Easiest Method to Provide an Onboarding Candidate with a Document

[nmaneely]

As part of our Onboarding Lifecycle Event, we want to provide an onboarding candidate with a MS Word Document/Form that they complete and return to a designated external email address but are struggling to find a suitable method of making the document available to the candidate.

Any suggestions greatly appreciated.

[Wessel van Enk]

Hi @nmaneely,

You can convert the Word document into an catalog item and provide it to the onboarding candidate via employee center.
They would need to new_hire or pre-hire role for that to access the portal and their ToDo's. You can limit the access they have to employee center based on the role. 

Or, you could add the Word document into the HR template for the activity that you create in your lifecycle. 
That way, the word document is always attached to the task if it's created for the candidate. 

[nmaneely]

Hi,

Thanks for taking the time to reply. When you say "add the Word document into the HR template for the activity", I was unable to find a way to achieve this. What am I missing?

[Wessel van Enk]

@nmaneely When you add a new activity and select Activity type = Employee and Employee activity = HR Task, you then need to select an HR template. If you already have one or create a new one, you can select URL as HR task type and add a direct link (from sharepoint or something) to the document in the template, so it will directly be provided to the employee when they open the task. 

Another option is to re-write the word document as an employee form. If you select ''collect employee input'' as the HR task type, you can select a form. If you create a form based on your word document, the employee get's the form when they receive the task. 

[Zach N]

Do you use a Service Portal or Employee Center? If so I would create a Knowledge Article with the appropriate document attached and instructions that you can provide to new hires.