Performing Bulk Actions

Abstract

Any client with access to the Manage New Hires page in Onboard Manager can utilize bulk actions. Bulk actions make it easier and faster for onboarding managers to send emails, discontinue onboarding for multiple new hires, revert bulk discontinue, complete tasks for a group of new hires simultaneously per requisition/job application, and do a bulk export.

Introduction

Bulk actions include:

• Bulk communication

• Bulk discontinue

• Bulk revert discontinue

• Bulk task completion

• Bulk export

Async Implementation for Bulk Actions

A threshold value exists for each bulk action, beyond which the process turns into async. Each record is processed in a separate async thread, but the actual transaction is still a synchronous call.

If the number of records selected are less than this threshold, then the response is seen in the interface.

The thresholds for each action are as follows:

• Bulk discontinue and Bulk revert discontinue > 10 records

• Bulk task completion > 2 records

• Bulk correspondence - no threshold (always synchronous)

If the process turns into async, then the following message displays: The bulk action is in progress. You will receive an email with status once the process has been completed. Users can proceed with further actions after seeing this message.

A threshold value exists for each bulk action, beyond which the process turns into async. Note: The current threshold for each bulk action to turn into async remains same.

An email is sent to the initiated user with the report after the async process completes.

Note: Only activities whose Talent Suite template type is No Template or Onboard Start or Onboard End are allowed in bulk. Tasks must be configured to be taken in bulk. If no tasks are configured, the following message displays: No Tasks Are Configured for Bulk Completion. Activities should not have any fields configured as required for them to be considered for Bulk Completion.

Usage in Onboard Manager

On the Manage New Hires page of Onboard Manager, there is functionality for bulk actions:

• A [select-all] check box allows you to select all the filtered new hires who display on the currently viewed page (and deselect all). Note: You can also just select specific new hires rather than use the select-all check box.

  • When there are no selections, you can sort (by Name, Requisition Number, etc). Once you select any check boxes (either by selecting all or by selecting specific check boxes), you can no longer sort.

  • When you select the [select-all] check box, you are selecting all new hires who display on the current page. You are not selecting the new hires who display on multiple pages. For example, if 100 new hires display on page 1 and another 100 display on page 2, only the ones on the currently viewed page are selected. If you deselect the check box, only the ones on the currently viewed page are deselected. Note: Changing the results per page does not affect the selections.

• Once you select new hires, the Take Action link becomes enabled, allowing you to select one of the items from the resulting menu:

  • Send Communication (send bulk communication). This allows an onboarding manager to send an email to multiple new hires.

  • Discontinue Onboarding (discontinue bulk onboarding). This allows an onboarding manager to discontinue onboarding for multiple new hires per requisition/job application. This is not discontinuing them system wide (to do that, on the hire profile page, select the pointer by the hire name, then from the resulting menu, select Discontinue Onboarding). This task is Requisition Number specific (that is, for each new hire, the Requisition Number is present). The onboarding manager must provide a reason for the discontinuing (comes from D_DISPOSITION_CODES dictionary). This data is reportable and audit-able, and the dictionary can be updated.

  • Task Completion (complete bulk tasks). This allows onboarding managers to complete tasks for a group of new hires simultaneously per requisition/job application rather than doing this individually.

  • Revert Discontinue Onboard (revert discontinue). This allows onboarding managers to revert discontinue onboarding for new hires.

  • Export to Excel (bulk export). This allows onboarding managers to export new hire data to Excel.

SEND COMMUNICATION

When you select Send Communication from the Take Action menu, a Send Communication pop-up displays. It shows the multiple new hires you selected (along with a requisition number), and allows you send an email to them:. Note: You can deselect new hires before sending, if needed.

• You cannot change the From email address. Note: This is email address that is on file for the currently logged-in user in the Gatekeeper profile (Talent Suite Admin user interface).

• The Subject, Greeting, and Message are required.

• The CC field is optional. You can enter one or multiple email addresses, separating them with semicolons. There is no character limit and no limit on how many CC email addresses you can add.

