1. Navigating to the Onboarding Packages page

Overview

To begin working with Onboarding Packages, permitted users must first access the Onboarding Packages module. The Onboarding Packages page acts as the central hub for all employee onboarding activities within the SurgeONE system. From this single interface, users can initiate new onboarding packages, view package details and the completion progress of each form or the progess made by any assigned employee. This empowers users to manage employee onboarding workflows efficiently, ensuring that such processes are carried out in a structured, transparent, and compliant manner.

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

Fig: 1 - Onboarding Packages menu option

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

Fig: 2 - Grid view blank by default

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

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

2. Understanding the Onboarding Packages page elements

Overview

The Onboarding Packages page interface includes several key components that support efficient form management. The search bar helps users quickly locate specific Onboarding Packages, while the grid view displays essential details in a structured layout. Action menus provide direct access to various activities, and pagination controls make it easy to navigate large sets of data. Together, these elements simplify interaction with the SurgeONE system and give users confidence in managing their form workflows.

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 Onboarding Packages page

1. 1

   Search bar

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

   Grid view

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

   + Create Onboarding Packages button

   Add a new onboarding package entry in the Onboarding 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 onboarding package entries.

2.1. Searching for Onboarding Packages

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Overview

The search functionality allows users to quickly locate specific onboarding package entries using keywords. This feature is particularly useful when managing a large number of Onboarding Packages, as it reduces time spent browsing and ensures accurate retrieval of relevant records.

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

Fig: 5 - Search bar to quickly find added Onboarding 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 organizes onboarding package entries into a clear, tabular format that makes information easy to scan and interpret. Each row corresponds to an individual package, while the columns display key attributes such as the name, submitted date, etc. This structured layout not only provides users with a quick overview of all Onboarding Packages at a glance but also supports efficient monitoring, comparison, and management of submissions within the SurgeONE system.

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

Fig: 8 - Onboarding Packages grid view

1. 1

   Package Name

   Displays the official name of the package as defined during its creation. This helps users identify which onboarding 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 an Onboarding Package

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Overview

Creating an onboarding package is a structured process designed to streamline employee integration and ensure consistency across organizational workflows. The process begins by defining key package details such as name, start date, purpose, and procedures, which establish the foundation for the onboarding experience. Next, relevant forms are selected and added to the package, enabling comprehensive documentation and compliance. Finally, the package is assigned to designated employees and submitted for execution. This systematic approach enhances clarity, reduces administrative effort, and ensures that all onboarding requirements are met efficiently.

Click on the + Create Onboarding Packages button to add a new onboarding package entry in the Onboarding Packages grid view by choosing any published forms from Manage Forms module and assigning active employees.

Fig: 9 - Create Onboarding Packages button

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

1. 1

   Package Details

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

   Select Forms

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

   Assign Employees

   Allocate the onboarding package to designated employees and finalize submission.

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

Fig: 10 - Package Details tab of Onboarding Package creation

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 unique name of the onboarding package being created (e.g., "New Employee Orientation Package"). Benefit: Helps users easily identify and reference the onboarding package.
2	Purpose	Allows users to describe the objective or intent of the onboarding package. Benefit: Provides context and clarity on why the onboarding package is created.
3	Initiation Date	Specifies the date on which the onboarding package becomes effective. Benefit: Supports accurate scheduling and start‑date tracking.
4	Completion Date	Defines the expected date by which the onboarding package should be completed. Benefit: Helps manage timelines and ensure timely completion.
5	Procedures	Allows users to document the steps, instructions, or guidelines associated with the onboarding package. Benefit: Ensures consistency and clear guidance during onboarding execution.
6	Send Notifications (Workflow Settings)	Toggle to enable or disable automated notifications during the onboarding workflow, by selecting an listed notifier pool. Benefit: Keeps stakeholders informed without manual follow‑ups.
7	Next button	Proceeds to the next step of the onboarding package configuration process. Benefit: Enables smooth progression through the onboarding setup workflow.
8	Cancel button	Exits the onboarding package creation screen without saving changes. Benefit: Allows users to safely discard incomplete or incorrect entries.

Here is the view of the first tab filled with sample data.

Fig: 11 - Package Details tab of Onboarding Package creation filled with sample data

2^nd Tab > Select Forms

Here is the default view of the second tab.

