Compass Onboarding Items

The Compass Onboarding Items segment displays a list of all existing Compass Onboarding Items. You can filter the list by using the fields at the top of the page. By clicking on the Item Name in the list, you can view details on the item. You can add an item by using the workflow menu on the right.

Compass Onboarding Items can be associated with Compass Onboarding Packages, but it is not required. A package can contain many onboarding items. In addition, any single item can be part of many different packages. Packages allow several onboarding items to be assigned at once.

Each Onboarding Item is a separate workflow that the Candidate must complete on the Compass Portal. A Compass Onboarding Item can contain one or many fields, links and eSign documents. Thus, one single Item can prompt the user for multiple information (for example, first name, last name, phone number, etc.).

For more information on the relationship between Branch, Entity and Onboarding requirement, click here.

This topic covers the following. Scroll down or click on the link to go directly to that section::

• Accessing the Compass Onboarding Item grid

• Information in the Compass Onboarding Items grid

• Filtering the grid

• Viewing Onboarding Item detail

• Adding/Updating/Removing a Section

• Adding a Field Type Data Item

• Adding a Field Group Data Item

• Adding an External Link Data Item

• Adding an eSign Data Item

• Editing a Data Item

• Removing a Data Item

• Move Up/Move Down

• Adding a new Onboarding Item

Accessing the Compass Onboarding Items Grid

1. Select Administration > Administration.

2. Select Manage Onboarding.

3. Click on the Compass Onboarding Items segment.

Information in the Grid

• Item Name: Name of the Compass Onboarding Item. You can click on the name to see the Item record with details about the item. This is also where you can edit the item.

• Onboarding Item Description: Description of the Compass Onboarding Item.

• Onboarding Item Type: Currently, the only option is Data Collection.

• Hire Req: Indicates how the system treats an incomplete onboarding Item. No Warning indicates that the system will provide no warning if the onboarding item is incomplete during the assignment/placement workflow. Warning Only indicates that the system will provide a warning, but will not prevent the assignment/placement workflow. Prevent Placement indicates that the system will prevent the assignment/placement workflow until the onboarding item is completed.

• Active: Indicates whether the item is currently active. Items initially default to inactive, but can be edited.

Filtering the Grid

Note: The filtering options all use AND logic. Therefore, if you select more than one filter, then the list will show only those items that match the data in ALL the filters.

1. Click the Find button.

2. If you want to filter by package, use the droplist to indicate in the Package field to select a package. This causes the list to only show items grouped in the selected package. If you do not want to filter on a specific package, click --Select-- in the droplist.

3. If you want to filter by a specific item name, type in all or part of the Name. Note: The item name does not have to start with the typed name. If you do not want to filter by name, leave the field blank.

4. If you want to filter by type, click the Code Selection icon on the Type field and then select the type by which your want to filter. If you do not want to filter by type, leave the field blank.

5. If you want to filter by whether the item is active or not, click the Code Selection icon and select either Y (active) or N (not active). If you do not want to filter by active status, leave this field blank.

6. When you are satisfied with your filtering selections, click Run. The list will filter by the selections you have made.

7. If you want to remove all filtering criteria, click the Clear button in the filtering area.

Viewing the Onboarding Item

To view the onboarding item, click on the Item Name in the grid. Once the record displays, you can click Edit to place the record in edit mode. After you make your changes, you can either Save or Cancel those edits.

The Onboarding Item record displays the following information:

• Name: Required.

• Description: Required.

• Item Type: Currently, Data Collection is the only option. Required.

• Active: Items initially default to inactive. Once at item is made Active, it can be assigned to the Candidate, the Client and/or the Job Order.

• Due Date: Number of days to complete the item once assigned to a candidate.

• How should this onboarding item be enforced at Assign/Place Candidate?: Required. Indicates how the system will enforce the onboarding item at the assignment/placement workflow. Options are:

• • No Warning: If the candidate has not completed this onboarding item, the system will allow the assignment/placement and not provide any warning that the onboarding item is incomplete.

  • Warning Only: If the candidate has not completed this onboarding item, the system will allow the assignment/placement, but will provide a warning that the item is incomplete.

  • Prevent Placement: If the candidate has not completed this onboarding item, the system will prevent the assignment placement.

• Branches: Branches listed here are the only ones to which this onboarding item applies. If the Candidate on the Compass Portal is not associated with a listed branch, he/she will not see the item on the Compass Portal. If no branches are listed, the item applies to all branches. You can add a branch by clicking the Add button. You can remove a branch by selecting the branch in the list and clicking the Remove button.

