1. Navigating to the Certification Packages page

Overview

To begin working with Certification Packages, permitted users must first access the Certification Packages module. The Certification Packages page acts as the central hub for all employee certification activities within the SurgeONE system. Users can perform tasks such as creating, searching, reviewing, and performing certification actions.

Click on the Certification menu group of the left panel and then on the expanded Certification Packages menu label.

Fig: 1 - Certification Packages menu option

Clicking on this menu option loads the Certification Packages page showing a blank grid view.

Fig: 2 - Grid view blank by default

All the Certification Packages of your organization can be published here manually, one-by-one. Here is the view of one such entry populating the grid view. These custom Certification Packages can be created and submitted for review and approval by the assigned personnel.

Fig: 3 - Certification Packages page with added custom Certification Packages

2. Understanding the Certification Packages page elements

Overview

The Certification Packages page is designed to provide an organized interface for managing packages. It includes various elements that support navigation, viewing, and performing actions efficiently. These components work together to help users access information, manage entries, and complete tasks without unnecessary complexity. Familiarizing yourself with the page layout ensures smooth navigation and effective use of available features.

Refer to the following screenshot which is marked with numerical values that correspond to the below stated points.

Fig: 4 - Understanding the various elements of the Certification Packages page

1. 1

   Search bar

   The search bar allows users to quickly locate added / submitted certification package entries using keywords.
2. 2

   Grid view

   Displays loaded or filtered results in a structured tabular format.
3. 3

   + Create Certification Packages button

   Add a new certification package entry in the Certification Packages grid view by choosing any published forms from Manage Forms module and assigning active employees.
4. 4

   Action column

   Contains a vertical ellipsis icon to toggle row-context menu options.
5. 5

   Pagination options

   Controls page item limits and enables navigation across multiple pages of certification package entries.

2.1. Searching for Certification Packages

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Overview

The Search feature allows users to quickly locate specific Certification Packages within large datasets. Instead of manually scrolling through multiple pages, users can enter keywords, package names, or other relevant criteria to filter results instantly. This functionality improves efficiency by narrowing down the list to only the most relevant entries, making it easier to access, review, and manage the desired packages. Using search ensures faster navigation and a more streamlined workflow.

You can use the search bar to enter text and find matching results.

Fig: 5 - Search bar to quickly find added Certification Packages

The search operation gets executed on the Package Name, Submitted By and Submitted On columns' data. Based on the text entered, matching results are listed out.

Fig: 6 - Filtered results

If no results are fetched by the executed search query, a No records found label in the grid view and a Showing 0 Records label is displayed below the grid view.

Fig: 7 - No matching records found

2.2. Understanding the grid view

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Overview

The grid view provides a structured, tabular layout of all Certification Package entries, making it easy to review and manage large datasets. Each row represents an individual package, while columns display key details such as package name, status, and associated actions. This view is designed for quick scanning and efficient navigation, allowing users to sort, filter, and access relevant information without opening multiple screens. By leveraging the grid, users can perform essential tasks, such as viewing certification package details or initiating actions directly from this centralized interface.

The grid view displays all certification package entries. The following columns are present:

Fig: 8 - Certification Packages grid view

1. 1

   Package Name

   Displays the official name of the package as defined during its creation. This helps users identify which certification package or process the entry belongs to.
2. 2

   Submitted By

   Shows the name of the individual who submitted the package, ensuring accountability and easy traceability.
3. 3

   Submitted On

   Displays the exact date when the package was submitted, supporting timely reviews and compliance monitoring.
4. 4

   Action

   Contains a vertical ellipsis icon to toggle row-context menu options for performing actions.

2.3. Creating a Certification Package

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Overview

The Create Certification Package feature allows users to define and assemble all necessary components for a new certification process. This option provides a structured workflow to input essential details and configure package settings. By using this functionality, users can ensure that each package is accurately set up to meet compliance and organizational requirements. It simplifies the process of building certification packages from scratch, enabling efficient assignment to targeted employees.

Click on the + Create Certification Packages button to add a new certification package entry in the Certification Packages grid view by choosing any published forms and assigning active employees.

Fig: 9 - Clicking on the package creation button

There are three tabs to create a Certification Package, as follows:

1. 1

   Package Details

   Define the core information for the certification package, including name, start date, purpose, and procedures.
2. 2

   Select Forms

   Choose and add relevant forms to the package for a complete certification workflow.
3. 3

   Assign Employees

   Allocate the certification package to designated employees and finalize submission.

Steps to fill the Package details are mentioned in the below table.

