display as a drop-down field with values that match your criteria. Drop-down field used to select the most recently applied hiring action for the applicants you want to filter by. Next Action Drop-down field used to select the next hiring action of the applicants you want to filter by. Flagged Applicants Applicant Type Drop-down field used to select a flagging option for the applicants you want to filter by based on whether or not you previously flag applicant records using the Flag Applicants icon. The Flagged Applicants drop-down field is only available if the EnableApplicantFlags Metadata setting is active. Contact your system administrator for assistance with updating the EnableApplicantFlags Metadata setting. Drop-down field used to select the applicant type, based on the applicant portal from which the applicant applied, of the applicants you want to filter by. Assessment Drop-down field used to select the assessment score of the applicants you want to filter by. WOTC Eligible Drop-down field used to select the Work Opportunity Tax Credit (WOTC) qualification option of the applicants you want to filter by. BGC Status Drop-down field used to select the background check status of the applicants you want to filter by. BGC Completed Days Drop-down field used to select one of the following options by which you want to filter applicant records according to the number of days since the last background check for applicants was completed: 1 day 7 days 14 days 30 days Page 223 of 335

224 Performing a Search and Applying Filters to Locate Applicants BGC Completed Date From BGC Completed Date To BGC Requester BGC Viewed Resume Keywords Date field used to select, or type in MM/DD/YYYY format, the beginning date of the date range since the last background check was completed for the applicant records you want to filter by. Date field used to select or type the ending date of the date range since the last background check was completed for the applicant records you want to filter by. Text field and drop-down field used to type a portion of the name of the background check requester, or the hiring associate responsible for performing the most recent background check, and then select the requester of the applicants you want to filter by. Drop-down field used to indicate whether you want to filter applicants according to whether the Background Report for applicants has been viewed since the most recent screening change for the applicant record. Text field used to type the keywords that match content within the resume of the applicants you want to filter by. You can include AND, NOT, or OR as keyword search operators to separate the keywords you want to search by and expand or refine your search criteria. For example, if you type "computer AND science" the applicants that display in your results are applicants whose resumes include all of the keywords "computer" and "science. Alternatively, if you type "computer OR science" the applicants that display in your results are applicants whose resumes include either of the keywords "computer" or "science". Min Score Max Score Search Name* Applicant Data Criteria Save and Search Applicants Cancel You can also use parentheses "()" characters to combine sets of keywords and operators. For example, if you type "(java developer OR asp.net developer) AND microsoft" in the Resume Keywords field, the applicants that display in your results are applicants whose resumes include either of the keywords "java developer" or "asp.net developer" and which also must include the keyword "microsoft". Text field used to type the minimum application score of the applicants you want to filter by. Text field used to type the maximum application score of the applicants you want to filter by. Text field used to type a name for the advanced search profile. Once you create an advanced search profile, the profile becomes associated with your specific user account, and you can select and apply the criteria from the advanced search at any time by selecting the profile from the Advanced Search Criteria drop-down field. Section that displays fields used to select additional criteria from the online application by which you want to filter applicants. The number and type of fields that display depends on which applicant search fields are available for your user role and configured for your system. Contact your system administrator for assistance with creating, modifying, or deleting advanced applicant search fields. Button used to save your advanced search profile, apply the criteria you select to the applicants in the Applicants list, and then refresh the Applicant dashboard. Button used to cancel your changes and return to the Applicant dashboard. Page 224 of 335

225 Search Applicants Delete Search Button used to apply the criteria you select to the applicants in the Applicants List, without saving your advanced search profile, and then refresh the Applicant dashboard. If you opt to simply apply your search criteria without saving the advanced search profile, the name of the profile displays as "<unsaved advanced search>" in the Advanced Search Criteria drop-down field in the Filter Applicants section, and the profile is not retained if you log out or navigate away from the Applicant dashboard. Button used to delete the current advanced search. * - indicates a required field You can use the Advanced Applicant Search pop-up to do the following: Perform a Search and Apply Filters to Locate Applicants Delete Advanced Searches To Perform a Search and Apply Filters to Locate Applicants 1. From the Applicant dashboard, do one or more of the following to choose the type of filter you want to apply for the list of applicants in the Applicants section: Select a view option for the Applicants list from the Applicant View drop-down field. Select the select the requisition or job opening code of the applicants you want to filter by from the Req Code drop-down field. The ability to filter applicants by requisition or job opening code is dependent upon whether the Requisitions dashboard permission is active for the user role associated with your user account. Contact your system administrator for assistance with updating permissions for the user role associated with your user account. Select the hiring status of the applicants you want to filter by from the Status drop-down field. Select the date range option for when the applicants you want to filter by submitted their application from the Date Applied drop-down field. Type the last name of the applicant you want to filter by in the Last Name field. Type the first name of the applicant you want to filter by in the First Name field. Type a portion of the name for the company client associated with the applicant you want to filter by in the Company Client text field and then select the company client from the subsequent drop-down field. The ability to filter applicants by company clients is dependent upon whether the EnableClientSupport Metadata setting is active for your system environment. Contact your system administrator for assistance with activating the EnableClientSupport Metadata setting. Type the Social Security Number of the applicant you want to filter by in the SSN field. Page 225 of 335

226 Performing a Search and Applying Filters to Locate Applicants Type the equest+ Work Order ID number associated with any background check order of the applicant you want to filter by in the BGC Order Number field. The ability to filter applicants by equest+ Work Order ID is dependent upon whether the EnableApplicantWorkOrderIdSearch Metadata setting is active for your system environment. Contact your system administrator for assistance with activating the EnableApplicantWorkOrderIdSearch Metadata setting. If you are satisfied with your search criteria, continue to Step Select a previously saved advanced search to apply to the Applicants section from the Advanced Search Criteria drop-down field. If you are satisfied with your search criteria, continue to Step 6. If you want to create a new advanced search, continue to the next step. 3. Click the New Advanced Search icon to create a new advanced search or click the Edit Advanced Search icon to modify criteria the currently selected advanced search. The Advanced Applicant Search pop-up displays. Advanced Applicant Search 4. From the Advanced Applicant Search pop-up, do one or more of the following to expand the standard search criteria and select advanced search criteria to apply for the list of applicants in the Applicants section: Page 226 of 335

227 Select your reason for performing a search for applicant records from the Search Reason drop-down field. The search reason you select effectively helps to ensure that your organization is in accordance with the U.S. Department of Labor requirements for the Office of Federal Contract Compliance Programs (OFCCP) standards. Refer to the About the OFCCP Logging Functionality topic for more information on the OFCCP Logging feature. Select the job opening or requisition of the applicants you want to locate from the Req Code drop-down field. The job opening or requisition you select effectively helps to ensure that your organization is in accordance with the U.S. Department of Labor requirements for the Office of Federal Contract Compliance Programs (OFCCP) standards. Refer to the About the OFCCP Logging Functionality topic for more information on the OFCCP Logging feature. Type the ZIP code of the applicants you want to locate and then select a ZIP Code Radius option by which you want to filter applicants. Select the job category by which you want to filter applicants from the Job Category dropdown field. Select the position title of the position by which you want to filter applicants from the Position drop-down field. Select a location type option from the Location drop-down field, type the name or other criteria for the location type in the Location text field, and then click Get. The Location text field refreshes to display as a drop-down field with values that match the criteria you typed. Select the location by which you want to filter applicants from the refreshed Location drop-down field. Select the most recently applied hiring action for the applicants you want to filter by from the Action Status drop-down field. Select the next hiring action of the applicants you want to filter by from the Next Action dropdown field. Select an applicants flagging option to indicate whether you want to filter by either flagged applicant records or all non-flagged applicants records from the Flagged Applicants dropdown field. Select the applicant type, based on the applicant portal from which the applicant applied, of the applicants you want to filter by from the Applicant Type drop-down field. Select the background check status of the applicants you want to filter by from the Background drop-down field. Select the assessment score of the applicants you want to filter by from the Assessment drop-down field. Select the WOTC qualification option of the applicants you want to filter by from the WOTC Eligible drop-down field. Select the background check status of the applicants you want to filter by from the BGC Status drop-down field. Select the date range option by which you want to filter applicant records according to the number of days since the last background check for applicants was completed from the BGC Completed Days drop-down field. Page 227 of 335

228 Performing a Search and Applying Filters to Locate Applicants Select or type the beginning date of the date range since the last background check was completed for the applicant records you want to filter by from the BGC Completed Date From date field. Select type the ending date of the date range since the last background check was completed for the applicant records you want to filter by from the BGC Completed Date To date field. Type a portion of the name of the background check requester, or the hiring associate responsible for performing the most recent background check, and then select the background check requester of the applicants you want to filter by from the BGC Requester field. Indicate whether you want to filter applicants according to whether the Background Report for applicants has been viewed since the most recent screening change for the applicant record from the BGC Viewed drop-down field. Select the criteria from the online application that you want to filter by from the Applicant Data Criteria fields as necessary. The number and type of fields that display depends on which applicant search fields are available for your user role and configured for your system. Contact your system administrator for assistance with creating, modifying, or deleting advanced applicant search fields. Type the minimum and maximum application score range of the applicants you want to filter by in the Min Score and Max Score fields. 5. Do one of the following: If you want to save your advanced search profile for future use, type a name for the profile in the Search Name field and then click Save and Search Applicants to apply your search criteria to the Applicant list. If you do not want to save your advanced search profile for future use and simply want to apply your search criteria to the Applicant list, click Search Applicants. If the applicants you want to locate display in the Applicants list as a result of the advanced search criteria you apply, you have completed this procedure. 6. Click Find Applicants. The Applicants section refreshes to display a list of the applicants that match your search and filter criteria. If the applicants you want to locate display in the Applicants list, you have completed this procedure. The Applicants section includes column headings that you can click to sort the list of applicants by the corresponding column value, and may also include paged results depending on the number of applicants that match your filter and search criteria. If you are confident that the criteria you selected is accurate but the applicants you want to locate do not immediately display, you can resort columns or click the paged results hyperlinks to attempt to locate applicants. 7. Repeat Step 1 to add or modify your current standard search criteria, repeat Step 2 to select a different advanced search, or repeat steps 3-5 to create a new advanced search as necessary and then perform a new search. Once you locate the applicant records you want, you can click the Flag Applicant icon to flag the candidate or applicant record for future reference and then use the Flagged Applicants drop-down filter field to quickly locate applicants you flag. Page 228 of 335

229 To Delete an Existing Advanced Search 1. From the Applicant dashboard, select the advanced search you want to delete from the Advanced Search Criteria drop-down field. 2. Click the Edit Advanced Search icon. The Advanced Applicant Search pop-up displays. 3. Click Delete Search. REVIEWING COMPLETED APPLICATIONS Once you initially receive the applicant s application, you can click the corresponding Application hyperlink for the position to which applicants apply from the Application Forms section on the Document List pop-up to view the Applicant Summary. The Applicant Summary includes the form field names and corresponding form field values that the applicant provided from the online application process, organized by each form in the form sequence. You can also click the Print hyperlink to print the Applicant Summary as necessary. Applicant Summary SELECTING JOB OPENINGS FOR APPLICANTS The Applicant Location/Position pop-up allows you to choose new job openings for prospective applicants. You can use the Applicant Location/Position pop-up to add a new candidate record for applicants in the event that the job opening that the applicant initially selected to apply for is no longer available, or if you want to consider the applicant for a different job opening under a new position or at a new location. The Applicant Location/Position pop-up also displays if you opt to choose a specific job opening for the applicant to apply to when sending application invitations to prospective applicants or when you complete internal online applications on behalf of applicants. Page 229 of 335

230 Selecting Job Openings for Applicants You cannot select a new opening for applicants if hiring associates have previously performed the final Hire action to effectively hire the applicant. Under these circumstances, if you click the Job column hyperlink, you receive an error message. Additionally, when you select new job openings for prospective applicants, you should avoid assigning hiring actions which include PDF form or action form collection attachments to the new internal applicant records that you create until hiring associates perform actions to invite applicants to associate their applicant portal account with their internal applications. Refer to the for more information on how to send invitations to applicants with internal applications. When you select a new job opening for prospective applicants, you effectively create a new candidate record for the applicant towards the new job opening you choose. Under these circumstances, the new candidate record you create does not include any actions that you previously performed towards the original candidate record. Applicant Location/Position s Applicant Location/Position Applicants to be added Positions Locations Find Add Location Position List that displays the names of the currently selected applicants that you want to add to the job opening or requisition. You can choose the applicant name and then click Remove to remove the corresponding applicant from the list as necessary. Drop-down field used to select the position of the job openings you want to filter by Drop-down field used to select the location of the job openings you want to filter by. Button used to apply filter criteria and refresh the Applicant Location/Position list. Buttons used to add the applicant to the corresponding job opening. Displays the location for the job opening. Displays the position for the job opening. Page 230 of 335

231 Job Opening No of Openings Portal Client Displays the name of the job opening. Displays the current number of available openings for the job opening. Displays the name associated with the applicant portal to which the job opening is posted. Text field and drop-down field used to type a portion of the name of the company client to associate with the new job opening for the applicant. The initial text field utilizes an incremental find and filter functionality which returns company clients that match the string of characters you type as the available options for the subsequent drop-down field. Select* Adding applicants to You must select a company client if the position associated with the corresponding job opening is set up as a company client specific position. Contact your system administrator for assistance with company client specific positions. Button used to choose the new job opening for the existing applicant. Section that includes the following fields you can use to choose the online application form data for each applicant for which you want to create a new application record towards the job opening: Reselect Job Update Applicants Applicant Name Application to copy Remove Button used to avoid adding applicants to the currently selected job opening and return to the initial Applicant Location / Position pop-up to choose a different job opening. Button used to create new application records towards the new job opening for all applicants in the Adding applicants to list. Displays the name of the applicant that you want to add to the new job opening. Drop-down field used to select the existing application from which you want to apply online application form collection data towards the application copy you want to create as a result of selecting the new opening for the applicant. Each available Application to copy field option includes the position title, the position code within parentheses "()", and the date that the application was created or submitted. Button used to remove the corresponding applicant from the Adding applicants to list. * - indicates a required field You can use the Applicant Location/Position pop-up to do the following: Select a New Job Opening for a Single Applicant Select a New Job Opening or Requisition for Multiple Applicants To Select a New Job Opening or Requisition for a Single Applicant 1. From the Applicant dashboard, perform a search and apply filters as necessary to locate the applicant you want. Page 231 of 335

232 Selecting Job Openings for Applicants 2. Click the current job opening hyperlink for the applicant record from the Job column. The Applicant Location/Position pop-up displays. 3. From the Applicant Location/Position pop-up, do one of the following: Select the new position for the applicant from the Positions drop-down field. Select the new location for the applicant from the Location drop-down field. 4. Click Find. The Select New Position / Location list refreshes to display the job openings that match your results. 5. Click the Select button for the corresponding requisition to which you want to add a new candidate record for the selected applicant. The Applicant Location/Position pop-up refreshes to display the Adding applicants to section. 6. Do one of the following as necessary: Applicant Location / Position - Adding applicants to Select the existing application from which you want to apply online application form collection data towards the new opening from the Application to copy drop-down field for the applicant as necessary. Click Remove to remove the applicant from the Adding applicants to list and avoid creating a new application towards the new job opening for the applicant. 7. Click Update Applicants. A confirmation message displays to verify whether you want to create a new application record for the applicant towards the job opening you select. 8. Click OK. The initial Applicant Location/Position pop-up displays and a message displays to indicate that the application update was successful. 9. Repeat Steps 3-8 to create additional applications towards new job openings for the applicant as necessary. To Select a New Job Opening or Requisition for Multiple Applicants or Candidates 1. From the Applicant dashboard, search for and apply filters as necessary to locate the applicants or candidates for which you want to add new candidate records towards a different job opening. 2. Click the Add applicants to a requisition icon. The Applicants section refreshes to display the Add Applicants column, Add Candidates to Requisition(s) hyperlink, and Cancel Selections hyperlink. Page 232 of 335

233 Refreshed Applicants Section 3. Click the checkboxes in the Add Applicant column that correspond to each applicant for which you want to add a new candidate record towards a different job opening or requisition. 4. Click the Add Candidates to Requisition(s) hyperlink. The Applicant Location/Position pop-up displays. 5. From the Applicant Location/Position pop-up, do one of the following as necessary: Select the new position for the applicants or candidates from the Positions drop-down field. Select the new location for the applicants or candidates from the Location drop-down field. 6. Click Find. The Select a new position/location list refreshes to display the job openings that match your results. 7. Click the Select button for the corresponding requisition to which you want to add a new candidate record for the selected applicants. The Applicant Location/Position pop-up refreshes to display the Adding applicants to section. 8. Do one of the following as necessary: Applicant Location / Position - Adding applicants to Select the existing application from which you want to apply online application form collection data towards the new opening from the Application to copy drop-down field for each applicant as necessary. Click Remove to remove the corresponding applicant from the Adding applicants to list and avoid creating a new application towards the new job opening for the applicant as necessary. 9. Repeat Step 8 as necessary for each applicant record and then click Update Applicants. A confirmation message displays to verify whether you want to create a new application record for the applicants towards the job opening you select. Page 233 of 335

234 Updating Company Clients for Existing Applicants and Employees 10. Click OK. The initial Applicant Location/Position pop-up displays and a message displays to indicate that the application updates were successful. 11. Repeat Steps 5-10 to create additional applications towards new job openings applicants as necessary. UPDATING COMPANY CLIENTS FOR EXISTING APPLICANTS AND EMPLOYEES The Update Company Client pop-up allows you to update or modify the company client that was originally associated with the job opening that the applicant initially applied to, or that is currently associated with an existing employee. In the event that a company client was not originally associated with the job opening to which the applicant applied, hiring associates for staffing organizations and managers can also use the Update Company Client pop-up to associate a company client with the applicant or employee record. The ability to update company clients for existing applicants is dependent upon whether the EnableClientSupport Metadata setting is active for an environment. Contact your system administrator for assistance with updating the EnableClientSupport Metadata setting. Additionally, when you update the company client for an applicant, you effectively create a new application copy for the applicant. You can use the new application copy to record any additional transactions, such as performing actions, towards the applicant record of the applicant for which you updated the company client until hiring associates perform actions to invite applicants to associate their applicant portal account with their internal applications. Refer to the for more information on how to send invitations to applicants with internal applications. It is important to note that when you update the company client for an employee, you do not effectively create a new employee record for the employee. Under these circumstances, the Application drop-down field does not display on the Update Company Client pop-up. Update Company Client Page 234 of 335

235 Update Company Client s New Client Text field and drop-down field used to type a portion of the name of the company client and then select the new company client to associate with the applicant or employee record. The initial text field utilizes an incremental find and filter functionality which returns company clients that match the string of characters you type as the available options for the subsequent drop-down field. You can leave the value of this field blank to indicate that you do not want to specify a company client for the applicant or employee. Application Drop-down field used to select the existing application from which you want to apply online application form collection data towards the application copy you want to create as a result of updating the company client for the applicant. Each available Application to copy field option includes the position title, the position code within parentheses "()", and the date that the application was created or submitted. Save The Application drop-down field only displays on the Update Company Client pop-up if you are updating the company client for an existing applicant. The Application drop-down field does not display when you update the company client for employees. Button used to save your changes and close the Update Company Client pop-up. You can use the Update Company Client pop-up to do the following: Update the Company Client for an Existing Applicant Update the Company Client for an Employee To Update the Company Client for an Existing Applicant 1. From the Applicant dashboard, perform a search and apply filters as necessary to locate the applicant for which you want to update the company client. 2. Click the Client column hyperlink for the corresponding applicant for which you want to update the company client. The Update Company Client pop-up displays. 3. Type a portion of the name for the company client in the New Client field and then select the new company client to associate with the applicant record from the subsequent drop-down field. You can leave the value for this field blank to indicate that you do not want to specify a company client for the applicant. 4. Select the existing application from which you want to apply online application form collection data towards the application copy you want to create as a result of updating the company client for the applicant from the Application drop-down field. 5. Click Save. To Update the Company Client for an Employee 1. From the Manage Employees tab of the Manager dashboard, perform a search and apply filters as necessary to locate the employee for which you want to update the company client. Page 235 of 335

