UKG Applicant Checklists Guide – Inova Payroll

This guide explains configuring checklists to guide applicants through tasks, including steps like custom forms, hyperlinks, or simple checks. It details checklist setup locations, creating or editing checklists, configuring checklist items, and assigning/managing checklists manually or automatically. Users can track progress and complete tasks via reports.

Before Setting Up a Checklist

Ensure any necessary Custom Forms have been created (See UKG Custom Forms under Additional Resources)
Ensure any documents that need to be attached to a step have been uploaded under Admin > Company Settings > Our Company > Document Upload.

Setting Up or Editing Checklists for Applicants

Menu > Company Settings > HR Setup > Applicant Tracking/Recruitment > Checklists

Note: Checklists created here are used specifically for applicants.

To edit an existing checklist, select the edit pencil icon of the list you want to modify.
To create a checklist from scratch, select "Add New".
Select "Applicant Setup" as the Checklist Type, select "Add".
Enter applicable checklist settings:
- Name – Enter the name of checklist.
- Category – Select a category from the drop-down list. If what you are looking for is not an available option, you can simply type in what you need.
- Description – Enter an optional description of the checklist.
- Active - Marking the Checklist as Active or Inactive.
- Change To Completed When All Steps Are Completed – Check this option if you want the status to show as completed when all steps of the checklist have been completed.
- Date Can Be Entered – Check this option if a date can be entered when a step is completed. This will allow the employee to overwrite the actual date he completed the task (not recommended).
- Enforce Completion Order - Tasks must be completed sequentially and cannot switch between different activities.
- Auto Add to New Applicants – Check this option if this checklist should automatically be added to each new Applicant.
Select "Add Group" to create sections for the tasks that will be assigned.
Select "Add Checklist Item" to add tasks to the checklist.
- Custom Form - Allows you to attach a pre-existing Custom Form to the checklist item that can be filled out as part of the step. Forms completed and/or signed using this type of checklist item will go directly into the employee’s record and will not follow any approval workflow.
- Government Form - Will provide a link to government forms, such as I9 or W4 Withholding.
- Hyperlink to page outside the system - Allows the checklist step to have a hyperlink to navigate to a different website if needed.
- Link - Enter the hyperlink you wish the checklist item to navigate to.
- Simple Check - A step you define with your own information that has no action in the system.
Select one of the options shown by clicking the flag icon to add a single item or check the box next to multiple options and click the "Add Selected" button to add multiple tasks at once.

Note: See Configuring Checklist Items section for instructions on editing individual items.

Configuring Checklist Items

Select the pencil icon of an added checklist item to edit it.
Enter the information needed for the checklist step.
- Item Group - The "Group" that this check list item is a part of. Any checklist item can be moved from one group to another using the drop down of pre-existing groups.
- To Be Completed By - Users assigned to a specific Checklist Item will be able to respond to the action within their To Do list. If it is set to be completed by a group (or multiple employees), once one person (group member) completes the To Do item, the system will automatically remove the To Do from the remaining participants in the group.
  
  Note: Some items can only be completed by the Applicant
- Confirmation Required - This will force whoever is completing this step to enter their password as confirmation on completion.
  - Confirmation Text - If “confirmation required” is selected, this box will appear for any text you want to appear when confirming the step.
- Allow Update Manually - Allows users to manually mark the item as complete.
- Send Reminder Notification - This will trigger the "Checklist Reminder" notification. This notification will need to be configured in Settings > Global Setup > Notifications.
- Name - This is what will show as the header of the checklist item.
- Description - This is what will show in the body of the checklist item.
- Add Document - This allows you to attach a document to the step, which can be downloaded by the person completing it. Only documents that have been uploaded into the system will be available to attach.
Once the checklist setup is complete and all checklist items are configured, select "Save".

Manually Assigning Checklists

Checklists that are not set to be automatically assigned to new applicants need to be assigned manually.

Assigning Via Applicant Profile

Go to Team > Recruitment > Candidates > Applicants.

Note: You can also access the Applicant Profile by going to Team > Recruitment > Job Requisitions, then selecting the edit pencil for the applicable job posting and going to the "Applications" tab.

Locate the applicable applicant, then select the person icon to view their Applicant Profile.
Locate the Checklists section.
Select "+ Add".
Choose the checklist to be assigned to the applicant.
Select "Save".

Assigning Via Applicant Checklists Screen

Go to Team > Recruitment > Applicant Checklist > Applicant Checklists.
Select "Assign New".
Select the applicant(s).
Select the applicable checklists, then "Save".

Managing Checklists

Go to Team > Recruitment > Applicant Checklist > Applicant Checklists.
Select the edit pencil to view an applicant's checklist.
View the different items within the checklist.
- Progress Bar - Shows how many items the applicant has completed compared to how many are assigned.
- Completed Item - Items with the green check mark are complete
- Waiting On - The name of the user responsible for completing the checklist item (or for completing the next step in the workflow, if there is a workflow assigned) shows on each item.
- Settings Cog Icon (Edit This Checklist) - Allows an admin user to edit the setup of a checklist.
- Paperclip Icon (Document Upload) - Upload a document to the applicant file.
- Arrow Icon (Download Checklist) - Download the Applicant Checklist items. This displays when the item was completed and by who.

How Applicants Can View/Complete Their Assigned Checklists

Log in to their applicant portal.
Select the "My Checklists" icon on the Applicant Profile Summary (default landing page).

Select "Open Checklist".
Select each item to view and complete the item.

Troubleshooting

Issue: When attempting to Save and Continue in the Checklist, the user gets the error "Information of at least one field in custom form is missing. Please review entered data."
Solution: Users will be unable to mark this item complete until they've completed and submitted the Custom Form. Review the fields in the Custom Form and ensure all Required fields have been completed.

Issue: Custom Form Item within a Checklist has been completed, but the Checklist does not mark the item as Complete.
Solution: Review the workflow tied to the Custom Form (if one is tied to the Custom Form). Ensure the 'Update Checklist Item' box is checked on the 'Approve Automatically' step or the 'On Approved' Action Item.

Issue: Employee receives a My To Do Item for a Custom Form Checklist Item. However, when they attempt to access the Custom Form in question, the associated hyperlink is not live (appears in black font).
Solution: Security settings for the Custom Form are not enabled for that Security Profile
1. Go to Settings > Profiles/Policies > Security > Edit Security Profile > Employee Self Service tab > Employee Assigned Custom Form Items section.
2. Enable View/Edit/Add/Delete as needed for the Custom Form in question, then Save.

Additional Resources

UKG Custom Forms