1^st Tab > Package Details

Sl. No.	Field / Section Label / Action	Description and Benefit
1	Name	Enter the name of the certification package (e.g., "New Employee Orientation Package"). Benefit: Helps identify the certification package easily in the system.
2	Category	Select the appropriate category from the dropdown list to classify the package. Benefit: Organizes packages for better filtering and reporting.
3	Review Start Date	Choose the date when the certification review process begins. Benefit: Ensures timely initiation of certification activities.
4	Review End Date	Choose the date when the certification review process ends. Benefit: Defines the deadline for completion and compliance tracking.
5	Procedures	Outline the steps or processes included in the certification package. Benefit: Provides clarity on required actions for successful certification.
6	Mail Template	Select an email template for notifications related to this certification package. Benefit: Ensures consistent communication with participants.
7	On-Screen Information	Add instructions or guidance that will appear on-screen for users completing the certification. Benefit: Improves user experience by providing clear directions.
8	Additional Information	Include any extra details that may help clarify the package requirements. Benefit: Offers flexibility for adding context or special instructions.
9	Purpose	State the objective of this certification package. Benefit: Provides clarity on the goal and expected outcomes.
10	Cancel / Next	Use Cancel to discard changes or Next to proceed to the next step (Select Forms). Benefit: Offers easy navigation and control over the process.
Fig: 10 - Clicking on the Next button
11	Stage Indicator	Displays the current step in the certification package creation process at the top right of the interface (e.g., Package Details → Select Forms → Assign Employees). Benefit: Provides clear visibility of progress and helps users understand where they are in the workflow.

Here is the view of the first tab. The image is marked with numerical values which correspond with the tabular data mentioned above.

Fig: 11 - Package Details tab of Certification Package creation

2^nd Tab > Select Forms

The form selection step has been briefly described in the following two tables.

1. The first table describes the default page elements and form selection process
2. The second table describes the page elements present after form selection, the submission of the selected forms and configuration of its parameters

Sl. No.	Field / Section Label / Action	Description and Benefit
1	No Forms Selected Yet	Displays a message when no forms have been added to the package. This is the default state. Benefit: Alerts users to add forms before proceeding.
2	Browse Available Forms	Allows users to view and select forms from the available list. Only forms with Active status of Forms Library are visible in the loaded modal window. It disappears when you include a form. Benefit: Ensures correct forms are included in the package.
3	Add Forms to Package	Performs the same function as the above field. Click on it to load a modal to view and select forms from the available list. Any forms already included are displayed with greyed-out checkboxes. Benefit: Provides visibility of included forms before submission.
4	Selecting Forms	Click on the checkbox or row entry of the published forms to select. Use the top checkbox to select all listed forms. You can use the search bar to quickly find forms. Click on the Add Selected Forms button to add the forms to the package as per your selection. Benefit: Seamlessly include active forms to the package.

Here is the view of the second tab and the loaded Available Forms modal window. The image is marked with numerical values which correspond with the tabular data mentioned above.

Fig: 13 - Default view of the Select Forms tab during Certification Package creation

This table describes the page elements present after form selection, the submission of the selected forms and configuration of its parameters.

Sl. No.	Field / Section Label / Action	Description and Benefit
1	Add Forms to Package	Click on it to load a modal to view and select forms from the available list. Any forms already included are displayed with greyed-out checkboxes. Benefit: Provides visibility of included forms before submission.
2	Review Required (Slider)	Indicates whether the selected form requires a review before approval. Enabled by default. Benefit: Ensures quality control and compliance by mandating a review process.
3	Reviewer Pool (Dropdown)	Displays available reviewer pools configured in the system; remains empty if not set in the selected form. Benefit: Allows assignment of appropriate reviewers for accurate and timely validation.
4	Approver Pool (Dropdown)	Lists approver pools configured in the system; remains empty if not set in the selected form. Benefit: Facilitates structured approval workflows by assigning authorized approvers.
5	Days to Complete	Specifies the number of days allowed to complete the review or approval process (default is zero). Benefit: Helps enforce deadlines and maintain timely progress in certification tasks.
6	Delete Icon (Red)	Removes the selected form from the certification package. Benefit: Provides flexibility to modify the package by eliminating unnecessary forms.
7	Proceeding to select employees	Click on Next to proceed to the last step of employee selection. Benefit: Provides easy navigation and control over the process.

Here is the view of the second tab after forms are displayed in the page (after inclusion) along with its configurable parameters. The image is marked with numerical values which correspond with the tabular data mentioned above.