• Packages: Packages which contain this onboarding item are listed here. You add items to packages using the Compass Onboarding Package segment. This area is read-only on the item record.

• Sections: Sections are used to arrange the presentation of data items on the Compass Portal. You may add a section, edit a section or remove a section.

• Data Items: Data Items are prompts placed within Sections to get information from the Candidate on the Compass Portal. Fields, External Links and eSign Documents are examples of Data Items. You may add a data item, edit a data item or remove a data item. In addition, you can arrange the sequence in which data items are presented on the Compass Portal.

Click here for an overview of how Compass Onboarding Items interact with the Compass Portal.

Adding/Updating/Removing a Section

To add a section, click the Add button. The Add Onboarding Section window displays with the following fields. Once you have added the information you want, click Confirm.:

• Section Name: This field is required and allows up to 100 characters.

• Directions: This field is optional. These directions will appear on the Onboarding Portal along with the section name.

• Upload PDF File: This field is optional. It allows you to include PDF files that can be uploaded from the Onboarding Portal. To add a file, click . Once the Upload Document window displays, click Browse, navigate and select the PDF file you want to add. Repeat if you want to select additional files. Once all are selected, click Upload Documents. The document name(s) appear in this area. You can remove a file by selecting it and then clicking on the Trash icon.

• External Link: This field is optional and allows you to add a link that will appear on the Onboarding Portal in this section. You do not need to include the http or https prefix. If you do include it, the prefix will be stripped upon saving.

To update a section, select it and then click the Update button. All fields available on the Add Onboarding Section window are also available on the Update Onboarding Section window. Once you have made your changes, click Confirm.

To remove a section, select it and then click the Remove button. You are presented a warning message allowing you to cancel the removal if needed. Note: If the section has at least one data item assigned, it cannot be removed. In addition, if the section is the last section in the list, it cannot be removed.

Click here for an overview of how Compass Onboarding Items interact with the Compass Portal.

Adding a Field Type Data Item

A Field Type Data Item is a specific piece of information related to a field in AdaptSuite. Name, Phone Number, Email Address and Desired Pay Rate are all examples of Field Type Data Items. To add a field, click the Add Field button. The Add Onboarding Item Data Field window displays with the following fields. Once you have added your information, click Confirm.

• Data Type: This displays Field and is read-only.

• Section: This field is required. Use the droplist to select the section in which you want this data item to appear. The droplist contents are filtered to only display sections you have added to the Section field for this Compass Onboarding Item.

• Select Field: This field is required. Click the Code Selection icon to select the type of information you want from the Compass Portal user. Options include City, Postal Code, Email Address, Phone Number, Desired Pay Rate, etc.

• Display Text: This field is required. It defaults from the Select Field data, but can be changed. This is how the prompt will appear on the Compass Portal. For example, you may select the field "Email (2)", but you may want it to appear to the Compass Portal User as "Secondary Email" or even "Please enter a secondary email address".  You can use up to a maximum of 100 characters.

• Directions: This field is optional. If you do add directions, these will appear along with the Display Text on the Compass Portal. This is useful if you want to give the user some extra instructions about the requested field. For example, you may want the user to type a date in a specific format.

• Required: This field defaults to checked (True). If this box is checked, this data item will be required on the Compass Portal. If this box is unchecked, the data item will not be required. Clicking on the box toggles it between checked and unchecked.

• Response Type: This defaults based on your selection in the Select Field area and is read-only.

Click here for an overview of how Compass Onboarding Items interact with the Compass Portal.

Adding a Field Group Data Item

A Field Group is simply a group of Field Type Data Items. For example, the Bank Account Field Group consists of the fields Routing Number, Account Number, Account Type and Bank Name. To add a Field Group, click Add Field Group. The Add Onboarding Field Group window displays with the following fields. Once you have added the required information, click Confirm.

• Section: This field is required. Use the droplist to select the section in which you want the fields associated with the Field Group to appear. The droplist contents are filtered to only display sections you have added to the Section field for this Compass Onboarding Item.

• Select Group: This field is required. Use the Code Selection icon to choose the Group you want to add.

Adding an External Link Data Item

An External Link Data Item is a URL that links to an external website. The website opens in a separate tab or window in the browser. This can be used to send the Compass Portal user to a website page containing details on the information being requested or details about the company. To add an Onboarding External Link, click the Add Link button. The Add Onboarding External Link window displays with the following fields. Once you have added your information, click Confirm.

• Data Type: This displays External Link and is read-only.

