Introduction
Paths is a feature that allows for the creation of customized task sequences for employees, managers and Users to complete. These tasks can encompass various activities, such as watching a video, uploading a document, or reviewing and/or signing documents relating to company policies. Paths offers a clear and intuitive interface for employees to navigate, ensuring that all necessary tasks are efficiently completed.
Paths can be especially beneficial during the onboarding process for new employees by sequencing a series of tasks that the new hire needs to complete. They can also be customized to align with the specific position being onboarded. While Paths can optimize Onboarding Templates, they are not limited to that purpose. They can be created and sent to employees, managers, and Users at any time for completion. This article outlines how to create a Path and the available task components that can be included.
Building a Path
1. To create a Path, navigate to the Company Tab.
2. Then from the lefthand menu, select Paths.
3. If there are Paths that are set up already, they will show here. If no Paths have been set up, there will be a blue button that says "Build my first path" to create your first Path.
The following options will become available to set up the Path:
- Path Name - This will serve as the name of the Path referenced internally within Empeon Workforce.
- Section - Creating sections within the Path can help to organize the series of tasks that will be included. There is the ability to add multiple sections according to preference, however each Path needs to minimally have one section. To add another section, simply click the blue button labeled "+ Add another section".
- Add Task - To add a task to a particular section, be sure to select the "Add Task" button within the respective section.
Types of Tasks
When adding a task to a Path there a 6 available tasks to choose from:
Checklist
Create a checklist of items or actions that the employee, manager or User should complete. For an employee who is being onboarded, an example of what to include here may consist of: obtaining their company badge from the front desk, locating their assigned desk, and/or setting up their email signature.
When including a checklist in a Path, the following options will be prompted:
- Checklist Name - Provide a name for the checklist applicable to the series of tasks that are included.
- Instructions - Provide any relevant instructions for the recipient in regards to the series of items that need to be completed. Within the instructions, there is the option to embed a URL, if desired.
- Add checklist item - This button will be what is used to add items to the checklist.
- Who Will Be Responsible For Completing This Task? - Assign whether it should be the Employee, Manager, or User who needs to complete the checklist.
Company Document
Include any Documents that the recipient needs to review, fill out and/or sign. For this task to be included, ensure the appropriate document is uploaded to the Document Library and digitized with the necessary fields.
When including a company document in a Path, the following options will be prompted:
- Title - Provide an appropriate title for the document being included.
- Instructions - Provide any relevant instructions for the recipient in regards to the document that needs to be completed. Within the instructions, there is the option to embed a URL, if desired.
- Select Document - From the dropdown, select the document to include with this Path. The documents available in this dropdown are those uploaded to the Document Library. If the desired document is not visible, it must first be added to the Document Library.
Document attachment
Document attachments are similar to Company Documents tasks but involve sending documents directly to the recipient that are not uploaded to the Document Library. Since the task for Document attachment does not flow from the available documents in the Document Library, these documents can only be reviewed and acknowledged.
When including a document attachment in a Path, the following options will be prompted:
- Title - Provide an appropriate title for the document being attached.
- Instructions - Provide any relevant instructions for the recipient in regards to the document that attached. Within the instructions, there is the option to embed a URL, if desired.
- Select/Drop a file - Documents can be uploaded in two ways: by dragging and dropping the file into the grid or by manually selecting a file from the computer using the "Select file" button.
- Requires Acknowledgement - Select whether the document requires acknowledgement from the employee. There is the ability to adjust the verbiage within this box.
Custom text
Custom text offers the ability to include any additional messaging for the recipient. For new hires, this can act as a warm welcome message or an overview of their first 30 days.
When including a custom text in a Path, the following options will be prompted:
- Title - Provide an appropriate title for the custom text being sent.
- Text Content - This is the field the custom text is written for the recipient. Please note that along the top banner of this section offers options to format and customize the text, as well as to include images and URLs if needed.
- Requires Acknowledgement - Select whether the document requires acknowledgement from the employee. There is the ability to adjust the verbiage within this box.
Request Upload
Request that an employee, manager or User uploads a document, license, and/or file. Examples of documents or files to request may include: a scanned copy of their CPR certificate, or a PDF of their RN license.
When including a request upload in a Path, the following options will be prompted:
- Title - Provide a suitable title for the requested upload.
- Instructions - Provide any relevant instructions for the recipient in regards to the document file that needs to be uploaded. Within the instructions, there is the option to embed a URL, if desired.
- Who Will Be Responsible For Completing This Task? - Assign whether it should be the Employee, Manager, or User who needs to complete the upload.
Video
Provide the recipient with a video to watch. Examples of this can include: a welcome video, a video explaining the company's culture and values, and/or a safety training video. Please note that the video can only be sourced from the following hosting providers: YouTube, Vimeo, Google Drive, and Dropbox.
When including a video in a Path, the following options will be prompted:
- Title - Provide an appropriate title for the video being shared.
- Instructions - Provide any relevant instructions or context for the recipient in regards to the video. Within the instructions, there is the option to embed a URL, if desired.
- Video URL - Copy and paste the URL of the video to share. A preview of the video will be available once the URL is provided.
- Requires Acknowledgement - Select whether the video requires acknowledgement from the recipient after they have watched it. There is the ability to adjust the verbiage within this box.
Finalizing the Path
As the Path is constructed, there is the ability to add as many sections as needed. The sequence of the sections, and how the tasks are organized within each section, will reflect the order of how the recipient will engage with the Path.
With that in mind, each section and its respective tasks that have been created, has the ability to be reordered if necessary. Simply click on the "Drag to reorder" icon to the left of either the section or the task, hold down your mouse, and drag it to the desired position. Please note that when reordering tasks, they cannot be moved between sections; they can only be rearranged within the section it was initially assigned.
Once each section and task is set up and arranged as preferred, click "Save" to make the Path available for distribution to employees.
If the Path is being created as part of an onboarding packet, please note that creating the Path is only one component of what will be included in the onboarding packet for the newly hired employee. When considering any additional documents that should be included with the Path, there is no need to add the I-9 or W-4 forms, as the option to include these forms is available when sending an Onboarding Template.
For more information on how to send Paths to employees, managers and Users, please refer to Empeon's article: Sharing Paths.