236 Viewing Background Check Information 2. Click the Client column hyperlink for the corresponding employee for which you want to update the company client. The Update Company Client pop-up displays. 3. Type a portion of the name for the company client in the New Client field and then select the new company client to associate with the employee record from the subsequent drop-down field. You can leave the value for this field blank to indicate that you do not want to specify a company client for the employee. 4. Click Save. VIEWING BACKGROUND CHECK INFORMATION You can click the Background column hyperlink from the Applicants section on the Applicant dashboard to confirm the status of the background check for the corresponding applicant within the equest+ Employment Screening and Drug Testing system. You can also click the Background column hyperlink from the Manage Employees section of the Manager dashboard to review detailed background check orders for the corresponding employees. The pop-up that displays includes the Background Report for the applicant or employee from the equest+ system. Page 236 of 335

237 Sample Background Report Page 237 of 335

238 Viewing Background Check Information If multiple background check orders exist for the applicant or employee, the Multiple Background Checks popup displays when you click the background check status hyperlink to view details of the Background Report for the applicant or employee from the equest+ system. The Multiple Background Checks pop-up displays a record for each individual manual background check order that you place for the applicant or employee. You can use the Multiple Background Checks pop-up to access details for each individual manual background check order, including the date ordered, the individual responsible for initiating the order, the equest+ Work Order identification number, the date by which the screening status for the order was last updated, and the current screening status for the order. Each background check order record also includes a View Report column hyperlink you can use to view the background check order report for the corresponding record. Multiple Background Checks s Date Ordered Ordered By Manage Background Checks Displays the date and time that the background check was originally ordered. Displays the name of the individual responsible for performing the background check order. EQWorkOrderId Displays the equest+ Work Order identification number for the background check order. Status Date Screening Status View Report Updated Displays the date by which the screening status for the background check order was last updated. Displays the current screening status for the background check order. Hyperlink used to view details for the background check order via the Background Report pop-up. Icon which indicates that the background check order report has not been reviewed since the most recent screening status change for the applicant or employee record. Additionally, you can also view summary information for the most recent background check order associated with the corresponding applicant. Once you successfully place an automatic or manual background check order for applicants, a BGC Information icon displays next to the screening status within the Background column in the Applicants section of the Applicant dashboard. You can click the BGC Information icon to view the Background Check Summary table for the corresponding applicant. The Background Check Summary table allows you to view a summary of the most recent background check order for an applicant, such as the ordered products, the date and time the background check order or product was requested, the date and time the background check order or product was completed, the current screening status of each background check product, and any comments that background check reporters record for the corresponding product. The Background Check Summary table is only available if the EnableApplicantBGCStatusView Metadata setting is active for your Pangea environment. Page 238 of 335

239 It is important to note that while you can manually click the BGC Information icon to access the Background Check Summary table as you view multiple applicant records on the Applicant dashboard, you can also automatically display the Background Check Summary table. If you perform a search and apply filter criteria to uniquely locate and isolate the corresponding applicant within the Applicants section, and the BGC Information icon actively displays to indicate that summary background check information is available, the Background Check Summary table is designed to automatically display. With this functionality, you can avoid having to manually click the BGC Information icon to view the Background Check Summary table or continually cause the Applicants section to expand vertically as you view background check summary information for multiple applicants. You can ideally implement the ability to automatically display the Background Check Summary table by activating the EnableApplicantWorkOrderIdSearch Metadata setting in your Pangea environment, which allows hiring associates to use the BGC Order Number field when performing a search to specifically locate and isolate individual applicant records by the unique equest+ Work Order ID number associated with the most recent background check order for the applicant. Contact your system administrator for assistance with activating the EnableApplicantBGCStatusView or EnableApplicantWorkOrderIdSearch Metadata settings. Background Check Summary s Product Displays the name of the background check product or service for the background check order. Requested Displays the date and time by which the background check order or product was requested. Completed Displays the date and time by which the background check order or product was completed. Status Displays the current screening status associated with the background check product or service. Comments Displays any comments associated with the background check product or service. The comments section displays a value of "No results yet" if the background check order was successfully placed, but there are no results available at this time. Close Icon used to close and collapse the Background Check Summary table. To Review the Background Check Summary for an Applicant 1. From the Filter Applicants section of the Applicant dashboard, type the equest+ Work Order identification number associated with the most recent background check order of the applicant for which you want to view background check summary information in the BGC Order Number field. 2. Click Find Applicants. The Applicants section refreshes to display the Background Check Summary table for the most recent background check order associated with the applicant. Page 239 of 335

240 Viewing the Assessment Summary Report Applicants - Background Check Summary VIEWING THE ASSESSMENT SUMMARY REPORT The Applicant Assessment Summary report provides a summary of the internal assessment that the applicant submits during the online application or action completion process and includes ratings for each assessment category. The online application or action form collection must include an assessment form in order to access the Applicant Assessment Summary report on the Assessments pop-up. You can click the corresponding assessment rating hyperlink under either the Assessment column of the Applicants list, or from the Title column of the Assessment Forms section on the Document List pop-up, to view the Applicant Assessment Summary report for the applicant. The Applicant Assessment Summary report may display with incorrect formatting if you view it in Internet Explorer with Compatibility View enabled. In order to resolve this formatting issue, you can re-enable Compatibility View when viewing the report. Applicant Assessment Summary Page 240 of 335

241 If the assessment consists of an external assessment, if additional assessment results are available from the external or third-party site, and if system administrators have configured the external assessment form from the online application form collection that the applicant completes to interact with the third-party or assessment site, you can also click the assessment rating hyperlink for the external assessment to view the results or report for the assessment in a new browser window or tab. Contact your system administrator for assistance with configuring external site integration forms. VIEWING AND MANAGING DOCUMENTS, FORMS, AND APPLICANT INFORMATION Human resources personnel can click the Name column hyperlink from the Applicants list on the Applicant dashboard to access the Document List pop-up. The Document List pop-up allows you to review and update contact and identification information for the applicant, view a list of documents uploaded during or after the online application process as well as PDF forms, action form collections, and assessments completed during the hiring process, and any pre-populated forms from the online application. You can also use the pop-up to countersign online forms, determine whether the online form displays to the applicant, upload and attach documents, and add notes regarding the applicant. Human resources personnel can obtain an electronic copy of the document or form by clicking the corresponding name hyperlink on the Document List pop-up. The file name of the documents that you upload cannot exceed 50 characters in length or include the following special characters: \ / : *? " < > (). Additionally, documents that you 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) 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 when you attempt to open and preview the image from the Document List pop-up. 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 241 of 335

242 Viewing and Managing Documents, Forms, and Applicant Information Document List If you need to capture the countersignature date in the document, you must strictly configure the corresponding PDF form field. Contact your system administrator for assistance with configuring PDF form field tags to capture the countersignature date in PDF forms. Page 242 of 335

243 Document List s Contact Information Section that includes the following fields you can use to view contact and address information for applicants: Edit Contact Info Work Phone Home Phone Other ID Icon used to modify the contact information for the applicant as necessary. If you update the contact information for the applicant, the changes you make display for the applicant on the Candidate Information pop-up from the Candidate dashboard. Displays the address for the applicant. Displays the work phone number for the applicant. Displays the home phone number for the applicant. Displays the alternate identification code for the applicant. The Other ID field is only available if your business or organization utilizes the alternate method of identifying applicants, which allows applicants to provide an alternate identification code during the applicant portal account creation phase of the online application process. Contact your system administrator for assistance with activating this functionality for your Pangea environment. Address1 Displays the first line of the address for the applicant. Address2 Displays the second line of the address for the applicant. City State Displays the city for the address associated with the applicant. Displays the state for the address associated with the applicant. ZIP Code Displays the postal code of the address associated with the applicant. Country Displays the country of the address associated with the applicant. Page 243 of 335

244 Viewing and Managing Documents, Forms, and Applicant Information Modify Contact Information Section that includes the following fields you can use to update contact information for the applicant: Text field used to type the address for the applicant. Work Phone Home Phone Other ID Update Info Text field used to type the work phone number for the applicant. Text field used to type the home phone number for the applicant. Text field used to type the alternate identification code for the applicant. The Other ID field is only available if your business or organization utilizes the alternate method of identifying applicants, which allows applicants to provide an alternate identification code during the applicant portal account creation phase of the online application process. Contact your system administrator for assistance with activating this functionality for your Pangea environment. Icon used to save your changes and refresh the Document List pop-up. Cancel Icon used to cancel your changes and refresh the Document List pop-up. Page 244 of 335

245 Attached Documents Section that includes the following fields you can use to view, attach, publish, or delete documents associated with the applicant record: View Icon used to open the corresponding document. Document Document Name Source Publish Delete Displays the file name of the corresponding document associated with the applicant. You can click the document name hyperlink to open the corresponding document. Displays the following icons used to indicate the source from which the corresponding attached document was originally uploaded: Icon Dashboard Attachment OA Attachment Indicates that the document was uploaded by a system user via the Home or Applicant dashboards. Indicates that the document was uploaded by the applicant during the online application process. Checkbox used to indicate whether you want the document you upload to be visible from the Candidate dashboard. The checkbox is only available if the attached document displays with a Source of Dashboard Attachment. Icon used to remove the document from the applicant record. Select Displays the file path to the document once you click Browse to locate and Document select the document you want to upload. Browse Button used to locate and select the document you want to upload. Attach Button used to upload and attach the document to the applicant's record. The Document maximum file size for any individual document or file you upload and attach for the applicant cannot exceed 4MB. Page 245 of 335

246 Viewing and Managing Documents, Forms, and Applicant Information Application Forms Section that includes the following fields you can use to view, open, countersign, or publish forms that the applicant completes or uploads during the online application process: Source Displays the following icons used to indicate the source from which the corresponding form was originally uploaded: OA Document OA Form Indicates that the document consists of a PDF form that was automatically prefilled and uploaded during the online application process. Indicates that the form consists of a previously submitted online application form collection. You cannot countersign or publish documents with a Source of OA Form. As a result, the Countersign and Publish checkboxes display as inactive for online application form collections. Document Name Displays the file name of the PDF form or online application form collection associated with the applicant record. You can click the document name hyperlink to open the corresponding PDF form or view a summary of the online application form collection. Type The name of the online application form collection in this column consists of the job class to which the applicant applies,as well as a suffix of "Application". Displays a description of the form type. Countersign Checkbox used to indicate whether you want to countersign the corresponding form. The checkbox is only available if the Contains Countersignature option was selected for the form when it was uploaded, and you can only modify the value of the checkbox if the Counter Sign Docs permission is active for your user account. If you deselect the Countersign checkbox, the countersignature is removed from the corresponding document. Publish Last Modified By Date Checkbox used to indicate whether the applicant can view the document or form on the Home dashboard once their user account is activated or from the My Documents section of the Candidate dashboard during the hiring process. You can only modify the value of the checkbox if the Counter Sign Docs permission is active for your user account. Displays the user name of the user that last modified the application, document, or form. Displays the date and time by which the application, document, or form was last modified. Page 246 of 335

247 Sign All Publish All Save Checkbox used to select the available Countersign checkboxes for all forms in the list. Checkbox used to select the available Publish checkboxes for all forms in the list. Button used to save your changes to the forms. Page 247 of 335

248 Viewing and Managing Documents, Forms, and Applicant Information Action Forms Section that following fields you can use to view details for documents, PDF Forms, or action form collection summaries that were uploaded as the result of either the applicant or a hiring associate completing a hiring action during the hiring process: View Document Source Icon used to view the corresponding document, PDF Form, or form collection summary associated with the applicant record. Displays the following icons used to indicate the source from which the corresponding action form was originally uploaded: Action Form Action Document Indicates that the form consists of a previously submitted action form collection or PDF form. Indicates that the document consists of a PDF document associated with an action form collection. Document Name Type Status Date Sent You can click the Source icon to view the corresponding PDF Form, PDF document, or form collection summary associated with the applicant action record. Displays the name of the action document or form collection associated with the hiring action. The name of the action documents or form collections in this column display a prefix that consists of the position title and job opening code to which the applicant applies. You can click the Document Name column hyperlink to view the corresponding document, PDF Form, or action form collection summary from the previously performed action associated with the applicant record. Displays a description of the action form collection, PDF form, or document attachment type Displays a Sent or Complete value to indicate the status of whether the applicant or hiring associate has completed the action form collection, PDF form, or document attachment. Displays the date by which the hiring action was initially assigned to the applicant or hiring associate. Date Displays the date by which the hiring action was completed by the applicant Completed or hiring associate. Last Modified By Displays the name of the applicant or hiring associate responsible for the most recent change to the document or form associated with the hiring action. Page 248 of 335

249 Assessment Forms Section that includes the following fields you can use to view details for assessments that the applicant completed during the online application or action form collection completion processes: Source Displays the following icons used to indicate the source of the corresponding assessment: Applicant Notes Title Icon OA Form Action Form Indicates that the assessment consists of a form that the applicant completed during the online application process. Indicates that the assessment consists of a form that the applicant completed during the action form collection completion process. Displays the name of the position, followed by the job opening code in parenthesis, associated with the candidate record for which the applicant completed the assessment. Title - Displays the title or name of the assessment form. You can click the Title - Assessment Assessment column hyperlink to view a summary of the assessment for the applicant via the Applicant Assessment Summary pop-up. Score Date Completed Displays the score or rating for the assessment. The Score column displays a value of 'Pending' if the applicant has not completed the assessment yet or if the applicant has retaken a more current version of the assessment. Displays the most recent date by which the applicant completed the assessment. Section that includes the following fields you can use manage notes for applicants: New Notes Icon used to add a new applicant note. Notes Last Modified By Date Edit Delete Displays the contents of the applicant note. Displays the name of the individual responsible for adding or updating the applicant note. Displays the date by which the applicant note was last updated. Icon used to modify the corresponding applicant note. Icon used to delete the corresponding applicant note. Notes* Text area used to type content for the applicant note. You can type up to 500 alphanumeric characters in this field. Accept Icon used to save your changes to the applicant note. * - indicates a required field You can use the Document List pop-up to do the following: Page 249 of 335

250 Viewing and Managing Documents, Forms, and Applicant Information Modify Applicant Information Upload and Attach Documents Countersign or Publish Online Forms Add, Modify, or Delete Applicant Notes To Modify Applicant Information 1. From the Applicant dashboard, perform a search and apply filters as necessary to locate the applicant for which you want to update contact information. 2. Click the corresponding Name column hyperlink of the applicant record you want to update from the Applicants list. The Document List pop-up displays. 3. From the Contact Information section, click the Edit Contact Info icon. The Document List popup refreshes to display fields you can use to update contact information for the applicant. 4. Modify the value for the , Work Phone, Home Phone, or Other ID fields as necessary and then click the Update Info To Upload and Attach Documents icon. The maximum file size for any individual document or file you upload and attach cannot exceed 4MB. 1. From the Applicant dashboard, perform a search and apply filters as necessary to locate the applicant for which you want to upload and attach documents. 2. Click the corresponding Name column hyperlink of the applicant record for which you want to upload and attach documents from the Applicants list. The Document List pop-up displays. 3. From the Attached Documents section, click the Browse button next to the Document field to locate and select the document you want to upload. 4. Click Attach Document. The Document List pop-up refreshes to display the document you uploaded. 5. Select the Publish checkbox to indicate whether you want the document to be visible to the applicant via the Candidate as necessary. To Countersign or Publish Online Forms You cannot countersign or publish online application form collections. As a result, the Countersign and Publish checkboxes are inactive for forms that display with a Source of OA Form in the Application Forms section. 1. From the Applicant dashboard, perform a search and apply filters as necessary to locate the applicant for which you want to countersign or publish forms. 2. Click the corresponding Name column hyperlink of the applicant record for which you want to countersign or publish forms from the Applicants list. The Document List pop-up displays. Page 250 of 335

251 3. From the Application Forms section, do one or more of the following as necessary to countersign or publish forms: Select the Countersign checkbox to indicate that you want to countersign the corresponding form. You can also select the Sign All checkbox to select the Countersign checkbox for all forms in the list. Select the Publish checkbox to indicate that you want to publish the corresponding form to the applicant. You can also select the Publish All checkbox to select the Publish checkbox for all forms in the list. 4. Click Save. To Add, Modify, or Delete Applicant Notes 1. From the Applicant dashboard, perform a search and apply filters as necessary to locate the applicant for which you want to add, modify, or delete applicant notes. 2. Click the corresponding Name column hyperlink of the applicant record for which you want to add, modify or delete applicant notes. The Document List pop-up displays. 3. From the Applicant Notes section, do one or more of the following as necessary: Click the New Notes icon, type the content for the new applicant note in the Notes field, and then click the Accept icon. Click the Edit icon, modify the content for the existing applicant note in the Notes field, and then click the Accept icon. Click the Delete icon. A message displays to confirm whether you want to delete the applicant note. Click OK. You cannot edit or delete applicant notes that you did not originally add to the applicant record. The only exception to this policy is if you are the direct manager for the contracting associate that originally adds a note towards the applicant record, in which case you can also delete notes added by associates for which you are responsible. PERFORMING HIRING ACTIONS Human resources personnel can move applicants through the hiring process using scheduled actions. Each action serves as an indicator of the applicant s progress in the hiring process, and as you perform actions, the applicant s progress within the overall hiring process is automatically updated. Human resources personnel can also use templates and form collection attachments associated with hiring actions to send custom notifications to applicants regarding their status in the hiring process and assign any necessary documents or forms to complete as necessary. The hiring actions that you have access to perform depend on the user role assigned to your user account. If the Schedule hyperlink for the action you need to perform displays as grayed out on the Scheduled Actions pop-up, contact your system administrator to update the user role for your account. Page 251 of 335

252 Performing Hiring Actions Applications on the Applicant dashboard can be set to expire after a certain number of days. If an application expires, it only displays on the dashboard if you select the Expired value from the Status field when you perform a search and apply filters using the Filter Applicants section, and you cannot perform hiring actions for the applicant. The only exception to this policy is the Reinstate action, which you can perform to effectively reactivate the application record for the applicant. Contact your system administrator for help with defining the number of days for an application to expire to comply with your organization s human resources standards or for more information on the Reinstate hiring action. Additionally, if you perform an action for an applicant record that you access after choosing the Pooled Applicants View option, the applicant record no longer displays in the Applicants section. Applicants only display within the Pooled Applicants View if the applicant record meets the location and aging criteria associated with an active applicant pool, and if no actions have been performed for the applicant record. As a result, once you successfully perform an action for the applicant from the Pooled Applicants View, the applicant record is no longer available from this view. The only exception to this policy is if the applicant is returned to the pool as a result of inactivity since the last action was performed towards their application record. The ability to return applicants to an applicant pool is based on the ReturnApplicantToPoolDays Metadata setting. Contact your system administrator for assistance with updating the ReturnApplicantToPoolDays Metadata setting. If the number of days since the last action performed for the applicant does not exceed the ReturnApplicantToPoolDays Metadata setting, in order to access the applicant record, you should either choose a different view option from the Applicant View drop-down field after you perform the action or select a new job opening for the applicant to effectively make them eligible for a different view option before you perform the action. Contact your system administrator for assistance with configuring applicant pools. Schedule Actions Page 252 of 335