Fig: 14 - Select Forms tab view after form(s) selection

3^rd Tab > Assign Employees

Here is the view of the third tab after forms have been selected and its configurable parameters have been specified. The image is marked with numerical values which correspond with the tabular data mentioned below.

Fig: 15 - Assign Employees tab view after form(s) selection

Sl. No.	Field / Section Label / Action	Description and Benefit
1	Select Employees grid	View the grid view of listed results consisting of the active employees of your organization. The inactive users are not displayed here. Three columns are present to reveal the full name, registered email address and the role(s) assigned to the active employees. You can also use the search bar to quickly find active employee(s). Benefit: Displays individuals who can receive the certification package.
2	Selection checkbox	Assign the certification package to selected employees for execution by using the checkboxes provided. Multiple employees can be assigned to work on one package. Benefit: Ensures the right individuals receive the package for timely completion.
3	Create Package button	Confirms and creates the certification package (included forms) for processing by the selected employees. Benefit: Finalizes the process of certification package creation.

Here is the view of the third tab after employees have been selected. The number of employees selected is displayed at the top-right.

Fig: 16 - Assign Employees tab view after employee selection

By following these steps, users can confidently submit Certification Packages. Once created, it is visible in the grid view.

Fig: 17 - Created entry visible in grid

An email gets triggered to the assigned users.

Fig: 18 - Triggered email on package creation

Submitted Certification Packages are available to the assigned employees under the Certification Items module (grid view and package summary view), as well as in the My Item(s) page.

Only submitters and assigned users see these submitted Certification Packages in Certification Items page.






2.4. Using the Action column menu options

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Overview

Each certification package entry displayed in the grid includes an Action column that offers quick-access options. This design enables users to perform key actions directly from the grid without leaving the current page, streamlining workflows and improving efficiency.

Click on the vertical ellipsis icon against any displayed row entry of the grid view to toggle the row-context menu options.

Fig: 23 - Action menu options

The following menu options are present:

1. 1

     View

   Used to view the submitted responses made to the forms of a package without the ability to make any modifications to the responses.
2. 2

     Package Summary

   Used to see the package overview, the purpose and its procedures, view the included forms of a package, its completion progress, the assigned employees and their assigned certification activities completion percentages.

2.4.1. Using the View menu option

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Overview

The View menu allows users to access detailed information about a selected Certification Package. This option provides a comprehensive display of all associated data, including package contents, configuration details, and related metadata. By using the View feature, users can examine the package structure in depth, verify its components, and ensure accuracy before performing any actions. It is an essential tool for reviewing and validating package information without making changes to the underlying data.

1. Click on the vertical ellipsis icon under the Action column, against any displayed row entry of the Certification Packages grid view to toggle the row-context menu option labeled as View.

Fig: 24 - Clicking on the View menu option

2. After clicking on it, three tabs are visible to display the certification package as per its configurations made during the creation stages.

   Fig: 25 - Viewing a Certification Package

2.4.2. Using the Package Summary menu option

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Overview

The Package Summary menu provides a quick, consolidated view of all key details related to a Certification Package. It serves as a central reference point, allowing users to review essential information such as package status, included components, and associated metadata without navigating through multiple screens. This feature is designed to streamline workflows by offering an at-a-glance summary, making it easier to verify package contents, monitor progress, and ensure accuracy before taking further actions.

1. Click on the vertical ellipsis icon under the Action column, against row entry of the Certification Packages grid view to toggle the row-context menu option labeled as Package Summary.

Fig: 26 - Clicking on the Package Summary menu option

2. After clicking on it, a modal window loads to display three tabs. More details of the tabs are provided in card-format below. To get a visual overview of it, check out the following image.

   Fig: 27 - Viewing the Package Summary modal

1. 1

   Overview Tab

   • What it is: A dashboard-style tab summarizing the package via key cards (Total Forms, Employees, Avg. Progress) and a Package Summary section (Name, Purpose, Start Date, Procedures).
   • Why it matters: Offers a single-glance understanding of package scope and health, helping stakeholders track progress and align on certification objectives.
   • Typical actions: Review metrics (form count, assigned employees, average completion), confirm package context (e.g., New Employee Orientation Package), note Purpose (structured certification to cover policies, expectations), check starting or ending dates of certification period, and review Procedures (e.g., completing Pre-Hire and Authorization for Background Investigation forms).
2. 2

   Forms Tab

   • What it is: A tab that lists each included form in the package as cards showing the form name, status, assigned pools, and related metadata.
   • Why it matters: Centralizes visibility and control over all package forms, enabling easy tracking of completion states and assignment coverage.
   • Typical actions: Browse the forms (e.g., Pre-Hire Form, Authorization for Background Investigation), check each form’s Status (Pending, Completed, etc.), review Assigned Pools, open a form to manage details or view progress.
3. 3

   Employees Tab

   • What it is: A tab that shows cards for each assigned employee with their name, email, form activity status, and completion progress percentage.
   • Why it matters: Provides granular tracking of who is assigned and how far each person has progressed, helping HR and managers identify blockers and drive timely completion.
   • Typical actions: Search/filter employees, view an employee’s activity, check completion percentages, or open the employee card for details.