• Section: This field is required. Use the droplist to select the section in which you want this External Link Data Item to appear. The droplist contents are filtered to only display sections you have added to the Section field for this Compass Onboarding Item.

• Link: This field is required and allows you to add the external link URL that displays on the Compass Portal. You do not need to include the http or https prefix. If you do include it, the prefix will be stripped upon saving.

• Display Text: This field is required and is the text that will display on the Compass Portal.

• Directions: This field is optional. If you do add directions, these will appear along with the Display Text on the Onboarding Portal. This is useful if you want to give the user some extra instructions about the External Link data item. You may use up to 500 characters.

• Required: This field defaults to unchecked (False). If this box is checked, this data item will be required on the Onboarding Portal. If this box is unchecked, the data item will not be required. Clicking on the box toggles it between checked and unchecked.

Click here for an overview of how Compass Onboarding Items interact with the Compass Portal.

Adding an eSign Data Item

An eSign Data Item is a form that you want the user to electronically sign. It can be data dependent (required fields must be completed before signing the form), non-data dependent (required fields may not exist or if they do, they do not have to be completed before signing the form) or upload to sign (form must be completed externally and then uploaded on the Compass Portal). To add an eSign Data Item, click the Add eSign button. The Add Onboarding eSign Data Item window displays with the following fields. Once you have added your information, click Confirm.

For a list of tags you can place on a fillable-form PDF, click here.

NOTE: If you are going to create multiple eSign Data Items, Bond suggests creating each on a separate Onboarding Item. Due to the way the Compass Portal functions, if multiple eSign forms are located on the same Onboarding Item, the Candidate must complete ALL required fields before they can access an eSign form.

• Data Type: This displays eSign Document and is read-only.

• Section: This field is required. Use the droplist to select the section in which you want this eSign Data Item to appear. The droplist contents are filtered to only display sections you have added to the Section field for this Connect Onboarding Item.

• Document Retrieval Security: Use the droplist to select the security that will be applied to the document within AdaptSuite. Only users with the selected security will be able to view the document.

• Upload one mapped PDF only: This is the tagged PDF form that you want to add. To add a file, click . Once the Upload Document window displays, click Browse, navigate and select the PDF file you want to add. Once it is selected, click Upload Documents. The document name appears in this area. You can remove a file by selecting it and then clicking on the Trash icon.

• Display Text: This is a required field and defaults to "Review and Sign". However, you may edit this field and use up to 100 characters. This is the text that will display with the eSign Data Item.

• Directions: This field is optional. If you do add directions, these will appear along with the Display Text on the Onboarding Portal. This is useful if you want to give the user some extra instructions about the eSign data item. You may use up to 500 characters.

• Required: This field defaults to checked (True). If this box is checked, this data item will be required on the Onboarding Portal. if this box is unchecked, the data item will not be required. Clicking on the box toggles it between checked and unchecked.

• Response Type: This defaults to "eSignature" and is read-only.

• Data Dependent: This checkbox indicates whether the Compass Portal user must complete all required fields on the eSign Date Item prior to eSigning the document. If checked, the Compass Portal user must complete all required fields. If unchecked, the Compass Portal user does not have to complete all required fields before eSigning the document. Warning: Leaving this option unchecked could allow non-completed fields to be modified after the document is eSigned.

• Fillable Form: This flag indicates whether the candidate can complete the fillable form fields. For example, you may have a document that contains fields that are not used in AdaptSuite, but you want the candidate to fill the fields out so that they are saved with the form. This option allows the data to be input directly on the form and stored with the document. Data entered this way will NOT updated any fields in AdaptSuite.

• Upload to Sign: This flag indicates whether the candidate needs to upload the completed document from an external source in order to eSign. This would apply to a document with multiple fields that do not have any association with fields in AdaptSuite. An example would be most state tax forms. This allows the Compass User to complete the document, save it, upload it to the Compass Portal and eSign the document.

Click here for an overview of how Compass Onboarding Items interact with the Compass Portal.

Editing a Data Item

To edit any type of data item, select the data item from the list and click Update. When you have made the changes you want, click Confirm.

Removing a Data Item

To remove a data item, select the data item from the list and click Remove. You are presented a warning message allowing you to cancel the removal if needed.

Move Up/Move Down

These buttons allow you to change the order that data items are presented within the Onboarding Portal. Select the item you want to move and then click the Move Up button to move it higher on the list or the Move Down button to move it lower on the list. Note: You may only move items up and down within a section. If you want to move an item to a new section, open the item's record and edit the Section field.

Adding a New Onboarding Item

Click here to learn about adding a new onboarding item.