253 Schedule Actions s Action List Displays a list of the available sequential actions for the applicant. The Action List is sorted according to the ordered sequence of hiring or contracting actions for human resources and contracting associates to complete. If an action in the sequence is configured to be required, you must complete the action before you can proceed to the next action in the sequence. Completed actions display a Complete icon next to the action name in the list. Schedule Hyperlink used to perform the corresponding action in the Action List or Any Time Action List. Any Time Action List Action History Displays a list of actions that you can perform at any time during the hiring or contracting management process. Completed actions display a Complete icon next to the action name in the list. Displays a list of details associated with all the completed actions performed during the history of the application, and includes the following fields: Show All Action History for Applicant Date Title (Job Opening Code) Checkbox used to include completed actions for all candidate records associated with the current applicant in the Action History list. Displays the date and time that the action was performed. Displays the position title and job opening code for which the action was performed for the applicant. The Title (Job Opening) column only displays actions performed towards positions or job openings other than the current candidate record for the applicant if you select the Show All Action History for Applicant checkbox. Description Displays a description of the completed action. User Document Displays the user name of the user that completed the action. Displays one of the following hyperlinks if the completed action includes a form collection or document attachment for the applicant to complete: View PDF - Hyperlink you can click to view the PDF form attached to the completed action. View Form - Hyperlink you can click to view a summary of the completed form collection attached to the completed action on the Action Form Review pop-up. View Sent Files - Hyperlink you can click to view the background check documents sent to the GIS Document Manager system as a result of automatically ordering background checks, performing manual background checks, or manually sending documents via actions. Once you perform actions that include a form collection or document attachment, if the intended recipient is applicant, the View PDF and View Form hyperlinks only display after the applicant successfully completes the attachment. Page 253 of 335

254 Performing Hiring Actions Form Section that displays the documents and forms associated with the action and includes the following fields: Form Displays the name of the document, PDF form, or form collection associated with the Name hiring action. Edit Form Icon used to indicate whether you want to include a link to the corresponding document, PDF form, or form collection in the to the applicant. If the form consists of a form collection or document for which you are the intended recipient instead of the applicant, the corresponding form collection or document opens for you to complete when you click the icon. Applicants can use the Candidate dashboard to access any requested form collections or documents associated with the action, as well as any prefilled PDF documents from the online application process. Refer to the Candidate Dashboard Overview topic for more information on this dashboard. s Insert Portal Link To* CC BCC Subject* Body* Section that displays the notification templates associated with the action and includes the following fields: Name Edit Displays the name of the notification template associated with the hiring action. Button used to review and edit the corresponding notification template. Confirm Checkbox used to indicate that you have reviewed and confirmed that the notification is accurate and ready to send. You must click the checkbox in order to enable the Complete button. Icon used to insert a hyperlink to the Candidate dashboard as the last line of text for the . Applicants can click the hyperlink from the to access any requested form collections or documents that you attach to the action, as well as any prefilled PDF documents from the online application process. Refer to the Candidate Dashboard Overview topic for more information on this dashboard. Text field used to type the recipient s address. Text field used to type the address of the additional recipient that should receive a carbon copy of the notification. Text field used to type the address of the additional recipient that should receive a blind carbon copy of the notification. Text field used to type the subject line of the notification. Rich text area that you can use to modify the body content for the notification. Page 254 of 335

255 HTML Editor Menu Menu that provides you with tools to modify content in the Body text area. The HTML Editor Menu utilizes the TinyMCE application to provide a platform independent web-based Javascript HTML WYSIWIG editor for the content in the Text area. Click the Help icon on the menu to view information on how to use TinyMCE. Save Cancel If you draft content for the text area using a rich text document editor, such as Microsoft Word, and then copy and paste the content from the editor to the text area, TinyMCE attempts to automatically apply HTML formatting to the rich text. You should postpone performing any basic formatting as you draft and copy content in the rich text document editor. Once you are ready to paste your content, click Edit>Paste as text to enable plain text pasting, press CTRL+V to paste the content, and then use the HTML Editor Menu tools to format the content as necessary. Icon used to save your changes and update the notification. Button used to cancel performing the action and refresh the Schedule Actions pop-up. Complete Button used to save your changes and perform the action. * - indicates a required field Schedule Actions - Hire Details s Please provide a termination date for Rehire Section that includes the following fields you can use to confirm the start and end dates of employment for the employee's previous employment record: Previous Position End Date Previous Start Date Text field used to type the date, in MM/DD/YYYY format, by which the employee's previous employment record ended for the employee you want to rehire. You can also click the Calendar icon to select the date you want. Displays the start date for the employee's previous employment record. The Please provide a termination date for Rehire section only displays if a matching active employee record exists in the Pangea system. Additionally, if your business or organization utilizes the rehire functionality, you should disable the PerformContactInfoDupCheck and PerformSSNDupCheck Metadata settings. The PerformContactInfoDupCheck and PerformSSNDupCheck Metadata settings are designed to prevent applicants from reapplying based on the first name, last name, home phone, or SSN they provide during the initial online application process. As a result, if these Metadata settings are active, applicants seeking to be rehired may not be able to complete subsequent online applications. Contact your system administrator for assistance with updating the PerformContactInfoDupCheck and PerformSSNDupCheck Metadata settings. Page 255 of 335

256 Performing Hiring Actions Please provide hiring details for this applicant Section that displays the following fields you can use to indicate hiring options for the new employee: Location Position Displays the name of the location for the new employee. Displays the position for the new employee. Start Date Text field used to type the start date, in MM/DD/YYYY format, for the employee. You can also click the Calendar icon to select the date you want. Manager Get Employee Type If your business or organization utilizes the Form I-9 and EEV ordering functionality, the Start Date is the date that the employee starts work for pay, and is used to determine whether the EEV order is overdue. Refer to the Ordering an Employment Eligibility Verification for an Employee topic for more information on this functionality. Drop-down and text field used to select a manager lookup method and then type the name or other criteria for the manager. The Manager text field refreshes to display as a drop-down field with values that match the criteria you typed when you click Get. The available managers you can select are limited to yourself or a manager that directly reports to you. Button used to submit your criteria and refresh the Manager text field to display as a drop-down field with values that match your criteria. Drop-down field used to select the employee type. User Role Drop-down field used to select the initial user role for the employee. The user role you select indicates the default system permissions for the new employee. If you are not sure which user role to assign to the new employee, contact your system administrator. Cancel Button used to cancel your changes. Complete Button used to save your changes and complete the final hiring action for the new employee. Attached Displays the file name of the documents the applicant included during the online application. You Documents can click the file name hyperlink to open the corresponding document. Actions Online Forms Actions Icon used to open the corresponding document. Displays the name of the form the applicant included during the online application. You can click the form name hyperlink to open the corresponding form. Icon used to open the corresponding form. To View and Update Actions If you need to perform an action that is associated with a manual background check, you should refer to the procedural steps in the Performing Manual Background Check Actions topic instead of the following procedure. 1. From the Applicant dashboard, search for and apply filters as necessary locate the applicant for which you want to view or update actions. Page 256 of 335

257 2. Click the Status column hyperlink for the corresponding applicant in the Applicants list. The Schedule Actions pop-up displays. 3. Review the sequential hiring actions in the Action List and Any Time Action List. If you do not need to update the actions to indicate the applicant s current status, you have completed this procedure and can close the pop-up to return to the Applicant dashboard. If you need to update actions, continue to the next step. 4. Click the Schedule hyperlink for the action to indicate the applicant s updated status in the hiring process. If an notification, document, or form attachment is associated with the action you select to update, the Schedule Actions pop-up refreshes to display the Form and s sections. Do one or more of the following as necessary: If the hiring action you click results in the applicant being initially hired, the Schedule Actions pop-up refreshes to display fields you can use to indicate hiring options, and you can continue to Step 7. If the hiring action you click results in the applicant being hired, and the applicant is a former employee that you intend to rehire, the Schedule Actions pop-up refreshes to display fields you can use to indicate the termination date and start date for the employee's previous employee profile and then choose hiring options, and you can continue to the next step. If your business or organization utilizes the rehire functionality, you should disable the PerformContactInfoDupCheck and PerformSSNDupCheck Metadata settings. The PerformContactInfoDupCheck and PerformSSNDupCheck settings are designed to prevent applicants from reapplying based on the first name, last name, home phone, or SSN they provide during the initial online application process. As a result, if these Metadata settings are active, applicants seeking to be rehired may not be able to complete subsequent online applications. Contact your system administrator for assistance with updating the PerformContactInfoDupCheck and PerformSSNDupCheck Metadata settings. If the hiring action you click does not result in the applicant being hired, and an notification is associated with the action, click the Edit icon to review and update e- mail notifications as necessary, and then continue at Step 13. The Schedule Actions pop-up refreshes to display fields you can use to update the . If you do not need to review or update the , continue to Step 14. If the hiring action you click is associated with documents or form attachments, click the Edit Form icon to indicate the documents and forms that you want the applicant to complete. If the form consists of a form collection for which you are the intended recipient instead of the applicant, the corresponding form collection or document opens for you to complete when you click the Edit icon. You should not assign hiring actions which include PDF form or action form collection attachments to applicant records that you create directly from the Applicant dashboard via an internal online application. Since the Pangea system is designed to generate a generic online application user account when you complete internal online application form collections for new applicants, under these circumstances, the applicant cannot use the Candidate dashboard to access and complete action form collections or PDF forms that you assign as the result of performing hiring actions. Page 257 of 335

258 Performing Hiring Actions If the hiring action you click does not result in the applicant being hired, an notification is not associated with the action, and documents and forms are not associated with the action, or if the template has been configured to prevent the sender from editing the body, you have completed this procedure. You should ensure to complete all prior sequential scheduled actions before you click the Schedule buttons to hire, reject, or re-instate the applicant or close out the application. 5. Type the date, in MM/DD/YYYY format, by which the employee's previous employment record ended in the Previous Position End Date field. You can also click the Calendar date. icon to select the 6. Type the start date, in MM/DD/YYYY format, for the employee's previous employment record in the Previous Start Date field. You can also click the Calendar icon to select the date. 7. Type the start date, in MM/DD/YYYY format, for the employee in the Start Date field. You can also click the Calendar icon to select the date. 8. Select a manager search option from the Manager drop-down field, type the name or other criteria for the manager you want to locate in the Manager text field, and then click Get. The Manager text field refreshes to display as a drop-down field with values that match the criteria you typed. 9. Select the manager to associate with the employee from the Manager drop-down field. The available managers you can select are limited to yourself or a manager that directly reports to you. 10. Select the employee type from the Employee Type drop-down field. 11. Select the user role for the employee from the User Role drop-down field. The user role you select indicates the default system permissions for the new employee. If you are not sure which user role to select for the new employee, contact your system administrator. 12. Click Continue. If an notification is associated with the final hiring action, continue to the next step. If an notification is not associated with the action and the job opening associated with the applicant only has one remaining available opening which becomes fulfilled as a result of performing the final hire action, the Dispositioning Applications section displays and you can continue to Step 15. The user account type associated with new employees for which you perform the final hire action is automatically set to Single Sign-on (SSO) only if the EnableSSO Metadata setting is active for your environment. Under these circumstances, the new employee should not attempt to use the Login page of the main Pangea portal to activate their new user account or log in to the Pangea system. Refer to the Pangea SSO User Guide for more information on the SSO functionality. 13. Review the notification template. If you need to make changes to the notification, modify the address, subject, and body of the message as necessary and then click Save . If you do not need to make changes to the notification, continue to the next step. Page 258 of 335

259 14. Click the Confirm checkboxes for each you want to send and then click Complete to submit the notifications to the applicant. If the hiring action you click results in the applicant being hired, but the job opening does not become fulfilled as a result of performing the final hire action, you have completed this procedure. If the hiring action results in the applicant being hired, and the job opening associated with the applicant only has one remaining available opening and becomes fulfilled as a result of performing the final hire action, the Dispositioning Applications section displays and you can continue to Step From the Dispositioning Applications section, select a disposition code to associate with the requisition from the Disposition Code drop-down field. When dispositioning remaining applicant records, if you click the Cancel button, you effectively cancel both the disposition applications process as well as the hiring process for the corresponding applicant. Dispositioning Applications 16. Type a reason or explanation for closing the requisition in the Comments field as necessary. 17. Click Close and Disposition All. PERFORMING A MANUAL BACKGROUND CHECK FOR APPLICANTS Human resources personnel can move applicants through the hiring process using scheduled actions. Each scheduled action indicates the applicant s progress in the hiring process, and as you schedule actions, the applicant s progression is automatically updated. One specific type of action hiring associates can perform for applicants is a manual background check. Manual background checks in Pangea differ from standard actions in that they allow you to leverage the equest+ screening and background check service to order products from a background check package. The equest+ products that you order when you perform a manual background check action may be optional or required based on the package configuration. Contact your system administrator for assistance with configuring background check packages. Page 259 of 335

260 Performing a Manual Background Check for Applicants The applicant for which you want to perform the manual background check action must have a Social Security Number and Date of Birth on record to properly order and process the manual background check. If the Social Security Number and Date of Birth values do not exist for the applicant, you cannot complete the manual background check action. The hiring actions that you have access to perform depend on the user role assigned to your user account. If the Schedule hyperlink for the manual background check action you need to perform displays as grayed out on the Scheduled Actions pop-up, contact your system administrator to update the user role for your account. Schedule Actions - Background Check Package Selection Order History Section that displays details for previous background check orders for the applicant and includes the following fields: Work Order # Customer Id Subject Name Completed / Status Services Ordered Displays the equest+ Work Order identification number for the previous background check order. Displays the name of the customer associated with the equest+ integrator account of the user responsible for initiating the previous background check order. Displays the name of the applicant for the previous background check order. Displays the current status for the previous background check order. Displays the ordered products or services associated with the background check package for the previous background check order. Page 260 of 335

261 Select Package Section that displays the background check packages associated with the manual background check action and includes the following fields: Select Package Package Name Mandatory Products Optional Products Cancel Select Product Submit Radio button used to select the corresponding background package to include for the manual background check action. Displays the name of the background check package. List that displays the mandatory background check products to order for the package. You can hover or place your mouse pointer over the name of the product in the list to view details for the product. List that displays the optional background check products that you can select to include for the manual background check action. You can hover or place your mouse pointer over the name of the product in the list to view details for the product. Button used to cancel the manual background check action and refresh the Schedule Actions pop-up. Checkboxes you can use to choose the products or services to include from the package for the background check order. The Select Product checkboxes display as disabled for mandatory background check products. Button used to apply the selected background check products and submit the manual background check action. Additional Optional section that displays fields you can use to type values or select options for custom Information reference fields to include with the manual background check order. The fields that display in this section derive from the Background Check Custom Attributes form that an administrator configures for your environment. Contact your system administrator for assistance with updating the Background Check Custom Attributes form. s Insert Portal Link To* Section that displays the notification templates associated with the manual background check action and includes the following fields. Name Edit Displays the name of the notification template associated with the manual background check action. Button used to review and edit the corresponding notification template. Confirm Checkbox used to indicate that you have reviewed and confirmed that the notification is accurate and ready to send. You must click the checkbox in order to enable the Complete button. Icon used to insert a hyperlink to the Candidate dashboard as the last line of text for the . Applicants can click the hyperlink from the to access any requested form collections or documents that you attach to the action, as well as any prefilled PDF documents from the online application process. Refer to the Candidate Dashboard Overview topic for more information on this dashboard. Text field used to type the recipient s address. Page 261 of 335

262 Performing a Manual Background Check for Applicants CC BCC Subject* Body* HTML Editor Menu Text field used to type the address of the additional recipient that should receive a carbon copy of the notification. Text field used to type the address of the additional recipient that should receive a blind carbon copy of the notification. Text field used to type the subject line of the notification. Rich text area that you can use to modify the body content for the notification. Menu that provides you with tools to modify content in the Body text area. The HTML Editor Menu utilizes the TinyMCE application to provide a platform independent web-based Javascript HTML WYSIWIG editor for the content in the Text area. Click the Help icon on the menu to view information on how to use TinyMCE. If you draft content for the text area using a rich text document editor, such as Microsoft Word, and then copy and paste the content from the editor to the text area, TinyMCE attempts to automatically apply HTML formatting to the rich text. You should postpone performing any basic formatting as you draft and copy content in the rich text document editor. Once you are ready to paste your content, click Edit>Paste as text to enable plain text pasting, press CTRL+V to paste the content, and then use the HTML Editor Menu tools to format the content as necessary. Save Button used to save your changes and update the notification. * -indicates a required field. To Perform a Manual Background Check Action for an Applicant The manual background check ordering process is dependent upon an association between the job class to which applicants apply, manual background check products for background check packages, and the company client for the job class if the EnableClientSupport Metadata setting is active for your environment. Contact your system administrator for assistance with configuring job class, background package, and company client associations. 1. From the Applicant dashboard, search for and apply filters as necessary locate the applicant for which you want to perform the manual background check action. 2. Click the corresponding status hyperlink for the applicant or candidate record under the Status column in the Applicants list. The Schedule Actions pop-up displays. 3. Click the Schedule hyperlink for the manual background check action. One of the following occurs, depending on the configuration of the background check packages currently assigned to the job class to which the applicant applied: If a manual background check was previously performed for the applicant, a confirmation message displays to inform you of the last date and time that the previous manual background check was ordered and confirms whether you want to perform an additional manual background check for the applicant. Click OK. If there is only one background check package associated with the job class, the package only includes manual equest+ products to order, and there are no notifications associated with the manual background check action, continue to Step 10. Page 262 of 335

263 If there is only one background check package associated with the job class, the package only includes manual equest+ products to order, and one or more notifications are associated with the manual background check action, the Schedule Actions pop-up refreshes to display the s sections and you can continue to Step 8. If multiple background check packages are associated with the job class to which the applicant originally applied, or if any package associated with the job class is configured to include optional equest+ products, the Schedule Actions pop-up refreshes to display the Select Package section. Schedule Actions - Background Check Package Selection 4. Click the Select Package radio button for the background package you want to include with the manual background check order. 5. Review the Mandatory Products list and then click the Select Product checkboxes in the Optional Products list to indicate the optional background check products you want to include with the manual background check action as necessary. 6. Select options or type values for any additional fields that display in the Additional Information section as necessary. 7. Click Submit. If there are no notifications associated with the manual background check action, continue to Step 10. If one or more notifications are associated with the manual background check action, the Schedule Actions pop-up refreshes to display the s sections, and you can continue to the next step. 8. Review the notification template. If you need to make changes to the notification, modify the address, subject, and body of the message as necessary and then click Save . If you do not need to make changes to the notification, continue to the next step. Page 263 of 335