• For the Greeting field, you must choose one from [each] of the following:

  • Dear, Hi, Hello, or you can enter other text. If you enter other greeting text, you will see it displayed in the Message text box (it cannot be edited from there). If you enter Dear, Hi, or Hello, this text will be localized into the actual message. .

  • First Name, Last Name, or Last Name, First Name.

• The Message text box does not allow rich text, but hard returns are permitted. This message is stored in the new hire's Correspondence Log.

DISCONTINUE ONBOARDING

When you select Discontinue Onboarding from the Take Action menu, a Discontinue Onboard pop-up displays. It shows the multiple new hires you selected, and an required field allows you select a reason for the discontinuing. Note: If criteria does not allow some new hires to be discontinued, a message will inform you about it (This Action Cannot Be Applied to [x] New Hires), and the check boxes are deselected. Some examples of criteria that will not allow hires to be discontinued are:

• New hire is already dispositioned.

• New hire has an in-progress e-Verify case.

• Job application is already closed, completed, or inactive.

Note: There is global discontinue onboarding functionality, but it must be configured (via the Enable Global Discontinue check box on the Manage Users: User Types screen, in the permissions for New Hire Management). When configured, the Discontinue Onboarding option is based on the Enable Global Discontinue capability. This functionality persists for users who have it enabled even when there aren't any open job applications. When this is the case, the message [No active job applications] displays. When a new hire is discontinued through this action, no action is taken on a competed job application. The system acts on the in-progress job applications the same as it does without this functionality.

TASK COMPLETION

When you select Task Completion from the Take Action menu, a Task Completion pop-up displays. It allows onboarding managers to select the task they want to complete (complete tasks for a group of new hires simultaneously per requisition/job application rather than doing this individually).

With bulk completion:

• Onboarding managers can complete tasks they are normally able to complete.

• Access to the bulk completion action is user-type driven.

• Only activities whose Talent Suite template type is No Template or Onboard Start or Onboard End are allowed in bulk.

• Tasks must be configured to be taken in bulk. If no tasks are configured, the following message displays: No Tasks Are Configured for Bulk Completion.

• Each bulk task is individually selectable.

• The following actions are auditable: person, email, date, time, action taken, and new hires associated.

If criteria does not allow some tasks to be completed, a message will inform you about it (This Action Cannot Be Applied to [x] New Hires), and the new hire check boxes are deselected.

Note: Onboarding managers can complete tasks with populated required fields for a group of new hires simultaneously per requisition/job application. By doing so, they do not need to do them individually.

• Each bulk task is individually selectable from a menu.

• Access to this action is user-type driven.

• This task must be configured to be taken in bulk.

• In addition to the already existing functionality for templateless Onboard Start and Onboard End activities, tasks that allow data entry can be used.

• This task will complete if all required fields are populated.

• Tasks with null data in the required fields will fail.

• These actions are auditable (person, email, date, time, action taken, new hires associated).

• Users can complete tasks they are normally able to complete.

• If the required field values is empty, validation still occurs and the task is not allowed to complete.

REVERT DISCONTINUE ONBOARD

When you select Revert Discontinue Onboard from the Take Action menu, a Revert Discontinue Onboard pop-up displays.

Onboarding managers can revert discontinue onboarding for new hires. This means they do not need to rehire a new hire to the job later if they make a mistake.

Notes:

• Onboarding managers can undo the discontinue individually or in bulk.

• If onboarding managers undo the discontinue, the workflow starts back up where it ended.

• There is onscreen confirmation.

• These actions are auditable and reportable.

EXPORT TO EXCEL

When you select check boxes for new hires from the Manage New Hires page then select Export to Excel from the Take Action menu, you can export new hire data in bulk.

Notes:

• Filters should be used to obtain a custom list. This is a better approach than downloading all the new hires each time.

• Selections that are made across pages will persist.

• There is a limitation of 10,000 records that can be retrieved/exported. Note: If there are more than 10,000 records or if no filters are applied, only 10,000 records can be retrieved/exported.

• For any column that uses icons (for example, task groups for status) the status is exported, not the html for the icon.