2.5. Pagination

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Overview

Pagination helps users navigate large sets of Certification Package entries efficiently. Instead of displaying all records at once, which can slow performance and clutter the interface, the system organizes entries into smaller, manageable pages. This approach improves loading speed, enhances usability, and makes it easier to browse, locate, and manage Certification Packages within extensive datasets. By using the pagination options, users can quickly access the specific set of entries they need without excessive scrolling.

Pagination options are provided at the bottom-right, to navigate through multiple pages of entries, which populate the grid view as per the selected count of items per page. Selectable options are 10, 20 and 50. By default, the former is set.

Left are right arrow keys are also provided (when there are entries listed greater than the selected page item limit) to navigate to the next and previous pages respectively.

Fig: 28 - Pagination options

2.6. Submitting a Certification Package

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Overview

Submitting a Certification Package in SurgeONE.ai is the process of responding to the form questions, for review and approval workflows when configured. Timely and accurate submission is essential for maintaining compliance, achieving certification milestones set in your organization, and enabling smooth progression through the certifications process lifecycle.

Certification packages listed in the grid view of the Certification Packages page can be submitted from the Certification Items page, as well as from this page. The following image displays how it can be performed from this Certification Packages page.

Fig: 29 - Submitting a Certification Package

The submitted package's status updates to Completed if reviewer and approver workflows are not configured.

The submitted package's status updates to Pending Review if reviewer and approver workflows are configured and this status change can be viewed in the Certification Items grid view.

Fig: 30 - Status update visible in the Certification Items page

Here is a brief overview of the involved process steps.

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1. 1

   Access Action Menu

   • What it is: The vertical ellipsis icon in the Action column of the Certification Packages grid.
   • Why it matters: Provides quick access to package-level actions and details.
   • Typical actions: Click the ellipsis icon to open the context menu for the desired package.
2. 2

   Open Package Summary

   • What it is: A detailed view of the chosen certification package.
   • Why it matters: Displays package-level information and tabs for deeper navigation.
   • Typical actions: Select Package Summary from the expanded row-context menu.
3. 3

   Navigate to Employees Tab

   • What it is: A tab listing all employees assigned to the package.
   • Why it matters: Enables tracking and managing employee-specific form completion.
   • Typical actions: Click the Employee tab in the loaded modal window.
4. 4

   Select Employee Card

   • What it is: An individual card showing employee details and progress.
   • Why it matters: Allows you to drill down into assigned forms for that employee.
   • Typical actions: Click any employee card to view their assigned forms.
5. 5

   Open Assigned Form

   • What it is: A detailed form page for the selected employee.
   • Why it matters: Enables reviewing and updating form status.
   • Typical actions: Click either the color-coded Status tag or the Form Name link in the Assigned Forms view.
6. 5

   Fill up Form Fields

   • What it is: The fields of the form are displayed in its respective sections.
   • Why it matters: Mandatory form fields must be stated with accurate data.
   • Typical actions: Enter relevant data in fields of the form.
7. 7

   Select Next Action

   • What it is: A dropdown menu on the form page for workflow actions.
   • Why it matters: Determines the next step in the certification process.
   • Typical actions: Click the Select next action dropdown and choose the Submit option.
8. 8

   Submit Form for Review Workflow when Reviewer / Approver is Configured or Complete Assigned Form Workflow if no Reviewer / Approver is Configured

   • What it is: The final step to confirm and save your action.
   • Why it matters: Completes the workflow and updates the form status to Completed if review workflow is not configured or Pending Review when the submitted form review and approval is needed.
   • Typical actions: Click the enabled Submit button to finalize the process.

2.7. Reviewing a Certification Package

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Overview

Reviewing a certification package ensures all assigned forms and employee progress meet compliance requirements. It involves checking the form included in the certification package, verifying form fields, and confirming its accuracy before moving forward.

In a similar manner to the process illustrated in the above section, any submitted package with status Pending Review can be reviewed from the Certification Packages grid view. Refer to the following image which illustrates a review process activity. Once review is done, the status of the form updates to Pending Approval.