264 Sending Documents to Document Manager for Applicants 9. Click the Confirm checkboxes for each you want to send as necessary. 10. Click Complete to complete the background check action and send any related notifications for the action as necessary. SENDING DOCUMENTS TO DOCUMENT MANAGER FOR APPLICANTS You can automatically or manually send documents to the GIS Document Manager system during the hiring process. The GIS Document Manager system allows GIS background check specialists and support personnel to access background check documents associated with applicant and candidate records. Background check documents consist of documents that are either automatically or manually inserted as attachments to the Background Report for applicants, and that are intended to be available via the equest+ system. Background check documents can include: Documents that applicants upload during the online application process. Documents or forms that system administrators associate with the job class to which applicants apply. Documents that system administrators associate with actions that you perform for applicants or candidates. Documents that you manually upload and attach to applicant records. The file format for background check documents must consist of one of the following file formats: GIF, JPEG/JPG, PDF, TIFF/TIF, TXT, or XLS. When background check orders are automatically placed once applicants complete the online application process, all available background check documents are automatically sent to the GIS Document Manager system. However, hiring associates can also manually perform the Send Files to Document Manager action to send new background check documents or update existing background check documents. The Send Files to Document Manager action consists of a static or system-defined action designed to allow you to manually choose the background check documents you want to forward to the GIS Document Manager system. The action you perform to send documents associated with an applicant or candidate record to the GIS Document Manager may use a different title or name than "Send Files to Document Manager". Contact your system administrator if you need to confirm the title or name of the action used to send documents to the GIS Document Manager system. Page 264 of 335

265 Documents Available for Document Manager s BGC Order Drop-down field used to select the background check order to associate with the documents you want to send to the GIS Document Manager system. The options available from the drop-down field use a format of the equest+ Work Order ID number associated with the background check order followed by the automatic or manual type for the order and then the current status of the order. If you are unsure of the option to choose, you can return the Applicant dashboard and review the Background Report to confirm the background check information for the applicant. Check All Uncheck All Additionally, if you access the Documents Available for Document Manager section via the View Sent Files hyperlink from the Action History section of the Schedule Actions pop-up, the BGC Order field only displays as inactive text instead of an active drop-down field, and includes the equest+ Work Order ID number associated with the background check order. Hyperlink used to select the Send checkboxes for all documents in the Documents section. Hyperlink used to deselect the Send checkboxes for all documents in the Documents section. Page 265 of 335

266 Sending Documents to Document Manager for Applicants Documents Section that displays all background check documents available for you to send to the GIS Document Manager system. The section includes the following fields: Back Name Displays the name of the background check document. You can click the Name hyperlink to open and view the corresponding document. Type Displays the following descriptions used to indicate the source of the background check document: Dashboard Attachment - Indicates that the document was manually uploaded by a hiring associate via the Document List pop-up. OA Attachment - Indicates that the document was uploaded by the applicant during the online application process. OA Form - Indicates that the document consists of a PDF form that was associated with the job class to which the applicant applied, and that was automatically prefilled and uploaded during the online application process. Action Document - Indicates that the document consists of an attachment for an action. Status Displays the following descriptions used to indicate the current transmission status of the document: Not Sent - Indicates that the document has not yet been sent to the GIS Document Manager system. Errored - Indicates that the document has not been sent to the GIS Document Manager system due to an issue or error. Queued - Indicates that the document has been queued for transmission to the GIS Document Manager system, but the transmission is not yet complete. Uploaded - Indicates that the document was successfully sent to the GIS Document Manager system. Status Date Last Sent By Displays the date and time of the last change in transmission status for the corresponding background check document. Displays the name of the hiring associate responsible for sending the document to the GIS Document Manager System. Select Checkbox used to select the document you want to send to the GIS Document Manager system. Button used to return to the Schedule Actions pop-up. Send Button used to send the selected documents to the GIS Document Manager system. Selected Documents To Manually Send Documents to Document Manager 1. From the Applicant dashboard, search for and apply filters as necessary to locate the applicant for which you want to send documents to the GIS Document Manager system. Page 266 of 335

267 2. Click the corresponding status hyperlink for the applicant or candidate record under the Status column in the Applicants list. The Schedule Actions pop-up displays. 3. Click the Schedule hyperlink for the action used to send documents to the GIS Document Manager system. The Schedule Actions pop-up refreshes to display the Documents Available for Document Manager section. The Schedule hyperlink for the action used to send documents to the GIS Document Manager system displays as inactive on the Schedule Actions pop-up if a background check has not been automatically or manually ordered for the applicant. Schedule Actions - Documents Available for Document Manager 4. Select the background check order to associate with the documents you want to send to the GIS Document Manager system from the BGC Order drop-down field. If you are unsure of the option to choose from the BGC Orders field, you can return the Applicant dashboard and review the Background Report to confirm the background check information for the applicant. 5. Select the Select checkbox for each document in the document list that you want to send to the GIS Document Manager system. You can also click the Check All hyperlink to select all available documents from the document list. 6. Click Send Selected Documents. SENDING INVITATIONS TO APPLICANTS WITH INTERNAL APPLICATIONS You can send application invitations to applicants whose application records were originally created internally. The ability to send application invitations to new or existing applicants from internal application records provides applicants with an opportunity to associate the application record with their applicant portal account, verify their online application data, and then formally submit their online application. Hiring associates can create internal application records for new or existing applicants by performing any of the following: Completing Internal Online Applications for New Applicants Selecting Job Openings for Applicants Page 267 of 335

268 Sending Invitations to Applicants with Internal Applications Updating Company Clients for Existing Applicants Importing Applications from an Excel Workbook Contact your system administrator for assistance with importing applications for new or existing applicants from an Excel workbook. Under these circumstances, the Pangea system is designed to generate a generic applicant portal account to associate with the internal application records you create. By performing actions from the internal application records to send application invitations to new or existing applicants, you provide the applicants with a way to effectively promote their internal application record to a full application record by associating it with their applicant portal account. When performing the action to invite applicants with internal applications to associate their applicant portal account with internal applications, you must carefully verify that the address from the field is the proper address for the applicant. If you send the invitation to the wrong recipient, you could potentially expose sensitive or private internal application data from the original applicant to the wrong recipient when the recipient attempts to verify and complete the full online application form collection. When you perform the Send Invitation action to send application invitations to new applicants from internal application records, you effectively allow new applicants to click the Apply hyperlink from the invitation message, create an applicant portal account to associate with their internal application record, confirm any previously recorded information from the internal online application form collection within the external form collection, complete any additional or incomplete forms from the external form collection as necessary, and then submit their formal external online application form collection. Similarly, when you perform the Send Invitation action to send application invitations to existing applicants from internal application records, or applicants that previously created their applicant portal account and successfully completed the online application process towards a different job opening, you allow the existing applicant to verify their information within the external form collection and then complete the online application process. Once you perform the Send Invitation action from the internal application record to invite the applicant to create or verify their applicant portal account, confirm or modify their external form collection information, and then formally submit their online application, you can assign hiring actions to the corresponding applicants which include PDF form or action form collection attachments for the corresponding applicants to complete via the Candidate dashboard as necessary. The action you perform to invite applicants to associate their applicant portal account with internal applications may use a different title or name than "Send Invitation". Contact your system administrator if you need to confirm the title or name of the action used to invite applicants to associate their applicant portal account with internal applications. Schedule Actions - Enter Greeting and s * Subject* Text field used to type the applicant s address. Text field used to type the subject line for the invitation. Page 268 of 335

269 Job that displays the job opening you select using the Application Location/Position pop-up. The Opening* job opening that you select determines the URL value of the hyperlink at the bottom of the application , which ensures that the applicant navigates to the corresponding online application and avoids the extra step of having to search for and select the job opening. Select Body* HTML Editor Menu Button used to select the job opening to which you want the applicant to apply using the Applicant Location/Position pop-up. Rich text area that you can use to modify the body content for the notification. Menu that provides you with tools to modify content in the Body text area. The HTML Editor Menu utilizes the TinyMCE application to provide a platform independent web-based Javascript HTML WYSIWIG editor for the content in the Text area. Click the Help icon on the menu to view information on how to use TinyMCE. If you draft content for the text area using a rich text document editor, such as Microsoft Word, and then copy and paste the content from the editor to the text area, TinyMCE attempts to automatically apply HTML formatting to the rich text. You should postpone performing any basic formatting as you draft and copy content in the rich text document editor. Once you are ready to paste your content, click Edit>Paste as text to enable plain text pasting, press CTRL+V to paste the content, and then use the HTML Editor Menu tools to format the content as necessary. Send Section that includes fields you can use to provide values or choose options for prefillable fields in Invitation the online application. Contact your system administrator for assistance with configuring prefillable Prefill fields for online application form collections. Send Button used to send the application invitation. * - indicates a required field To Send Application Invitations to Applicants with Internal Applications 1. From the Applicant dashboard, search for and apply filters as necessary locate the internal application record of the applicant to which you want to send an application invitation. 2. Click the corresponding status hyperlink of the internal application record for the applicant under the Status column in the Applicants list. The Schedule Actions pop-up displays. 3. Click the Schedule hyperlink for the action used to invite applicants to associate their applicant portal account with internal applications. The Schedule Actions pop-up refreshes to display the Enter Greeting and section. Page 269 of 335

270 Sending Invitations to Applicants with Internal Applications Schedule Actions - Enter 4. Type the applicant s address in the field. 5. Type the subject line of the message in the Subject field. 6. Click the Select button next to the Job Opening field to select the job opening associated with the internal application for the applicant to which you want send the application invitation. The Applicant Location/Position pop-up displays. Page 270 of 335

271 Applicant Location/Position 7. Select the position and location of the job opening associated with the internal application for the applicant to which you want send the application invitation from the Positions and Locations fields and then click Find to filter the Applicant Location/Position pop-up as necessary and locate the job opening you want. 8. Type a portion of the name of the company client to associate with the job opening associated with the internal application in the Client field and then select the company client as necessary. The ability to select the company client to associate with the job opening that you want applicants to apply to is dependent upon whether the EnableClientSupport Metadata setting is active for your system environment. Contact your system administrator for assistance with activating the EnableClientSupport Metadata setting. 9. Click the corresponding Select button for the job opening associated with the internal application for the applicant to which you want send the application invitation. The Invitation Request page refreshes to display the name of the opening you select in the Job Opening field. 10. Modify the body for the message in the Body field as necessary and then click Send. If the form collection associated with the job opening for which you want to send the invitation does not include prefillable fields, you have completed this procedure. If the form collection associated with the job opening for which you want to send the invitation does include prefillable fields, the Invitation Request page refreshes to display the Send Invitation Prefill section, and you can continue to the next step. The Subject and Body fields may include text enclosed within double curly bracket "{{}}" characters. In this case, your system administrator has configured the invitation to use tokens by default, which allow you to apply reusable variable content when sending the invitation. For example, if the Body field includes the position title token identifier text as "{{Position.Title}}", this indicates that the identifier will be replaced with the title of the position associated with the job opening you select for the applicant once you send the invitation. Contact your system administrator for assistance with tokens. Page 271 of 335

272 Reviewing the Application Status for Invited Applicants 11. Type values or choose options for prefillable fields from the online application form collection associated with the job opening as necessary and then click Send. Once you click Send, the system generates a non-retrievable automated based upon the information you entered in the Application Invitation fields. As a result, you should carefully review the information that displays in the pop-up before you click Send. Additionally, when sending multiple application invitations, you must close the Invitation Request page before sending the next application invitation. REVIEWING THE APPLICATION STATUS FOR INVITED APPLICANTS The Invited Applicant Status table allows you to view information regarding the online application status for prospective applicants to which you previously sent an application invitation, but that have not yet completed the online application process. The Invited Applicant Status table allows you to efficiently locate and review details for the current status of the invited applicant within the online application process, such as the date the invitation was sent, the date by which the applicant creates their applicant portal account to begin the online application process, the date that the applicant last updated their online application form collection information, and the last form the applicant successfully completed within the online application form collection. The Invited Applicant Status table is only available if the EnableApplicantInvitationStatusView Metadata setting is active for your Pangea environment. Additionally, the Invited Applicant Status table is only accessible if you perform a search and apply filter criteria to uniquely locate the corresponding invited applicant within the Applicants section. Ideally, you can implement this functionality by activating the EnableApplicantSSNSearch Metadata setting in your Pangea environment, which allows hiring associates to use the SSN field when performing a search to specifically locate and isolate individual applicant records by Social Security Number or alternate identification code. Contact your system administrator for assistance with activating the EnableApplicantInvitationStatusView or EnableApplicantSSNSearch Metadata settings. Applicants - Invited Applicant Status s Applicants - Invited Applicant Status First Name Last Name The first name of the invited applicant. The last name of the invited applicant. Page 272 of 335

273 Invitation Sent The address of the invited applicant. The date by which the invitation requester sent the application invitation to the invited applicant. Application Start The date by which the invited applicant created their applicant portal account. Application Updated Last Form Completed Close The date by which the invited applicant last updated their online application form collection. The name of the last form that the invited applicant successfully completed during the online application process. Icon used to close and collapse the Invited Applicant Status table. To Review the Application Status for an Invited Applicant 1. From the Filter Applicants section of the Applicant dashboard, type the Social Security Number or alternate identification code for the invited applicant that has not yet completed the online application process in the SSN field. 2. Click Find Applicants. The Applicants section refreshes to display the Invited Applicant Status table for the invited applicant. ABOUT THE OFCCP LOGGING FUNCTIONALITY The Pangea system incorporates the ability to record and track details for searches that hiring associates perform from the Applicant dashboard as well as interactions that hiring associates conduct towards applicant records. The applicant search and interaction logging functionality is designed to effectively record the reason and job opening or requisition for which the hiring associate is setting up search criteria and performing the search for applicant records, which effectively ensures that your organization is in accordance with the U.S. Department of Labor requirements for the Office of Federal Contract Compliance Programs (OFCCP) standards. The OFCCP constitutes that all federal contractors, or subcontractors, who hold contracts in excess of $10,000, are subject to regulatory requirements under one or more of the laws enforced by the OFCCP depending upon the amount of the contract. One of the regulatory requirements for contractors subject to OFCCP is the ability to demonstrate compliance in the area of non-discrimination and affirmative action in their candidate search and employee hiring policies. The OFCCP basically requires that any entity that is responsible for providing employment that meets this criteria must retain details regarding any search, inquiry, or interaction that is performed towards applicant records for those corresponding jobs or positions. The OFCCP Logging functionality is only available if the OFCCPSearch Metadata setting is active for the Pangea environment. Contact your system administrator for assistance with activating the OFCCP Logging functionality. The OFCCP Logging functionality is designed to record applicant search and interaction details under the following circumstances: When hiring associates that serve as the original requester, hiring manager, or recruiter for a job opening perform a search to locate applicant records for applicants that apply to that specific job opening and then interact with applicant records from their search results, details regarding the Page 273 of 335

274 About the OFCCP Logging Functionality interaction, but not the search criteria, are recorded. When hiring associates that do not serve as the original requester, hiring manager, or recruiter for a job opening perform a search to locate applicant records for applicants that apply to that job opening, details regarding the search criteria, including the reason for the search, the job opening that the hiring associate intends to fill as a result of searching applicant records, and the search criteria they want to apply, are recorded. When hiring associates perform a search to locate applicant records for applicants that apply to any job opening, details regarding the search criteria, including the reason for the search, the job opening that the hiring associate intends to fill as a result of searching applicant records, and the search criteria they want to apply, are recorded. OFCCP Workflow Scenarios for the Applicant Dashboard When the OFCCP Logging functionality is active, the workflow that hiring associates follow for performing a search and applying filters to locate applicants as well as the workflow for reviewing completed applications, viewing assessment results, viewing background check information, or performing hiring actions for applicants slightly changes. The following list provides details regarding the workflow changes for these processes if the OFCCP Logging functionality is active: When hiring associates initially navigate to the Applicant dashboard, applicant records do not display in the Applicants section. The Req Code drop-down field also displays in the Filter Applicants section, with the Select All option selected by default. When hiring associates choose a job opening for which they serve as the original requester, hiring manager, or recruiter from the Req Code drop-down field, choose additional search and filter criteria from the Filter Applicants section as necessary, and then click Filter Applicants, applicant records that meet their criteria display in the Applicants section. Under these circumstances, hiring associates can click the Name, Background, Assessment, or Status column hyperlinks from the Applicants section to interact with the applicant records as necessary. When hiring associates choose a job opening for which they do not serve as the original requester, hiring manager, or recruiter from the Req Code drop-down field, choose additional search and filter criteria from the Filter Applicants section as necessary, and then click Find Applicants, applicant records that meet their criteria display in the Applicants section. However, under these circumstances, if the hiring associate clicks the Name, Background, Assessment, or Status column hyperlinks from the Applicants section for a corresponding applicant record, a message displays indicating that the hiring associate must perform an advanced search in order to interact with the applicant record. When hiring associates choose the Select All option from the Req Code drop-down field from the Filter Applicants section of the Applicant dashboard and then click Filter Applicants, a message displays indicating that the hiring associate must perform an advanced search to locate applicant records. Page 274 of 335

275 When hiring associates choose the Select All option from the Req Code drop-down field and then create a new advanced search or edit an existing advanced search, the Advanced Applicant Search pop-up displays. If hiring associates select their reason for performing a search for applicant records from the required Search Reason drop-down field, select the job opening or requisition of the applicants they want to locate from the Req Code drop-down field, and then click Search Applicants or Save and Search Applicants, applicant records that meet their criteria display in the Applicants section. Under these circumstances, hiring associates can click the Name, Background, Assessment, or Status column hyperlinks from the Applicants section to interact with the applicant records as necessary. When hiring associates choose the Select All option from the Req Code drop-down field and then create a new advanced search or edit an existing advanced search, the Advanced Applicant Search pop-up displays. If hiring associates select their reason for performing a search for applicant records from the required Search Reason drop-down field, choose the Select All option from the Req Code drop-down field, and then click Search Applicants or Save and Search Applicants, applicant records that meet their criteria display in the Applicants section. However, under these circumstances, if the hiring associate clicks the Name, Background, Assessment, or Status column hyperlinks from the Applicants section for a corresponding applicant record, a message displays indicating that the hiring associate must add a new candidate record for the applicant towards a requisition for which they are directly responsible and then perform a new search to locate applicant records for that requisition in order to interact with the applicant record. OFCCP Workflow Scenarios for the Requisitions Dashboard When the OFCCP Logging functionality is active, the workflow for using the Candidates column hyperlinks to filter applicant records and adding candidates to requisitions slightly differs in order to meet OFCCP requirements. The following list provides details regarding the workflow changes for these processes if the OFCCP Logging functionality is active: When hiring associates that serve as the original Hiring Manager or Recruiter for an active and approved requisition click the All, New, or Hot hyperlinks from the Active Requisitions section of the Requisitions dashboard to filter applicant records for applicants that apply to that specific requisition in the Applicants section of the Applicant dashboard and then click the Name, Background, Assessment, or Status column hyperlinks to interact with a corresponding applicant record, details regarding the interaction, but not the search criteria, are recorded. When hiring associates click the Add Candidates icon from the Active Requisitions section of the Requisitions dashboard to add candidates to the corresponding requisition, if the associate attempts to click the Name, Background, Assessment, or Status column hyperlinks from the Applicants section to interact with the applicant record before completing the add candidates to requisitions process, a message displays indicating that the hiring associate must finish adding candidate records for the applicant towards the requisition before they can view information for the applicant. Once the hiring associate successfully adds candidates to the requisition and then performs a new search to locate applicant records for that requisition, the associate can click the Name, Background, Assessment, or Status column hyperlinks from the Applicants section to interact with the applicant record, and details regarding the interaction, but not the search criteria, are recorded. Page 275 of 335

276 About Applicant Pools ABOUT APPLICANT POOLS The Pangea Applicant Pools functionality allows you to apply location and aging-based criteria to applicant records which can effectively assist you with managing groups of applicants for which you are eligible to review online applications, perform hiring actions, update personal and contact information, or otherwise interact with via the Applicant dashboard during the hiring process. Applicant pools allow hiring associates to account for situations where the applicant applies for a job opening for which they are eligible, but the location that they apply to does not have an opening available and no action has been performed on the applicant record for a specific number of days. System administrators can configure locations for an applicant pool and the number of days after which applicants for which no actions have been performed become eligible for the applicant pool. Once system administrators configure applicant pools, hiring associates whose employee profile is associated with a matching location for the applicant pool can access the applicant records that meet the location and days of inactivity for the applicant pool via the Pooled Applicants View on the Applicant dashboard. POOLED APPLICANTS VIEW The Pooled Applicants View consists of a view option that hiring associates can select when performing a search and applying filters to locate applicants via the Applicant dashboard. You can only access the Pooled Applicants View from the Applicant View drop-down field on the Applicant dashboard if system administrators activate the Pooled Applicants view permission for the user role associated with your user account. When you select the Pooled Applicants View as you perform an Applicant dashboard search, the Pangea system is designed to: Evaluate the location associated with your employee profile. Match your location with any applicant records where applicants applied to job openings for the location. Confirm whether any actions have been performed for the applicant records. Confirm the date by which the most recent action has been performed for the applicant records as necessary and compare it to the value for the ReturnApplicantToPoolDays Metadata setting. Compare all of the previous criteria to the applicant pools that system administrators configure. Determine whether applicant records have been manually removed from or returned to applicant pooling eligibility as necessary via the Remove from Applicant Pool or Add to Applicant Pool actions. Refresh the Applicants section to only display applicant records that match the applicant pools. Refer to the following applicant pool scenarios sections for details of potential situations where applicant pools are applicable. Page 276 of 335

277 APPLICANT POOL OVERRIDES AND EXCEPTIONS You can potentially override the location and days of inactivity criteria for applicant pools based on the date that the last action for the applicant was performed as necessary. The ReturnApplicantToPoolDays Metadata setting allows system administrators to indicate the number of days, from the date that the most recent action was performed for an applicant, after which an applicant that is currently eligible for an applicant pool returns to the Pooled Applicants View. For example, following the previous Columbia and Chapin applicant pool case, a hiring associate could perform an action for an applicant that applies to the Columbia location. Under these circumstances, the applicant no longer displays in the Pooled Applicants View since an action has been performed. However, if you set the ReturnApplicantToPoolDays Metadata setting to 3, and the last action was performed for the applicant 3 days ago, the applicant effectively returns to the applicant pool, and the applicant record becomes eligible for hiring associates whose employee record is associated with the Chapin location to view via the Pooled Applicants View on the Applicant dashboard. You can also potentially override the location and days of inactivity criteria for applicant pools by manually performing an action to add the applicant to an applicant pool or remove an applicant from the applicant pool. When a hiring associate manually performs the Add to Applicant Pool action for an applicant, they effectively resume the applicant's eligibility for all applicant pools associated with the location of the job opening they apply to, regardless of the date the applicant submitted their online application or the last date that an action was performed for the applicant. Conversely, if hiring associates perform the Remove from Applicant Pool action for an applicant, they effectively remove the applicant's eligibility for all applicant pools, and the applicant no longer displays in the Pooled Applicants View. With this functionality, a hiring associate can manually add applicants back to the Pooled Applicants View in case they want the applicant record to be available to other hiring associates or manually remove applicants from the Pooled Applicants View in case they want to exclusively interact with the applicant record. Contact your system administrator for assistance with setting up applicant pools, enabling the Pooled Applicants View, activating the Add to Applicant Pool or Remove from Applicant Pool actions, or updating the ReturnApplicantToPoolDays Metadata setting. APPLICANT POOL SCENARIO 1 - APPLICANTS WITH NO ACTIONS PERFORMED The following process provides details for a potential pooling scenario with an applicant for which no actions have been performed: 1. System administrators configure 2 applicant pools: one for the Columbia location for 0 days of inactivity and one for both Columbia and Chapin with 5 days of inactivity. 2. The applicant completes and submits an online application for a job opening associated with the Columbia location. 3. No hiring associates perform actions for the applicant record for 5 days. During this period, only hiring associates whose employee profile is associated with the Columbia location can access the applicant record via the Pooled Applicants View. 4. The hiring associate, whose employee profile is associated with the Chapin location, selects the Pooled Applicants View option from the Applicant View drop-down filter field in the Filter Applicants section on the Applicant Dashboard and then clicks Find Applicants. 5. The Applicants section of the Applicant Dashboard refreshes to display the applicant's application record, and the hiring associate can access, interact with, and manage the record as necessary. Page 277 of 335

278 Applicant Pool Scenario 2 - Applicants Inactive Since Last Action Performed With this scenario, the applicant automatically became eligible for the applicant pool since no actions were performed for their application and they met the days of inactivity criteria that system administrators configured for the larger Columbia and Chapin pool. APPLICANT POOL SCENARIO 2 - APPLICANTS INACTIVE SINCE LAST ACTION PERFORMED The following process provides details for a potential pooling scenario with an applicant that has been inactive since the last action was performed for their application: 1. System administrators configure 2 applicant pools: an applicant pool for the Columbia location for 0 days of inactivity and an applicant pool for both Columbia and Chapin with 10 days of inactivity. 2. System administrators configure the ReturnApplicantToPoolDays Metadata setting to use a value of 7 days. 3. The applicant completes and submits an online application for a job opening associated with the Columbia location. 4. A hiring associate performs an action for the applicant 3 days after the applicant submits their online application. No hiring associates perform any additional actions for the applicant for 7 days. 5. A different hiring associate, whose employee profile is associated with the Chapin location, selects the Pooled Applicants View option from the Applicant View drop-down filter field in the Filter Applicants section on the Applicant Dashboard and then clicks Find Applicants. 6. The Applicants section of the Applicant Dashboard refreshes to display the applicant's application record, and the hiring associate can access, interact with, and manage the record as necessary. With this scenario, the applicant automatically lost their eligibility for an applicant pool when the hiring associate performed the action on their applicant record. However, the applicant also automatically regained their applicant pool eligibility by meeting the 7 days of inactivity criteria based on the ReturnApplicantToPoolDays Metadata setting. Once the applicant met the criteria for the ReturnApplicantToPoolDays Metadata setting, they effectively resumed applicant pool eligibility for the larger Columbia and Chapin applicant pool. APPLICANT POOL SCENARIO 3 - MANUALLY RETURNING APPLICANTS TO APPLICANT POOL The following process provides details for a potential pooling scenario with an applicant that was manually added to an applicant pool but then manually returned to the applicant pool: 1. System administrators configure 2 applicant pools: an applicant pool for the Columbia location for 0 days of inactivity and an applicant pool for both Columbia and Chapin with 20 days of inactivity. 2. The applicant completes and submits an online application for a job opening associated with the Columbia location. 3. A hiring associate, whose employee profile is associated with the Columbia location, selects the Pooled Applicants View option from the Applicant View drop-down filter field in the Filter Applicants section on the Applicant Dashboard and then clicks Find Applicants. 4. The Columbia hiring associate performs the Remove from Applicant Pool action to remove the applicant's application record from being accessed by other hiring associates via the Pooled Applicants View 4 days after the applicant submits their online application. Page 278 of 335

279 5. The Columbia hiring associate opts to hire a different applicant for the job opening 6 days later. As a result, the hiring associate performs the Add to Applicant Pool action to effectively re-enable the applicant's eligibility for all applicant pools. 6. A different hiring associate, whose employee profile is associated with the Chapin location, locates the applicant's application record via the Pooled Applicants View on the Applicant Dashboard, and the hiring associate can access, interact with, and manage the record as necessary. With this scenario, the applicant lost their eligibility for an applicant pool as a result of the Columbia hiring associate manually performing the Remove from Applicant Pool action 4 days after the applicant submitted their application. However, since the Columbia hiring associate opted to hire a different applicant for the job opening, and no longer needed to interact with the applicant record, the hiring associate also needed to manually perform the Add to Applicant Pool action to indicate that the applicant they chose not to hire could be accessed by other hiring associates via the Pooled Applicants View. Under these circumstances, when the hiring associate manually re-enabled the pooling eligibility for the applicant by performing the Add to Applicant Pool action, they effectively allowed any hiring associate with access to the Pooled Applicants View option and whose location matches any applicant pool that includes the location for the application record to access and interact with the applicant's application record. The Add to Pooled Applicants action allows you to return applicants to applicant pool eligibility for all applicant pools associated with the location of the job opening they apply to, regardless of the date the applicant submitted their online application, the date that an action was last performed for the applicant, the days of inactivity criteria that system administrators selected when setting up applicant pools, or the current value system administrators defined for the ReturnApplicantToPoolDays Metadata setting. Page 279 of 335

280 6. REQUISITIONS DASHBOARD OVERVIEW The Requisitions dashboard allows you to view requisitions which you have not yet approved, review pending requisitions, approve or deny requisitions, and manage new or existing requisitions. Requisitions in Pangea are functionally similar to job openings, in that they effectively serve as a unique placeholder for the position or job class to which applicants apply during the online application process. However, requisitions differ from job openings in that they may involve an approval process prior to posting to an applicant portal. Once approved, you can post requisitions externally for third-party job boards, and the workflow for the application process involves candidates, which are not considered true applicants until a hiring associate transitions them from the candidate approval process to the hiring process. Requisitions Dashboard You can use the Requisitions dashboard to do the following: View and Approve or Reject Requisitions Awaiting My Approval View Requisitions Pending Approval Manage Requisitions VIEWING AND APPROVING OR REJECTING REQUISITIONS AWAITING MY APPROVAL The Approvals tab of the Requisitions dashboard allows you to review requisition details and indicate whether you approve of the corresponding requisition. Requisitions in Pangea are functionally similar to job openings, in that they effectively serve as a unique placeholder for the position or job class to which applicants apply. However, requisitions differ from job openings in that they may involve an approval process prior to posting to an applicant portal. Once approved, you can post requisitions externally for third-party job boards, and the workflow for the application process involves candidates, which are not considered true applicants until a hiring associate transitions them from the candidate approval process to the hiring process. You can use the Approvals tab to review basic information for the requisition, confirm the next approvers in the sequential requisition approval process, and accept or reject the requisition to indicate your approval as an approver in the requisition approval process. The requisition records which display in the Approvals tab list consist of requisitions for which you are the next sequential approver. Page 280 of 335

281 Viewing and Approving or Rejecting Requisitions Awaiting My Approval Once all approvers from the requisition approval template approve the requisition and the requisition approval process is complete, if you click the Req# hyperlink from the Approvals tab, the fields in the Basic s section display as disabled on the Creating job openings or requisitions pop-up. Contact your system administrator if you need to make changes to the basic settings for a requisition that has completed the requisition approval process. Approvals Tab s Requisitions Dashboard - Approvals tab Req# Title Location Next Approver Displays the identification code for the pending requisition. You can click the Req# hyperlink to view details and settings for the corresponding requisition. Displays the title of the pending requisition. Displays the location associated with the pending requisition. Displays the name of the next approvers after your sequential position within the requisition approval process for the requisition. You can click the Next Approver hyperlink to view the overall sequence of approvers for the requisition approval process. If the Next Approver column displays a value of None, this indicates that you are the final approver for the requisition within the requisition approval process. Approve Icon used to accept the pending requisition using the Approve or Deny Requisitions pop-up. Requisition Reject Icon used to reject the pending requisition using the Approve or Deny Requisitions pop-up. Requisition * -indicates a required field. Requisitions Pending Approval s Req# Title Displays the identification code for the pending requisition. You can click the Req# hyperlink to view details and settings for the corresponding requisition. Displays the title of the pending requisition. Location Displays the location associated with the pending requisition. Page 281 of 335

282 Next Displays the name of the next sequential approvers for the requisition in the requisition approval Approver process. You can click the Next Approver hyperlink to view the overall sequence of approvers for the requisition approval process. * - indicates a required field Approve or Deny Requisitions s Comments Text area used to type comments regarding the requisition approval or rejection. You can type a maximum of 500 characters in this field. Approve Reject Cancel * -indicates a required field. Button used to save your comments and approve the requisition. Button used to save your comments and reject the requisition. Button used to cancel your changes and return to the Requisitions dashboard. To Approve or Reject Pending Requisitions 1. From the Requisitions dashboard, locate the requisition you want to approve or reject and then click the Req# hyperlink as necessary to review details and settings for the requisition. 2. Do one of the following: Click the Approve Requisition icon to approve the requisition using the Approve or Deny Requisitions pop-up. Click the Reject Requisition icon to reject the requisition using the Approve or Deny Requisitions pop-up. 3. From the Approve or Deny Requisitions pop-up, type comments regarding your approve or reject decision as necessary in the Comments text area. You can type a maximum of 500 characters in the Comments text area. 4. Click Approve or Reject. Once you approve the requisition, the next approvers in the requisition approval sequence receive an automated notification to inform them that the requisition is now awaiting their approval. If you approve the requisition and you are the last approver in the approval sequence, the original requester and all related approvers for the requisition receive an automated notification informing them that the requisition has successfully completed the requisition approval process. Additionally, if you reject the requisition, the original requester for the requisition receives an automated notification informing them that the requisition has been rejected. Contact your system administrator for assistance with configuring automated requisition notifications. Page 282 of 335

283 Viewing Requisitions Pending Approval VIEWING REQUISITIONS PENDING APPROVAL The Requisitions Pending Approval section of the Requisitions dashboard allows you to review the approval status and the next sequential approvers for requisitions. Requisitions in Pangea are functionally similar to job openings, in that they effectively serve as a unique placeholder for the position or job class to which applicants apply. However, requisitions differ from job openings in that they may involve an approval process prior to posting to an applicant portal. Once approved, you can post requisitions externally for third-party job boards, and the workflow for the application process involves candidates, which are not considered true applicants until a hiring associate transitions them from the candidate approval process to the hiring process. You can use the Requisitions Pending Approval section to review basic information for the requisition, confirm the next approvers in the sequential requisition approval process, and modify or delete pending requisitions. The requisition records which display in the Requisitions Pending Approval section consist of requisitions for which you are the recruiter, hiring manager, requisition manager, or the original requester. You can also access all requisitions pending approval if the Manage All Requisitions permission is active for the user role associated with your user account. Once all approvers from the requisition approval template approve the requisition and the requisition approval process is complete, if you click the Req# hyperlink from the Requisitions Pending Approval section, the fields in the Basic s section display as disabled on the Creating job openings or requisitions pop-up. Contact your system administrator if you need to make changes to the basic settings for a requisition that has completed the requisition approval process. Requisitions Dashboard - Requisitions Pending Approval Page 283 of 335

284 Requisitions Pending Approval s Display Req# Position Filter Req# Title Drop-down field used to select the one of the following management filter options for the requisitions you want to filter by: Only Mine - Indicates that you want to filter the Requisitions Pending Approval list to only display job openings and requisitions that you originally requested or created. Direct Reports - Indicates that you want to filter the Requisitions Pending Approval list to only display job openings and requisitions which were requested or created by the employees who directly report to you. All My Employees - Indicates that you want to filter the Requisitions Pending Approval list to display both job openings and requisitions which you requested, and job openings and requisitions that the employees who directly report to you requested or created. All Requisitions - Indicates that you want to filter the Requisitions Pending Approval list to display all job openings and requisitions pending approval. The All Requisitions filter option is only available if the Manage All Requisitions permission is active for the user role associated with your user account. Contact your system administrator for assistance with activating the Manage All Requisitions permission for your user role. Text field used to type the identification code, or a portion of the identification code, of the pending requisition you want to filter by. Drop-down field used to select the position of the pending requisitions you want to filter by. Button used to apply your filter criteria to the Requisitions Pending Approval list. Displays the identification code for the pending requisition. You can click the Req# hyperlink to view details and settings for the corresponding requisition. Displays the title of the pending requisition. Location Displays the location associated with the pending requisition. Current Displays the name of the current sequential approvers for the requisition in the requisition approval Approver process. You can click the Next Approver hyperlink to view the overall sequence of approvers for the requisition approval process. Requisitions Approval Steps s Approver Action Date Displays the name of the requisition approver. Indicates whether the requisition approver opted to approve or reject the requisition. Displays the date by which the requisition approver approved or rejected the requisition. Comments Displays the comment that the corresponding approver added when approving or rejecting the requisition. To Apply Filters and Search For Pending Requisitions 1. From the Requisitions Pending Approval section of the Requisitions dashboard, do one or more of the following as necessary to select filter and search criteria for the pending requisitions you want to locate as necessary: Page 284 of 335

285 Managing Requisitions Select the overall requisition filter option you want to apply to the Requisitions Pending Approval list from the Display drop-down field. Type the job opening, or a portion of the job opening, of the pending requisitions you want to filter by in the Req# field. Select the position of the pending requisitions you want to filter by from the Position dropdown field. 2. Click Filter. MANAGING REQUISITIONS The Requisitions tab of the Requisitions dashboard allows you to create new requisitions, locate existing requisitions, and view details for existing requisitions. The records that display in the Requisitions list consist of active job openings that you originally create, or records where you are the recruiter, hiring manager, requisition manager, or the original requester for requisitions that have completed the requisition approval process. You can also access all active and pending requisitions and job openings if the Manage All Requisitions permission is active for the user role associated with your user account. When you create a requisition, you become the Requester for the requisition, which allows you to monitor the requisition approval process via the Requisitions Pending Approval section of the Requisitions dashboard. Requisitions that you originally create and which have completed the requisition approval process but you have not yet posted to an applicant portal or third party site also display in the Requisitions list. Requisitions in Pangea function similar to job openings, in that they effectively serve as a unique placeholder for the position or job class to which applicants apply. However, requisitions differ from job openings in that they may involve an approval process prior to posting to an applicant portal. Once approved, you can post requisitions externally for third-party job boards, and the workflow for the application process involves candidates, which are not considered true applicants until a hiring associate transitions them from the candidate approval process to the hiring process. With requisitions, once all approvers from the requisition approval template approve the requisition and the requisition approval process is complete, most of the fields in the Basic s section display as disabled on the Creating job openings or requisitions pop-up. The only fields that this policy does not apply to are the Degree Required, Travel, Requisition Manager, Hiring Manager, and Recruiter fields. Additionally, if the Disabled option is selected for the Is Editable drop-down field of the custom attribute form fields for a requisition, once a requisition completes the requisition approval process, you cannot modify the corresponding fields from the Custom s section on the Creating job openings or requisitions pop-up from the Requisitions dashboard. Contact your system administrator if you need to make changes to the basic settings or custom attributes for a requisition that has completed the requisition approval process. Page 285 of 335

286 Requisitions Tab Requisitions Tab s Display Req# Position Location Drop-down field used to select one of the following overall filter options for the requisitions you want to filter by: Only Mine - Indicates that you want to filter the Requisitions list to only display job openings and requisitions that you originally requested or created. Direct Reports - Indicates that you want to filter the Requisitions list to only display job openings and requisitions that the employees who directly report to you requested or created. All My Employees - Indicates that you want to filter the Requisitions list to display both job openings and requisitions which you requested, and job openings and requisitions that the employees who directly report to you requested or created. All Requisitions - Indicates that you want to filter the Requisitions list to display all job openings and requisitions. The All Requisitions filter option is only available if the Manage All Requisitions permission is active for the user role associated with your user account. Contact your system administrator for assistance with activating the Manage All Requisitions permission for your user role. Text field used to type the job opening code of the requisitions you want to filter by. Drop-down field used to select the position of the requisitions you want to filter by. Drop-down field used to select the location of the requisitions you want to filter by. Page 286 of 335