Fig: 31 - Reviewing a Certification Package

This status change is also visible in the Certification Items grid view.

Fig: 32 - Status update visible in the Certification Items page

Here is a brief overview of the involved process steps.

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1. 1

   Access Action Menu

   • What it is: The vertical ellipsis icon in the Action column of the Certification Packages grid.
   • Why it matters: Provides quick access to package-level actions and details.
   • Typical actions: Click the ellipsis icon to open the context menu for the desired package.
2. 2

   Open Package Summary

   • What it is: A detailed view of the chosen certification package.
   • Why it matters: Displays package-level information and tabs for deeper navigation.
   • Typical actions: Select Package Summary from the expanded row-context menu.
3. 3

   Navigate to Employees Tab

   • What it is: A tab listing all employees assigned to the package.
   • Why it matters: Enables tracking and managing employee-specific form completion.
   • Typical actions: Click the Employee tab in the loaded modal window.
4. 4

   Select Employee Card

   • What it is: An individual card showing employee details and progress.
   • Why it matters: Allows you to drill down into assigned forms for that employee.
   • Typical actions: Click any employee card to view their assigned forms.
5. 5

   Open Assigned Form

   • What it is: A detailed form page for the selected employee.
   • Why it matters: Enables reviewing and updating form status.
   • Typical actions: Click either the color-coded Status tag or the Form Name link in the Assigned Forms view.
6. 6

   Select Next Action

   • What it is: A dropdown menu on the form page for workflow actions.
   • Why it matters: Determines the next step in the certification process.
   • Typical actions: Click the Select next action dropdown and choose the Reviewed option.
7. 7

   Complete Form Review

   • What it is: The final step to confirm and save your action.
   • Why it matters: Completes the workflow and updates the form status to Pending Approval.
   • Typical actions: Click the enabled Submit button to finalize the process.

2.8. Approving a Certification Package

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Overview

Approving a certification package is the final step to validate completion. After review, select the appropriate action, add a comment for clarity, and submit to confirm compliance and end the process.

In a similar manner, any reviewed package with status Pending Approval can be approved from the Certification Packages grid view. Refer to the following image which illustrates an approval process activity. Once approval is done, the status of the form updates to Completed.

Comment must be posted by the approver to be able to approve and complete the form workflow.

Fig: 33 - Approving a Certification Package

This status change is also visible in the Certification Items grid view.

Fig: 34 - Status update visible in the Certification Items page

Here is a brief overview of the involved process steps.

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1. 1

   Access Action Menu

   • What it is: The vertical ellipsis icon in the Action column of the Certification Packages grid.
   • Why it matters: Provides quick access to package-level actions and details.
   • Typical actions: Click the ellipsis icon to open the context menu for the desired package.
2. 2

   Open Package Summary

   • What it is: A detailed view of the chosen certification package.
   • Why it matters: Displays package-level information and tabs for deeper navigation.
   • Typical actions: Select Package Summary from the expanded row-context menu.
3. 3

   Navigate to Employees Tab

   • What it is: A tab listing all employees assigned to the package.
   • Why it matters: Enables tracking and managing employee-specific form completion.
   • Typical actions: Click the Employee tab in the loaded modal window.
4. 4

   Select Employee Card

   • What it is: An individual card showing employee details and progress.
   • Why it matters: Allows you to drill down into assigned forms for that employee.
   • Typical actions: Click any employee card to view their assigned forms.
5. 5

   Open Assigned Form

   • What it is: A detailed form page for the selected employee.
   • Why it matters: Enables reviewing and updating form status.
   • Typical actions: Click either the color-coded Status tag or the Form Name link in the Assigned Forms view.
6. 6

   Select Next Action

   • What it is: A dropdown menu on the form page for workflow actions.
   • Why it matters: Determines the next step in the certification process.
   • Typical actions: Click the Select next action dropdown and choose the Approved option.
7. 7

   Provide Comment

   • What it is: A text input modal window for entering remarks when approving or rejecting a form.
   • Why it matters: Adds context and justification for the selected action, improving compliance and communication.
   • Typical actions: Click on the comment icon to enter a clear, concise comment and click on the send comment icon to explain your decision prior to submission. You can also attach relevant documents using the attach icon.
8. 8

   Approve Form and Complete Workflow of the Assigned Form

   • What it is: The final step to confirm and save your action.
   • Why it matters: Completes the workflow and updates the form status to Completed.
   • Typical actions: Click the enabled Submit button to finalize the process.

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