287 Managing Requisitions Posted Drop-down field used to select one of the following current posted status options of the requisitions you want to filter by: Yes - Indicates that you want to filter the Requisitions list to only display requisitions that are active, have at least 1 opening available, have been successfully approved via the requisition approval process, and are actively posted to one or more applicant portals or third-party job boards. No - Indicates that you want to filter the Requisitions list to only display requisitions that are active, have at least 1 opening available, have been successfully approved via the requisition approval process, but are not actively posted to any applicant portals or thirdparty job boards. Expired - Indicates that you want to filter the Requisitions list to only display requisitions that are no longer active due to exceeding the To date value you define for all applicant portals or third-party job boards to which the requisition was posted via the Postings or Third Party Postings sections of the Creating job openings or requisitions pop-up. All Active - Indicates that you want to filter the Requisitions list to display all requisitions that are active. Closed - Indicates that you want to filter the Requisitions list to only display requisitions that are no longer active and are closed as a result of either fulfilling the last available opening for the job opening or requisition or as a result of a system user manually closing the job opening or requisition. All - Indicates that you want to filter the Requisitions list to display all requisitions. Filter Button used to apply your filter criteria to the Requisitions list. New Icon used to create a new requisition. Requisition Req# Title Location Displays the identification code for the requisition.you can click the Req# hyperlink to view or modify details and settings for the corresponding requisition. Displays the title of the requisition. Displays the location associated with the requisition. Page 287 of 335

288 Candidates Displays the number of active candidates that have applied to the corresponding requisition. The text for each value in this column is color-coded to symbolize the significance of the value, which is based on the following criteria: All Applicants - Indicates the total number of candidates that have applied to the requisition. All Active - Indicates the total number of active candidates that have applied to the requisition. New - Indicates the total number of candidates that recently applied to the requisition. The value for this total is reduced once you click the hyperlink for the value, navigate to the applicant dashboard, and then either view the applicant summary for the candidate or perform an action towards the candidate record. Hot - Indicates the total number of candidates that met or exceeded the minimal hot candidate score for the form collection associated with the requisition during the online application process. As the selected Hiring Manager, Recruiter, or Requisition Manager for a requisition, you can click the hyperlink for each value in this column to navigate to the Applicant dashboard and view the applicant records for each applicant record that is both associated with the requisition and which meets the criteria for the total. The only exception to this policy is if the Manage All Requisitions permission is active for the user role associated with your user account, in which case you can also click the Candidates column hyperlinks for all requisitions to navigate to the Applicant dashboard and automatically apply filter criteria for applicant records. Refer to the legend at the bottom of the Requisitions list for more information on the color-coded scheme for the values in this column. The ability for hiring managers and recruiters to filter applicant or candidate records via the Candidates column hyperlinks is highly dependent upon the Applicant View permission that is active for the user role associated with their user accounts. Contact your system administrator for assistance with the Applicant View permission of the user role associated with your user account. Add Candidates Additionally, if the OFCCP Logging functionality is active, the workflow for selecting the Candidates column hyperlinks to filter applicant records on the Applicant dashboard is slightly different. Refer to the About the OFCCP Logging Functionality topic for more information on the OFCCP Logging feature. Icon used to add new candidate records to existing applicants towards the corresponding requisition using the Applicant dashboard. Additionally, if the OFCCP Logging functionality is active, the workflow for adding candidates to a requisition is slightly different. Refer to the About the OFCCP Logging Functionality topic for more information on the OFCCP Logging feature. Page 288 of 335

289 Managing Requisitions Posted Displays one of the following values to indicate the current posted status of the job opening or requisition: Yes - Indicates that the requisition is active, has at least 1 opening available, has been successfully approved via the requisition approval process, and is actively posted to one or more applicant portals or third-party job boards. No - Indicates that the requisition is active, has at least 1 opening available, has been successfully approved via the requisition approval process, but is not actively posted to any applicant portals or third-party job boards. Expired - Indicates that the requisition is no longer active due to exceeding the To date value you define for all applicant portals or third-party job boards to which the requisition was posted via the Postings or Third Party Postings sections of the Creating job openings or requisitions pop-up. Closed - Indicates that the requisition is no longer active and is closed as a result of either fulfilling the last available opening for the job opening or requisition or as a result of a system user manually closing the job opening or requisition. Edit Icon used to update or modify the corresponding requisition. Requisition Post Requisition Add Candidates Close Requisition Icon used to post the corresponding requisition to internal applicant portals or third-party job boards. Icon used to add candidates to the corresponding requisition. Icon used to close the corresponding requisition. * - indicates a required field Creating job openings or requisitions s Select a Template Job Opening Code* Hiring Manager Position* Position Details Drop-down field used to select the job opening template that you want to base the new or existing job opening upon. Text field used to type the identification code for the job opening or requisition. Drop-down field used to select the hiring manager responsible for applicants that apply for the job opening or requisition. The hiring manager you select for the job opening or requisition indicates the manager that can view applicants that apply to the opening or requisition using the Hiring Manager View option from the Applicant View drop-down field on the Applicant dashboard. Refer to the Performing a Search and Applying Filters topic for more information regarding Applicant View options and permissions. Drop-down field used to select the position for the job opening or requisition. Icon used to display details regarding the currently selected position from the Position dropdown field via the Position Details pop-up. Page 289 of 335

290 Recruiter Drop-down field used to select the recruiter responsible for applicants that apply for the job opening or requisition. The recruiter you select for the job opening indicates the manager that can view applicants that apply to the job opening using the Recruiter View option from the Applicant View drop-down field on the Applicant dashboard. Refer to the Performing a Search and Applying Filters topic for more information regarding Applicant View options and permissions. Department* Drop-down field used to select the department for the job opening or requisition. Minimum Wage Location* Location Details Median Wage Number of Openings* Unlimited Maximum Wage Text field used to type the minimum wage for the job opening or requisition as a dollar amount. Drop-down and text field used to select the location type and then type the name or other criteria for the location type. The Location text field refreshes to display as a drop-down field with values that match the criteria you typed when you click Get. Icon used to display details regarding the currently selected location from the Location dropdown field via the Location Details pop-up. Text field used to type the mid-level wage for the job opening or requisition as a dollar amount. Text field used to type the number of openings for the job opening or requisition. Checkbox used to indicate that you do not want to limit the number of openings for the job opening or requisition. Text field used to type the maximum wage for the job opening or requisition as a dollar amount. Wage Type* Drop-down field used to select the wage frequency type for the job opening or requisition. Degree Required Travel Requisition Manager Add Drop-down field used to indicate whether a degree is required for the job opening or requisition. Drop-down field used to indicate the percentage of travel required for the job opening or requisition. Displays the names of the requisition managers for the job opening or requisition you select once you click Add and then choose requisition managers via the Adding Employees pop-up. Requisition managers consist of employees that can: Monitor the status of the requisition during the requisition approval process via the Requisitions Pending Approval section of the Requisitions dashboard. Click the Candidates column hyperlinks from the Requisitions tab to automatically filter the Applicants section of the Applicant dashboard by all, active, new, or hot applicants that apply to the corresponding job opening or requisition. Update, add candidates to, post, or close requisitions via the Requisitions tab. Button used to search for and select the employees you want to add as requisition managers for the job opening or requisition using the Adding Employees pop-up. Once you select the employees you want, the names of the employees display in the Requisition Manager field. The employees available for you to choose as requisition managers must consists of employees for which the Requisition dashboard permission is active for the user role associated with their user accounts. Page 290 of 335

291 Managing Requisitions Approval Template Postings Drop-down field used to select the approval template to associate with the job opening or requisition. If you select an approval template, this effectively indicates that the item you are creating or modifying consists of a requisition that requires approval in order to post to an online application portal. As a result, the Postings section is not available if you select any option other than No Approval for this field. The Approval Template field displays as a required field if the RequireRequisitionApprovalTemplate Metadata setting is active. Contact your system administrator for assistance with activating the RequireRequisitionApprovalTemplate Metadata setting. Section that displays the following fields you can use to indicate the applicant portals to which you want to make the job opening or approved requisition available: Portal From To Displays the name of the applicant portal. You can select the corresponding checkbox field to indicate that you want to make the job opening available for the portal. used to type the date by which you want the job opening to become available for the applicant portal. You can also click the calendar icon to select the date you want. used to type the date by which you want the job opening to become unavailable for the applicant portal. You can also click the calendar icon to select the date you want. Update Button used to save your changes to the applicant portals for the requisition. Postings Close Button used to cancel your changes to the applicant portals for the requisition. The Postings section is only available if you select the No Approval option for the Approval Template drop-down field. Page 291 of 335

292 Third Party Postings Section that displays the following fields you can use to indicate the third-party job boards to which you want to make the job opening or approved requisition available: Third Party Status Post / Re-post Displays the name of the third-party job board. The corresponding checkbox field indicates whether the job opening is currently active for the third-party job board. Displays a Details hyperlink you can use to view third-party status details for the requisition posting. Hyperlink you can use to post or re-post the requisition to the corresponding third-party job board. Remove Hyperlink you can use to delete the corresponding job opening posting from the third-party job board site. The Third Party Postings section is only available if you select the No Approval option for the Approval Template drop-down field. Third Party Posting Details Section that displays the following fields you can use to verify the status of job openings from the third-party job boards to which you post openings: Job Board Start Date End Date Status Displays the name of the job board or channel to which you posted the job opening on the third-party job board site. Displays the date by which the job opening became active on the third-party job board site. Displays the date by which the job opening became inactive on the third-party job board site. Displays the current status for the job opening on the third-party job board site. Page 292 of 335

293 Managing Requisitions Confirm Posting Details Section that displays the following fields you can use to choose settings specific to the CareerBuilder.com third-party job board to which you want to post job openings: Job Title Job Description Text field used to type a title for the job posting. Text area used to type a description for the job posting. Once you define the content, you can use the HTML Editor Menu to format the content as necessary. The HTML Editor Menu utilizes the TinyMCE application to provide a platform independent web-based Javascript HTML WYSIWIG editor for the content in the Job Description text area. Click the Help icon on the menu to view information on how to use TinyMCE. Requirements Text area used to type requirements for the job posting. Once you define the content, you can use the Rich Text Editor menu to format the content as necessary. Education* Min Experience Max Experience Employee Type* Job Type* Industry Type* Management Position Base Pay (Minimum) Base Pay (Maximum) Bonus Pay Commission Pay Rate* City State* Postal Code Name Company Drop-down field used to select the education requirement for the job posting. Text field used to type the minimum number of years of experience for the job posting. You can type a two-digit value for this field. Text field used to type the minimum number of years of experience for the job posting. You can type a two-digit value for this field. Drop-down field used to select the position type, such as full time, part time, hourly, etc., for the job posting. Drop-down field used to select the job duties or areas of responsibility for the job posting. Drop-down field used to select the business area or specialization for the job opening. Text field used to indicate whether the job posting is a management position. Text field used to type the minimum base wage for the job posting as a dollar amount. Text field used to type the maximum base wage for the job posting as a dollar amount. Text field used to indicate the average bonus amount for the job posting. Text field used to indicate the average commission amount for the job posting. Drop-down field used to select the wage frequency type for the job posting. Text field used to type the city of the address for the job posting. Drop-down field used to select the state of the address for the job posting. Text field used to type the postal code of the address for the job posting. Text field used to type the name of the contact for the job posting. Text field used to type the company name of the contact for the job posting. Page 293 of 335

294 Phone Activation Date Expiration Date Apply URL Cancel Post Job Text field used to type the address of the contact for the job posting. Text field used to type the phone number of the contact for the job posting. used to type the date by which you want the job posting to become active for job seekers on the CareerBuilder.com job board site. used to type the date by which you want the job posting to become inactive for job seekers on the CareerBuilder.com job board site. used to type the URL or web address of the online application portal to associate with the CareerBuilder job board site. Applicants that attempt to apply from a source other than the application invitation are automatically redirected to the Application Failed page, receive an error message, and cannot begin the online application process if the online application form collection for the job opening includes required form fields that must be prefilled. As a result, you should contact your system administrator to confirm whether the online application form collection includes required fields that must be prefilled before you provide a URL to a specific job opening as you define the value for the Apply URL field when posting jobs to CareerBuilder or the Apply Online URL field when posting jobs to Broadbean. Button used to cancel posting the job opening to the CareerBuilder job board site. Button used to save your changes and post the job opening to the CareerBuilder job board site. Posting Notification Cancel Save Save and Post Save and New * -indicates a required field. Section that displays a response notification for the third-party job board posting. Button used to cancel your changes and refresh the Manage Job Openings pop-up. Button used to save your changes for the new job opening or requisition and refresh the Manage Job Openings pop-up. Button used to save your changes for the new job opening or requisition and then use the Postings and Third Party Postings sections to post the requisition to an applicant portal or thirdparty job board site. Button used to save your changes and return to the initial Manage Job Openings Create or Modify Job Opening section to create a new job opening. The Creating job openings or requisitions pop-up may also include additional custom attribute fields that display in the Custom s section whenever you create or modify a job opening. The additional fields that display in this section are based on the Job Opening Custom Attributes form. Contact your system administrator for assistance with custom attributes form fields for job openings. Page 294 of 335

295 Managing Requisitions Adding Employees s Department Drop-down field used to select the department of the employees you want to locate. Reports to Me Location Get Last Name Update Results Checkbox used to indicate that the employees you want to locate report to you. Drop-down and text field used to select the location type and then type the name or other criteria for the location type. The Location text field refreshes to display as a drop-down field with values that match the criteria you type once you click Get, and you can select the location for the employees you want to locate from the drop-down field. Button used to submit your criteria and refresh the Location text field to display as a drop-down field with values that match your criteria. Text field used to type the last name of the manager associated with the employees you want to locate. Button used to update the Employees list based on your selected filter criteria. You must use the Department, Reports to Me, Location, or Last Name fields to select at least one type of filter criteria to apply before you click the Update Results button. Employees List used to select the employees to which you want to assign the task. You can press and hold the CTRL key and click multiple employees or hold the Shift key and then click to select a range of employees. Select All Done Checkbox used to select all employees in the Employees list. Button used to add the selected employees from the Employees list to the Employees field on the preceding pop-up. You can use the Requisitions tab to do the following: Create Requisitions Apply Filters and Search for Requisitions Modify Requisitions Post Requisitions to Applicant Portals Post or Re-post Requisitions to Third-party Job Boards Add Candidates to Requisitions Close Requisitions To Create a Requisition 1. From the Requisitions tab of the Requisitions dashboard, click the New Requisition icon. The Creating job openings or requisitions pop-up displays. Page 295 of 335

296 Creating job openings or requisitions 2. Select the job opening template that you want to base the new job opening or requisition upon from the Select a Template drop-down field as necessary. 3. Type an identification code for the job opening or requisition in the Job Opening Code field. 4. Select the position for the job opening or requisition from the Position drop-down field. 5. Select the department for the job opening or requisition from the Department drop-down field. 6. Select a location type option from the Location drop-down field, type the name or other criteria for the location type in the Location text field, and then click Get. The Location text field refreshes to display as a drop-down field with values that match the criteria you typed. Select the location for the job opening or requisition from the refreshed Location drop-down field. 7. Type the number of openings for the job opening or requisition in the Number of Openings field or select the Unlimited checkbox to indicate that you do not want to limit the number of openings for the job opening or requisition. 8. Indicate whether a degree is required for the job opening or requisition from the Degree Required drop-down field. 9. Indicate the percentage of travel required for the job opening or requisition from the Travel dropdown field. If you want to add requisition managers for the requisition, continue to the next step. If you do not want to add requisition managers for the requisition, proceed to Step Click the Add button next to the Requisition Manager field to add requisition managers for the requisition as necessary. The Adding Employees pop-up displays. Page 296 of 335

297 Managing Requisitions 11. Do one or more of the following to select criteria to locate the employees you want to choose as requisition managers for the requisition in the Employees list: Select the department of the employees you want to locate from the Department drop-down field. Click the Reports to Me checkbox to indicate that the employees you want to locate report to you. Select a location type option from the Location drop-down field, type the name or other criteria for the location type in the Location text field, and then click Get. The Location text field refreshes to display as a drop-down field with values that match the criteria you typed. Select the location for the employees you want to locate from the Location drop-down field. Type the last name of the employees you want to locate in the Last Name field. The employees available for you to choose as requisition managers must consist of employees for which the Requisition dashboard permission is active for the user role associated with their user accounts. You cannot locate or select employees as requisition managers via the Adding Employees pop-up if the employees do not have access to the Requisitions dashboard. Contact your system administrator for assistance with updating user role permissions for employees. 12. Click Update Results. The Employees list refreshes to display the employees that match the criteria you selected. 13. Select the employees you want to designate as requisition managers for the requisition from the Employees list. You can press and hold the CTRL key and click multiple employees or hold the Shift key and then click to select a range of employees. You can also click the Select All checkbox to select all employees in the list. 14. Click Done. The Creating job openings or requisitions pop-up pop-up refreshes to display the names of the employees you selected in the Requisition Manager field. 15. Select the wage frequency type for the job opening or requisition from the Wage Type drop-down field. 16. Type the minimum, mid-level, and maximum wage for the job opening in the Minimum, Median, and Maximum wage fields. 17. Select the hiring manager responsible for applicants that apply for the job opening or requisition from the Hiring Manager drop-down field. 18. Select the recruiter responsible for applicants that apply for the job opening or requisition from the Recruiter drop-down field. 19. Select options or type values for any custom job opening or requisition fields that display in the Custom s section as necessary. 20. Do one of the following based on whether you want to create a job opening or a requisition: If you want to create a requisition, select the approval template to associate with the requisition from the Approval Template drop-down field and then continue to the next step. Page 297 of 335

298 21. Click Save. If you want to create a job opening and then post the opening to an applicant portal, select the No Approval option from the Approval Template drop-down field and then continue to the subsequent Post a Requisition or Post or Re-post Requisitions to Third-party Job Boards procedures as necessary. To Apply Filters and Search For Requisitions 1. From the Requisitions tab of the Requisitions dashboard, do one or more of the following to select filter and search criteria for the requisitions you want to locate as necessary: Select the overall requisition filter option you want to apply to the Requisitions list from the Display drop-down field. Type the job opening of the requisition you want to filter by in the Req# field. Select the position of the requisitions you want to filter by from the Position drop-down field. Select the location of the requisitions you want to filter by from the Location drop-down field. Select the posted status option of the requisitions you want to filter by from the Posted dropdown field. 2. Click Filter. To Modify an Existing Requisition 1. From the Requisitions tab of the Requisitions dashboard, perform a search and apply filters to locate the requisition you want to modify as necessary. 2. Do one of the following: Click the Edit Requisition icon for the requisition you want to modify. The Creating job openings or requisitions pop-up displays. Click the Req# hyperlink for the existing requisition you want to modify. The initial Creating job openings or requisitions pop-up displays. From the Creating job openings or requisitions pop-up, click Edit Job. The initial Creating job openings or requisitions pop-up refreshes to display fields you can use to modify basic settings for the job opening. 3. Modify the information for the requisition as necessary. 4. Click Save. If you need to post the job opening to an applicant portal or third-party job board site, continue to the subsequent Post Job Openings or Post Job Openings to Third-party Job Boards procedures. If you do not need to post the job opening to an applicant portal or a third-party job board site, you have completed this procedure. To Post a Requisition to Applicant Portals 1. From the Requisitions tab of the Requisitions dashboard, perform a search and apply filters to locate the requisition you want to post as necessary. If you want to post a newly created job opening from the initial Creating job openings or requisitions pop-up, click Save and post and then continue to Step 3. Page 298 of 335

299 Managing Requisitions 2. Do one of the following: Click the Post Requisition icon for the existing requisition you want to post. Click the Req# hyperlink for the existing requisition you want to post. The Creating job openings or requisitions pop-up displays. From the Creating job openings or requisitions popup, click Edit Postings. The Creating job openings or requisitions pop-up refreshes to display the Postings section. 3. Select the corresponding Portal checkboxes of each applicant portal for which you want to make the job opening available, choose the date by which you want the job opening to become available for the selected applicant portals from the From field, and then choose the date by which you want the job opening to become unavailable for the selected applicant portal from the To field. 4. Click Update Postings to save your changes and post the requisition to the applicant portals. To Post or Re-post Requisitions to Third-party Job Boards 1. From the Requisitions tab of the Requisitions dashboard, perform a search and apply filters to locate the requisition you want to post as necessary. If you want to post a newly created job opening from the initial Creating job openings or requisitions pop-up, click Save and post and then continue to Step Do one of the following: Click the Post Requisition icon for the existing requisition you want to post. The Creating job openings or requisitions pop-up displays the Third Party Postings section. Click the Req# hyperlink for the existing requisition you want to post. The Creating job openings or requisitions pop-up displays. From the Creating job openings or requisitions popup, click Edit Postings. The Creating job openings or requisitions pop-up refreshes to display the Third Party Postings section. 3. Click the Post or Re-post hyperlinks for the third-party job board to which you want to post the requisition. 4. Do one or more of the following as necessary based on the third-party job board to which you want to post the requisition: If you are posting the requisition to the Broadbean.com job board, choose the job board logos to post the advert to from the Choose Job Boards tab, specify details for the advert from the Advert Details tab, confirm advert details, choose a Posting Time, define the Apply Online URL for the requisition on the Preview and Send tab, and then click Send Advert. If you are posting the requisition to the CareerBuilder.com job board, the Confirm posting details pop-up displays. Use the fields in the Confirm posting details section to define values and choose options for the requisition as necessary and then click Post Job. To Add Candidates to a Requisition The workflow for adding candidates to a requisition is slightly different in the following procedure if the OFCCP Logging functionality is active for your environment. Refer to the About the OFCCP Logging Functionality topic for more information on the OFCCP Logging feature. Page 299 of 335

300 1. From the Requisitions tab of the Requisitions dashboard, perform a search and apply filters to locate the requisition to which you want to add candidate records as necessary. 2. Click the Add Candidates icon for the requisition to which you want to add candidate records. The Applicant dashboard displays. 3. From the Applicant dashboard, search for and apply filters as necessary locate the applicants or candidates for which you want to add new candidate records towards the requisition. 4. Click the corresponding checkboxes from the Add Applicant column for each applicant or candidate that you want to add to the requisition. 5. Click the Approve icon. The Applicant Location/Position pop-up displays. If the requisition for which you want to add candidate records for the applicants displays as selected on the Applicant Location/Position pop-up, continue to Step 7. If you need to locate and choose a different requisition for which you want to add candidate records for the applicants, continue to the next step. 6. From the Applicant Location/Position pop-up, do one of the following as necessary: Select the new position for the applicant or candidate from the Positions drop-down field. Select the new location for the applicant or candidate from the Location drop-down field. 7. Click Find. The Select a new position/location list refreshes to display the job openings match your results. 8. Click the Add button for the corresponding requisition for which you want to add a new candidate record for the selected applicants. To Close an Existing Requisition 1. From the Requisitions tab of the Requisitions dashboard, perform a search and apply filters to locate the job opening or requisition that you want to close as necessary. 2. Click the Close Requisition icon. A message displays to confirm whether you want to close the requisition. 3. Click OK. If there are active applicant or candidate records associated with the requisition, the Dispositioning Applications pop-up displays. Page 300 of 335

301 Managing Requisitions Dispositioning Applications 4. Select a disposition code to associate with the requisition from the Disposition Code drop-down field. 5. Type a reason or explanation for closing the requisition in the Comments field as necessary. 6. Click Close and Disposition All. The Requisition tab refreshes and the Posted column displays a value of Closed for the corresponding requisition. Page 301 of 335

302 7. REPORTS DASHBOARD OVERVIEW The Reports dashboard allows human resources associates and contracting managers to monitor and report on hiring and contracting activities, including background checks, assessments, hiring and contracting actions, status updates, and system users. The Reports dashboard primarily consists of two sections: Select a Report and the Report Viewer. Sensitive data, such as social security number, date of birth, and ethnicity information, displays as masked on reports unless the Sensitive Data permission is active for your user account. Additionally, if the Corporate Hiring or View All Applicants permission is inactive for your user account, you can only view reports data for applicants or employees that report directly to you and are associated with the same location and department as you. Contact your system administrator for assistance with the Sensitive Data and Corporate Hiring or View All Applicants permissions. The standard reports available from the Reports dashboard can include a wide variety of content based on data stored in the Pangea system. Your system administrator can leverage SQL Server Reporting Services (SSRS) functionality to build a request or query designed to obtain specific information stored in the Pangea system and tiered towards a specific purpose, such as a report that includes all hiring actions completed by human resources associates within your organization during a specific date range. Reports in Pangea can include almost any combination of data from the following sources in a report: Online Application Forms Applicant and Employee Assessments Background Check Details Employee Qualification and Credential Information Hiring or Employee Actions and Attachments Post-hire Employee Tasks Active Job Openings System Users, Roles, and Permissions In instances where the data for a report is deemed sensitive or categorized as personally identifiable information, such as social security number, tax identification number, or date of birth information, the data displays as masked on reports based on the user role assigned to user s account. This feature is consistent with the security policy for sensitive data that you may access from the Applicant dashboard. For example, if the Sensitive Data permission for the user role assigned to your user account is not active, all characters that precede the last 4 digits of social security number fields display as masked in custom ad hoc reports. Contact your system administrator for assistance with building, designing, and applying user role-based security for custom ad hoc reports in the Pangea for Insurance system. SELECTING A REPORT The Select a Report section allows you to choose a report type, apply filters and parameters for the report data, and submit your criteria to run the report. Page 302 of 335

303 Using the Report Viewer Select a Report s Select a Report Begin Date End Date View Report Drop-down field used to select the report type. Text field used to type the beginning date in MM/DD/YYYY format. Text field used to type the ending date in MM/DD/YYYY format. Button used to run the report based on the selected report criteria. The Begin Date and End Date fields allow you to further enhance or drill down and filter report data. If you do not provide values for these fields, or if you leave one of the fields blank, the system automatically assigns a value based on the following scenarios when you run the report: If you provide a Begin Date value but leave the End Date field blank, the report includes data from the Begin Date value through 30 calendar days past the Begin Date value. If you provide an End Date value but leave the Begin Date field blank, the report include data from 30 days before the End Date value through the End Date value. If you leave both the Begin Date and End Date fields blank and run the report, the system interprets the current calendar month-to-date and assigns Begin Date and End Date values based on the calendar month. For example, if you leave these fields blank and the current system date is 3/11/2009, the report includes data from 3/1/2009 to 3/11/2009. To Select Report Criteria and Generate a Report 1. From the Reports dashboard, select the report type from the Select a Report drop-down field. 2. Type the beginning date, in MM/DD/YYYY format, by which you want to filter data for the report in the Begin Date field. 3. Type the ending date, in MM/DD/YYYY format, by which you want to filter data for the report in the End Date field. 4. Click View Report. The Report Viewer section displays the report based on the criteria you selected. USING THE REPORT VIEWER The Report Viewer displays the report that matches the report type and criteria that you select. The Report Viewer provides you with a variety of tools that you can use to export the report, organize report data, browse report pages, and search report content. Report Viewer s First Page Previous Page Current Page Icon used to return to the first page of the report. Icon used to return to the previous page of the report. Text field that displays the page number of the current report page. You can use this field to type the number of the page that you want to view. Page 303 of 335

304 Next Page Last Page Zoom Find Text Find Next Select a Format Icon used to browse to the next page of the report. Icon used to browse to the last page of the report. Drop-down field used to select a zoom option and increase or decrease the focus for your current view of a report. Text field used to type the text you want to locate within the report. Hyperlink used to move the focus of the Report Viewer to the first instance of the report text that matches the value you type in the Find Text field. Hyperlink used to move the focus of the Report Viewer to the next instance of the report text that matches the value you type in the Find Text field. Once you type report text you want to locate and click Find to perform an initial search, you can click Next to locate each subsequent instance of the matching text within the report. Drop-down field used to select a file format for the report you want to export. Available formats are: XML file with report data Comma Separated Values (comma-delimited) Adobe Acrobat Portable Document Format (PDF) MHTML (web archive) Microsoft Excel Tagged Image Format (TIFF) Microsoft Word Export Refresh Print Hyperlink used to export the current report in the file format you select for the Select a Format field. You must select a file format in order to make the Export hyperlink available. Icon used to refresh the content that displays in the Report Viewer section. Icon used to print the report. Show/Hide Icon used to expand or collapse the report parameter fields in the Report Viewer section. Parameters Human resources and contracting managers can use the Report Viewer to perform the following: Export and Print Reports Browse Report Pages Search Report Content To Export and Print Reports 1. From the Reports dashboard, select report criteria and run the report. If you do not want to export the report to file and only need to print the report, continue to step Select a file format for the report you want to export from the Select a Format drop-down field. 3. Click the Export hyperlink. The report opens using the application associated with the export format you selected in the previous step. Once the report displays, you can use the save function of the associated application to save the exported report. If you do not want to print the report, you have completed this procedure. Page 304 of 335

305 Using the Report Viewer 4. Right-click any area within the Report Viewer and then click Print to print the report from your browser. To Browse Report Pages The Report Viewer allows you to browse pages of a report that contains multiple pages. You can do any of the following to browse report pages: Click the First Page icon to return to the first page of the report. Click the Previous Page icon to return to the previous page of the report. Click the Next Page icon to browse to the next page of the report. Click the Last Page icon to browse to the last page of the report. Type the number of the page you want to view in the Current Page field to browse to the page. To Search Report Content 1. From the Reports dashboard, select report criteria and run the report. 2. Type the report text that you want to locate in the Find Text field and then click the Find hyperlink. The focus of the Report Viewer moves to the first instance of the report text that matches the value you typed. 3. Do one of the following: Repeat step 2 to perform a new search with different criteria as necessary. Click the Next hyperlink to move the focus of the Reports Viewer to the next instance of report text that matches the value you typed in the Find Text field. Page 305 of 335

306 8. ABOUT THE ONLINE APPLICATION The Online Application is a web-based portal that allows prospective applicants to apply online for a position within your company. During the online application process, applicants work to complete an online application form collection, which consists of a dynamically built set of online forms designed to obtain the information you require during the hiring process. The information, format, and fields that comprise the online application form collection are configurable, including the ability to add fields, set field labels, and indicate fields as required, encrypted, or sensitive. Mandatory online application form fields are clearly marked with an asterisk. You can create customized online application form collections using the Administration dashboard. Contact your system administrator for more information regarding this dashboard. Online applications can be set to expire after a certain number of days. If an incomplete online application expires, the applicant cannot log back in and complete the application. Additionally, if a submitted and complete online application expires, it only displays on the Applicant dashboard if you select the Expired value from the Status field when you perform a search and apply filters using the Filter Applicants section, and you cannot perform hiring actions for the applicant. Contact your system administrator for help with defining the number of days for an application to expire to comply with your organization s human resources standards. The portal that serves as the access point for online applications also serves as the Candidate dashboard after the applicant submits the online application. The applicant can use the Candidate dashboard to access prefilled documents from the online application process and any documents or form collections assigned as a result of scheduled actions during the hiring or contracting process. Refer to the Candidate Dashboard Overview topic for more information on the dashboard. ONLINE APPLICATIONS - NEW APPLICANT PROCESS The basic online application process for a new applicant is as follows: The steps in the following process may differ based on how system administrators configure the Pangea system to meet the specific needs of your business or organization. 1. The human resources associate does one of the following, depending on the organization's setup: Sends an invitation to the applicant from the Applicant dashboard. The invitation includes a direct URL to the specific online application of the job opening for which the applicant indicates interest. Sends an invitation to the applicant using their system-external account. The e- mail includes the URL to the Welcome page of the Online Application interface. 2. The applicant navigates to the Online Application and does one of the following depending on the method by which the applicant accesses the applicant portal: If the human resources associate sends an application invitation to the applicant from the Applicant dashboard, the applicant clicks the hyperlink from the to navigate to the applicant portal and then creates an applicant portal login account. Page 306 of 335

307 Selecting a Job Opening and Creating an Applicant Portal Login Account If the human resources associate sends the application invitation from their system-external account, or if the applicant simply navigates to the Welcome page of the applicant dashboard, the applicant selects a job opening and then creates an applicant portal login account. If the applicant accesses the applicant portal from a third-party job posting site, the applicant navigates to the applicant portal and then creates an applicant portal login account. 3. If the Resume Upload functionality is available for the Online Application portal, the applicant can either upload and confirm a resume or skip the resume upload process. 4. The applicant begins the form completion phase of the online application process by working to fill out and complete the sequential online application forms. Applicants can optionally save their progress and exit the system if they cannot complete all application forms at one time, or they can cancel the application process and end their system session. 5. The applicant reviews the application, provides their electronic signature, and then submits their completed application to begin the hiring process. The applicant s data from the online application passes through the Pangea system to the Applicant dashboard. 6. The human resources associate uses the Applicant dashboard to review the online application and perform hiring actions. SELECTING A JOB OPENING AND CREATING AN APPLICANT PORTAL LOGIN ACCOUNT When applicants initially navigate to the applicant portal, the Welcome page displays. New applicants can click New Applicant to search for available job openings via the Job Search page. Once the applicant clicks New Applicant from the Welcome page, they can begin the process of selecting a job opening to apply to and creating an applicant portal login account, depending on the method by which the applicant accesses the applicant portal, such as via an application invitation that human resources associates send, from a hyperlink on a third-party job posting site, or by some other means. Returning applicants can type their User Name and Password in the corresponding fields and then click Login to continue completing their saved application. Page 307 of 335

308 To Search for and Locate a Job Opening Use the following procedure to select a job opening. Online Application Welcome Applicants do not need to search for or select a job opening if the human resources associate sends the application invitation directly from the Applicant dashboard. Applicants can use the automatic hyperlink in the application invitation that the human resources associate sends from the Applicant dashboard to begin completing an online application for the specific job opening to which they want to apply once they create an applicant portal login account. 1. From the Welcome page, click New Applicant. The Job Search page displays. Job Search Page 308 of 335

309 Selecting a Job Opening and Creating an Applicant Portal Login Account 2. Do one or more of the following as necessary to select overall search and filter criteria for the job opening to which you want to apply: Select the title or position of the job opening from the Job Title drop-down field. Type one or more keywords related to the title or position of the job opening in the Keywords field. 3. Do one or more of the following to select criteria for a location or radius search: Click the Location Search tab and then select the checkboxes for any city or state by which you want to filter for job openings in the Results section. Click the Radius Search tab, type the street address, city, and state by which you want to filter job openings in the Address field as necessary, type the ZIP code by which you want to filter job openings in the Zipcode field, and then select the maximum distance of the radius by which you want to filter job openings from the Maximum Distance drop-down field. The Maximum Distance option you select applies a filter that limits the results in the Results section to only include job openings located within the latitude and longitude radius from the address or ZIP code that you choose. 4. Click Search. The Results section of the Job Search page refreshes to display a list of the job openings that match your search and filter criteria. If the job opening to which you want to apply does not display in Results section, repeat steps 2-3 to revise your search and filter criteria as necessary. Once you perform a search to locate the job openings that you are interested in, you can use the Label field in the Save as Search Agent section to create a job search agent based on your search criteria. You must have an active applicant portal login account in order to save job search agents. If you are not a returning applicant and you attempt to save your job search agent, a pop-up displays which you must use to create your login account. Refer to the Managing Job Search Agents topic for more information on job search agents. 5. Click the Add to Favorites icon to add job openings to your list of favorites as necessary. You can add jobs to your list of favorites for future reference from the My Favorites tab of the Candidate dashboard. If you select the Add to Favorites icon for a job opening, the Results section refreshes to display the active version of the icon. 6. Click the Apply Now! hyperlink that matches the job opening for which you want to submit an application. The Create Account or Login pop-up displays. 7. Do one of the following as necessary: Create Account or Login Page 309 of 335

310 If you created an applicant portal login account when previously applying for a job opening, click the Login button. The Login pop-up displays. Type your User Name and Password and then click Login. If you are a new applicant and you have not created an applicant portal account when previously applying for a job opening, click Create Account. The Create Login Account page displays. Continue to the next procedure to create your applicant portal account. You cannot reapply to the same job opening once you begin the form completion phase of the online application process for the job opening. Once you apply to a specific job opening, if you attempt to locate the job opening on the Job Search page, the Apply Now! hyperlink is replaced with an inactive value of Submitted in the Results section. Additionally, if you click the Title hyperlink from the Results section for the job opening, the Apply button from the Viewing Job Details page is not active. To Create an Applicant Portal Login Account Create Login Account 1. From the Create Login Account page, type your first name in the First Name field. 2. Type your last name in the Last Name field. 3. Type your user name in the User Name field. 4. Type your password in the Password field and then re-type the password in the Confirm Password field. Page 310 of 335

311 Selecting a Job Opening and Creating an Applicant Portal Login Account The value you type for the User Name field must meet the following guidelines: Must be 6-50 characters in length. Must contain at least one uppercase alphabetical character. Must contain at least one lowercase alphabetical character. Cannot contain spaces or special characters. The value you type for the Password and Confirm Password fields must adhere to the following Pangea system rules for account password complexity: Must be at least 8 characters in length, depending on the PasswordMinLength Metadata setting. Must contain characters that meet at least 3 of the following 4 criteria categories: Upper-case letters Lower-case letters Numeric characters (at least 2) Special characters Cannot match the user name for your user account. Cannot contain the user name for your user account. Cannot contain your First Name Cannot contain your Last Name The password character length rule may differ based on the current value of the PasswordMinLength Metadata setting for your client environment. Contact your system administrator for more information on the PasswordMinLength Metadata setting. 5. Do one of the following as necessary, depending on whether your business or organization utilizes the standard method, the alternate identification method, or a combination of these methods for user account activation: If your business or organization utilizes the standard account identification method, select the Security Code radio button and then type your 4-digit security code in the subsequent Security Code field that displays. If your business or organization utilizes the alternate identification method of an alternative identification code, select the Other ID radio button and then type your alternate identification code in the subsequent Other ID field that displays. The field labels for the Security Code and Other ID radio button and text fields may differ depending on your client environment. Additionally, if you are applying directly from application invitation and the hiring associate, hiring manager, or recruiter opted to prefill the Other ID field when sending the invitation, the Other ID text field may display as a disabled field that is prefilled by default. In this case, you do not need to modify the Other ID text field since it includes the alternate identification code that your hiring, associate, hiring manager, or recruiter specified for your account when inviting you to apply. 6. Select a first recovery question type from the Recovery Question 1 drop-down field and then type an answer to the recovery question in the Answer1 field. 7. Select a second question type from the Recovery Question 2 drop-down field and then type an answer to the recovery question in the Answer2 field. The value you type in the corresponding Answer fields for Security Question 1 and Security Question 2 must be between 1 and 200 characters in length. 8. Type your address in the field. Page 311 of 335

312 The field displays as a required field on the Create Login Account page if the IsAccountCreation Required Metadata setting is set to True. Contact your system administrator for assistance with the IsAccountCreation Required Metadata setting. 9. Click Next. The system issues an automated message to the applicant to indicate that the account has been created and includes a link to return to the incomplete online application. Once the applicant creates an applicant portal login account, if the Resume Upload functionality is available for the online application, the applicant can use the Resume Upload page to either upload and confirm a resume or skip the resume upload process. To Reset the Password for an Applicant Portal Account Use the following procedure to reset an account password in the event that returning applicants cannot log in using their original User Name and Password fields, if they lock their account due to multiple invalid login attempts, or if they forget their password. 1. From the Welcome page, click the Forgot User Name or Password? hyperlink. The User Name or Password Recovery page displays. User Name or Password Recovery 2. Select the Recover Password radio button. The Password Recovery section displays. Password Recovery 3. Type the user name associated with user name associated with your applicant portal account in the Username field and then click Continue. The Password Recovery section refreshes to display with security question, security answer, and security code fields. Page 312 of 335

313 Selecting a Job Opening and Creating an Applicant Portal Login Account Password Recovery 4. Type the answer to the first security question you defined when you created the account in the Answer field below the Security Question 1 field. 5. Type the answer to the second security question you defined when you created the account in the Answer field below the Security Question 2 field. 6. Do one of the following as necessary, depending on whether your business or organization utilizes the standard method, the alternate identification method, or a combination of these methods for user account activation: If your business or organization utilizes the standard account identification method, type the 4-digit security code you defined when you created the account in the 4 Digit Security Code field. If your business or organization utilizes the alternate identification method of an alternative identification code, type your alternate identification code in the 4 Digit Security Code or Other ID field. The field label for the Other ID portion of the 4 Digit Security Code or Other ID field may differ depending on your client environment. 7. Click Submit. The Please Update your Password section displays. 8. Type the new password for the account in the New Password field, and then re-type the password in the Confirm Password field. Page 313 of 335

314 The value you type for the Password and Confirm Password fields must adhere to the following Pangea system rules for account password complexity: Must be at least 8 characters in length, depending on the PasswordMinLength Metadata setting. Must contain characters that meet at least 3 of the following 4 criteria categories: Upper-case letters Lower-case letters Numeric characters (at least 2) Special characters Cannot match the user name for your user account. Cannot contain the user name for your user account. Cannot contain your First Name Cannot contain your Last Name The password character length rule may differ based on the current value of the PasswordMinLength Metadata setting for your client environment. Contact your system administrator for more information on the PasswordMinLength Metadata setting. Additionally, the value you type for the New Password and Confirm Password fields cannot match any password previously associated with your user account if you are attempting to reset your password or update your password as a result of your user account expiring. 9. Click Update. The Welcome page displays. To Retrieve the User Name for an Applicant Portal Account 1. From the Login page, click the Forgot User Name or Password? hyperlink. The User Name Recovery page displays. User Name or Password Recovery 2. Select the Recover User Name radio button. The User Name Recovery section displays. User Name Recovery Page 314 of 335

315 Uploading a Resume 3. Type the address associated with your applicant portal account in the field. 4. Click Send . The user name is automatically sent via to the address associated with your applicant portal account. UPLOADING A RESUME The Resume Upload page allows applicants to upload a resume file prior to filling out and completing the online application. Once the applicant uploads a resume file, the Resume Upload functionality intelligently parses and analyzes the content in the resume for information that pertains to similar or matching form fields in the online application, extracts and transforms the information as manageable data, and then prepopulates form fields based on the resume data as the applicant works to complete the online application. The Resume Upload functionality effectively allows the applicant to avoid repetition in completing form fields in the online application, which can improve both the efficiency and usability of the online application process. Additionally, the applicant can still modify the value of any form fields that display as pre-populated based on data from the resume file prior to submitting the online application. The uploaded resume file automatically displays as an attached document with a Document Description value of "Resume" if the Additional Documents static form is included with the online application. If applicants remove or delete the Resume file from the Additional Documents form, it has no effect on the extracted data from the resume file that they originally upload using the Resume Upload page prior to starting the online application. Resume files are limited to the following file types: Adobe PDF (.pdf) Rich Text or Plain Text (.rtf,.txt) OpenDocument Format (.odf,.odt) Microsoft Word (.doc,.docx) Resume Upload You can configure the instructional text, error or notification message text, and button text that displays on the Resume Upload page as necessary. Contact your system administrator for help with customizing the Resume Upload page. Page 315 of 335

316 Resume Upload s Choose your Resume* Browse Upload Resume Review Resume* Displays the file path to the resume after you click Browse to locate and select the resume file. Button used to locate and select the resume file you want to upload. Button used to upload, parse, and extract matching online application field data from the resume file. Once you click Upload Resume, you must review and confirm the resume file before you can complete the file upload process. Button used to review the resume file that you selected to upload. You must review and confirm the resume file before you can complete the file upload process. Review Button used to review the extracted data from the resume file that you selected to upload. Extracted Data Delete Resume Skip Resume Upload Next Button used to cancel uploading the current resume file. Button used to skip uploading your resume and continue the online application process. Button used to upload the current resume file and continue the online application process. * - indicates a required field Once you upload your resume file, review the resume and confirm extracted data, and then click Next to begin working to complete the online application, you cannot return to the Resume Upload page or upload a different resume file. As a result, you should carefully review your uploaded resume before you click Next. To Upload a Resume File 1. From the Resume Upload page, click the Browse button to locate and select the resume file you want to upload. 2. Click Upload Resume. The Resume Upload page refreshes to display fields you can use to review extracted data from your resume or delete the resume. Page 316 of 335

317 Completing the Online Application Refreshed Resume Upload Page 3. Click Review Extracted Data. The Application Review pop-up displays the results of the resume file parsing and analysis as well as any similar or matching online application fields. 4. Click OK. If you need to make changes to the resume file, click Delete Resume, modify the file as necessary, and then repeat steps Click Next. COMPLETING THE ONLINE APPLICATION Once a new applicant selects an online application type, they can begin working to complete the necessary forms that comprise the online application form collection. The online application forms that the applicant must complete differ according to the online application type the applicant selected when they initially created an account. However, most online applications include the following types of forms: Multi-entry Forms Background Check and FCRA Consent SSN and DOB Additional Documents External Site Forms The applicant can click Save and Exit to save their progress and exit the application process if they are unable to complete application forms at this time. The online application forms are designed to validate and save data as the applicant completes each form. The applicant can use the navigation pane on the left side of each form to view the currently highlighted form they are working to complete and to monitor their progress in the online application form sequence, which may differ based on the online application the applicant selected. Applicants must complete all mandatory fields on a form in order to use the Previous and Next buttons to navigate to a different form in the online application form sequence. Page 317 of 335

318 Navigation Pane To Complete Multi-entry Forms Multi-entry forms consist of forms that allow you to provide multiple iterations of information towards the context of a single form, such as historical data for employment. Use the following procedure to complete multi-entry forms: The steps and button label titles may differ depending on the configuration of the multi-entry form and the settings you system administrator configures for your environment. 1. Complete all required form fields for the current iteration of the form, including any fields that allow you to designate that the present entry of the multi-entry form is the most current. 2. Click the Save button. The multi-entry form refreshes to display a summarized section that includes values or options you selected when completing the previous iteration of the form. 3. Do one of the following as necessary: Click the Add button to add another iteration of information to the summarized section. The multi-entry form refreshes to display form fields you can use to provide information for the current iteration, and you can revert to Step 1 of this procedure. Click the Edit icon to modify values or options for the corresponding previously saved iteration from the summarized section. The multi-entry form refreshes to display the values and options you selected from the previously saved iteration. Modify the form fields as necessary and then click the Save button. Click the Delete icon to remove the corresponding iteration of previously saved information from the summarized section of the multi-entry form. A message displays to confirm whether you want to remove the iteration. Click OK. 4. Repeat Step 3 as necessary to add, modify, or remove iterations of information for the multi-entry form. If you do not need to make any additional changes, Next. The next form in the overall form sequence displays. Page 318 of 335

319 Completing the Online Application To Complete the Background Check and FCRA Consent Form Use the following procedure to complete the Background Check and FCRA Consent form. Background Check and FCRA Consent 1. Review the Background Check and FCRA Consent form and then click Yes or No to indicate whether you want to receive a Consumer Credit Report. 2. Click the checkbox to indicate your consent for the Background Check and FCRA Consent information and that you agree to the release of background reports as part of this application. 3. Do one of the following as necessary, depending on whether the mouse signature feature is active for the form: Type your name as your electronic signature in the Applicant Name field. The value you type serves as your electronic signature, and must match your name exactly as it displays above Page 319 of 335

320 the Applicant Name text field. Click Click Here To Sign, use your mouse or other pointing device to apply your electronic signature via the Sign Below pop-up, and then click Sign. The Background Check and FCRA Consent form refreshes to display the image capture of your signature. 4. Click Next. The next form in the overall form sequence displays. To Complete the SSN and DOB Form Use the following procedure to provide your Social Security Number (SSN) and Date of Birth (DOB) information and complete the SSN and DOB form. SSN and DOB 1. Type your social security number in the SSN fields. As you type characters for the beginning 3-digit, middle 2-digit, and last 4-digit fields, your cursor automatically moves to the next field. 2. Re-type your social security number in the Confirm SSN fields. As you type characters for the beginning 3-digit, middle 2-digit, and last 4-digit fields, your cursor automatically moves to the next field. 3. Type your date of birth, in MM/DD/YYYY format, in the Birth Date field. You can also click the calendar icon to select the date you want. 4. Click Next. The next form in the overall form sequence displays. To Complete the Additional Documents Form Use the following procedure to attach additional documents and complete the Additional Documents form. You can also add other documents you want to submit with your application as necessary. The individual file size limit for each document is 2MB, and additional documents 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 320 of 335

321 Completing the Online Application If the Resume Mirror functionality is available for the online application and you upload a resume file via the Resume Upload page, the file that you upload displays as attached by default with a Document Description of Resume on the Additional Documents form. While you can remove the resume that you originally uploaded on the Resume Upload page or upload a different resume file, any changes that you make to the resume file via the Additional Documents form have no effect on the Resume Mirror functionality. Additional Documents 1. Type a description of the document in the Document Description field. 2. Click Browse to browse to and select the document you want to attach. 3. Click Add Document. 4. Repeat steps 1-3 to add additional documents as necessary. 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 Open Document icon to preview 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. 5. Click Next. The next form in the overall form sequence displays. Page 321 of 335

322 To Complete External Site Forms External Site forms serve as placeholders for content from an external site, such as a third-party assessment or questionnaire that is hosted on a site external to the Pangea system. External Site forms allow you to seamlessly access the content from the external site without interrupting the online application process. When applicants initially access an external site form, the form consists of instructional text and a redirect button. If the external site form references a third-party assessment site, you need to modify the privacy settings for your browser to allow the acceptance of third-party cookies. Refer to the Internet Explorer Help documentation for more information on how to update your settings for third-party cookies. Sample External Site Form - Initial State Applicants can click the redirect button to open the External Site within either a new separate pop-up or a new browser window or tab. Once the applicant completes the survey, questionnaire, assessment, or other action that is required for the external site, the applicant can click the submit button at the bottom of the pop-up to close the pop-up and continue working to complete the online application. While applicants can click the Save and Exit button to save their progress in the external site form, they cannot continue to the next form in the online application form collection sequence until they click the I am finished button to complete the external site form. Page 322 of 335

323 Reviewing and Submitting the Application Sample External Site Form - New Pop-up REVIEWING AND SUBMITTING THE APPLICATION The Review and Confirm page serves as the final step in the application process and allows you to review the information from your completed forms, make final changes as necessary, provide your electronic signature, and submit your application. You can click View Summary to view a summary of your application via the Application Review pop-up. Review and Confirm If you need to make changes to any information you completed for your application, click OK to close the Review and Confirm summary page, and then click the corresponding form name hyperlink of the form you want to modify in the navigation pane on left side of the page. Page 323 of 335

324 If you do not need to make additional changes to your application information, select the checkbox for the applicant agreement to indicate that you understand and agree to the terms of the online application, type your name as your electronic signature in the applicant signature text field exactly as it displays in the previous Applicant Name field, and then click Submit Application. Once you click Submit Application and exit the online application portal, you should close your web browser to ensure that you remove all potentially sensitive information from the browsing history and memory of your web browser. The portal that serves as the access point for online applications also serves as the Candidate dashboard after you submit the online application. You can use the Candidate dashboard to access prefilled documents from the online application process and any documents or form collections assigned to you as a result of scheduled actions during the hiring process. Refer to the Candidate Dashboard Overview topic for more information on this dashboard. Page 324 of 335

325 9. CANDIDATE DASHBOARD OVERVIEW The Candidate dashboard allows you to review the online applications for the job openings to which you have previously applied, locate and apply to new job openings that you are interested in, complete forms or documents that a Pangea dashboard user assigns to you, and manage settings job search agents. As a candidate, you can access the Candidate dashboard at any time during the hiring process once you create a login profile and begin an online application in an applicant portal. You can use the same login credentials for the account that you created when you initially start your online application to access the Candidate dashboard. You can also use the Candidate dashboard update the name, contact, and security information associated with your candidate account. The Candidate dashboard includes the following sections and tabs: Open Task Notification My Job Search My Favorites My Documents Manage Job Search Agents Candidate Dashboard Page 325 of 335

326 Candidate Dashboard - Open Task Notification CANDIDATE DASHBOARD - OPEN TASK NOTIFICATION The Open Task Notification section on the Candidate dashboard allows candidates to complete form collections, PDF forms, or documents that a dashboard user assigns as the result of performing a contracting or hiring action. You can click the corresponding Edit Form or Edit PDF forms or documents that display in this section. icon to access and complete the Candidate Dashboard - Open Task Notification Candidate Dashboard - Open Task Notification s Open Task Section that displays a list of PDF documents or form collections assigned to you as the result of Notification a scheduled hiring action, or previously uploaded documents that you attached during the minimal online application process. The Documents list includes the following: Name Displays the name of the requested PDF document or form collection. You can click the Name hyperlink to open and complete the corresponding PDF document or action form collection. Received Displays the date that the PDF document or form collection was assigned as the result of a hiring action. Actions * -indicates a required field. Icon you can use to open and complete the corresponding PDF document or action form collection. You can also click the Name hyperlink or the Edit PDF icon to open and complete the corresponding PDF. Once you complete the necessary form fields, you can scroll to the first page of the PDF and then click the Save button to save the PDF document. You must complete and submit the documents in the list in order to continue the hiring or contracting process. Page 326 of 335

327 CANDIDATE DASHBOARD - MY DOCUMENTS TAB The My Documents tab on the Candidate dashboard allows candidates to review documents uploaded during the online application process or access documents that they complete during the hiring process. The documents which candidates access from the My Documents tab can consist of documents which were associated with the applicant as a result of a hiring associate completing a hiring action during the hiring process, system users uploading documents via the Applicant dashboard, by the applicant or candidate attaching documents during the online application process, or documents that were automatically prefilled and uploaded during the online application process. Candidate Dashboard - My Documents s My Documents Documents Section that displays a list of documents that you previously completed as the result of a hiring action or uploaded the online application process. The Documents list includes the following fields: Name Displays the name of the previously completed or uploaded document. You can click the Name hyperlink to open a copy of the corresponding document. Source Displays one of the following values used to indicate the source from which the corresponding document was originally uploaded: Dashboard Attachment - Indicates that the document was uploaded by a system user via the Home or Applicant dashboards. OA Form - Indicates that the document consists of a PDF form that was automatically prefilled and uploaded during the online application process. Save File * -indicates a required field. Displays a Save File icon used to open and save a copy of the corresponding document. Page 327 of 335

328 Candidate Dashboard - My Job Search Tab CANDIDATE DASHBOARD - MY JOB SEARCH TAB The My Job Search tab on the Candidate dashboard allows candidates to review the jobs to which they have previously applied, search for jobs to which they want to apply, perform research for job openings that they may be interested in, and apply to new job openings. As applicants or candidates search for a job opening and then begin the online application process for the job opening, the job opening item displays in the Applications in progress section of the My Job Search tab. During the online application process, if an applicant needs to navigate away from the online application form collection or cannot currently complete a form within the collection, the applicant can save their progress and then resume the online application at a later time by logging in to the Candidate dashboard and then clicking the Resume Application icon for the incomplete application from the Applications in progress section. Once a candidate completes and submits the online application form collection for a job opening, the job opening item displays in the Applications Completed section of the My Job Search tab. Candidate Dashboard - My Job Search s My Job Search Tab New Job Icon used to perform a new job search. Page 328 of 335

329 Applications In Progress Applications Completed My Search Agents Section that displays fields candidates can use to access online applications which are not complete and still in progress. The section includes the following fields: New Job Title Job Code Date Started Last Modified Resume Application Icon used to perform a new job search. Displays the title of the position for the job opening to which you previously applied. Displays the job opening code for the job opening to which you previously applied. Displays the date by which you started the online application for the job opening. Displays the date by which you last modified your online application for the job opening. Icon used to resume the incomplete online application for the job opening. Section that displays fields candidates can use to review the jobs to which they have previously applied. The section includes the following fields: New Job Title Job Code Icon used to perform a new job search. Displays the title of the position associated with the job opening to which you previously applied. Displays the job opening code for the job opening to which you previously applied. Date Started Displays the date by which you started the online application for the job opening. Date Completed Review Application Displays the date by which you completed the online application for the job opening. Icon used to view details for the online application you previously completed on the Application Review pop-up. Section that displays fields candidates can use to manage job search agents. The section includes the following fields: Label Notify Displays the descriptive label for the saved job search agent. Indicates whether you want to receive automated notifications regarding the saved job search agent. Frequency Indicates the frequency by which you want to receive automated notifications regarding the saved job search agent. Edit Delete Update Cancel Icon used to modify settings for the corresponding job search agent. Icon used to delete the corresponding job search agent. Icon used to save your changes to the job search agent. Icon used to cancel your changes to the job search agent. Page 329 of 335

330 Candidate Dashboard - My Favorites * -indicates a required field. CANDIDATE DASHBOARD - MY FAVORITES The My Favorites section on the Candidate dashboard allows you to review the jobs that you mark as favorites from the Job Search page during the online application process. Applicants can use the My Favorites section to view details for the job opening, apply to the job opening, or remove the job opening from the list of favorite job openings. As a candidate, you can access the Candidate dashboard at any time during the hiring process once you create a login profile and begin an online application form collection within an applicant portal. You can use the same login credentials for the account that you created when you initially start your online application to access the Candidate dashboard. Once you add a job opening to your My Favorites list, if the job opening expires based on the selected active date range for the job opening within the applicant portal or if the job opening closes, the job opening record no longer displays in your My Favorites list. Candidate Dashboard - My Favorites s Candidate Dashboard - My Favorites Section New Job Icon used to perform a new job search. Title Job Code Displays the title of the position associated with the job opening. You can click the Title column hyperlink to view details for the corresponding job opening. Displays the job opening code associated with the job opening. Location Displays the name of the Location associated with the job opening. Quick Apply Remove this Favorite Hyperlink used to begin the form completion phase of the online application process for the job opening. Once you initiate the form completion phase by clicking the Quick Apply hyperlink, the job opening no longer displays in the My Favorites section, and a new entry for the job opening displays in the Applications in progress section of the My Job Search tab. Icon used to remove the corresponding job opening from the My Favorites section. Page 330 of 335