Fig: 15 - Default view of the second tab

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: 16 - Default view of the Select Forms tab during Onboarding 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 Onboarding Packages	Opens the Available Forms dialog, allowing users to select forms to be included in the onboarding package. Benefit: Enables quick selection of required forms without leaving the workflow.
2	Review Required Toggle	Allows users to enable or disable the review requirement for a selected form. Benefit: Provides flexibility to include review steps only where necessary.
3	Reviewer Pool Selector	Allows users to assign a reviewer pool responsible for reviewing the selected form. Benefit: Ensures forms are reviewed by the appropriate group of reviewers.
4	Reviewer Requirement Scope	Defines whether review is required from any one reviewer or all reviewers in the selected pool. Benefit: Supports both parallel and single‑review approval models.
5	Approver Pool Selector	Allows users to assign an approver pool responsible for approving the selected form. Benefit: Ensures proper authorization before form completion.
6	Approver Requirement Scope	Specifies whether approval is required from any one approver or all approvers in the selected pool. Benefit: Provides control over approval strictness and governance.
7	Remove Form Action	Allows users to remove a previously added form from the onboarding package. Benefit: Enables easy correction when forms are added unintentionally.
8	Next button	Proceeds to the next step in the onboarding package configuration workflow. Benefit: Allows users to continue setup once form configuration is complete.
9	Previous button	Navigates back to the previous step without losing configured form settings. Benefit: Allows users to review or modify earlier configurations.
10	Cancel button	Exits the onboarding package creation process without saving further changes. Benefit: Provides a safe exit to prevent saving incomplete configurations.

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: 17 - 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: 19 - Assign Employees tab view after form(s) selection

Sl. No.	Field / Section Label / Action	Description and Benefit
1	Search bar	Search for listed users by entering keywords fully or partially. Search operation is executed on the basis of user name, email address or assigned role of the user. Benefit: Displays individuals who can receive the onboarding package.
2	Selection checkbox and Select Employees grid view	Assign the onboarding package to selected employees for execution by using the checkboxes provided. Multiple employees can be assigned to work on one package. In the grid view, listed results consisting of the active employees of your organization can be seen. 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: Ensures the right individuals receive the package for timely completion.
3	Set Reminders button	Allows users to configure automated reminder notifications for important dates related to the onboarding package. More details on setting reminder have been explained in the below NOTE section (for the same menu option, the explanation is provided here). Benefit: Helps ensure timely follow‑ups, reduces the risk of missed deadlines, and keeps stakeholders informed without manual intervention.
4	Previous button	Navigates the user back to the previous step in the onboarding package creation workflow without discarding the entered information. Benefit: Allows users to review or modify earlier inputs easily, reducing errors and rework.
5	Cancel button	Exits the onboarding package creation process without saving it. Benefit: Gives users a safe way to stop the process and avoid saving incomplete or incorrect information.
6	Create Onboarding Packages button	Confirms and creates the onboarding package (included forms) for processing by the selected employees. Benefit: Finalizes the process of onboarding 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: 20 - Assign Employees tab view after employee selection

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

Fig: 21 - Created Onboarding Package

An email gets triggered to the assigned users.

Fig: 22 - Triggered email on package creation

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

Fig: 23 - Created package activity initiation options

Onboarding Packages displayed on this Onboarding Packages page get fetched in the Onboarding Items page of ONLY submitters and assigned users.






2.4. Using the Action column menu options

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Overview

Each onboarding package entry in the grid view includes an Action column that provides quick access options. This design ensures that users can perform relevant actions directly from the grid without navigating away from the page.

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

Fig: 35 - 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 work completion percertages.
3. 3

     Set Reminders

   Used to enable and set or disable automated notifications during workflow progression to stakeholders (Submitter, Reviewer and Approver).

2.4.1. Using the View menu option

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Overview

Selecting the View option enables users to open and review an existing onboarding package in its entirety. This feature is particularly valuable when users need to understand the structure and purpose of the form. By providing full visibility into any onboarding package, the View option supports better decision‑making.

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

Fig: 36 - Clicking on the View menu option

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

   Fig: 37 - Demonstration of viewing an Onboarding Package

2.4.2. Using the Package Summary menu option

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Overview

The Package Summary option allows users to modify existing Onboarding Packages to meet specific requirements. This feature is beneficial for updating outdated information, correcting errors, or customizing fields to align with organizational needs. By enabling edits, users can maintain accuracy and relevance, ensuring that the form collects the right data for its intended purpose. It also reduces the need to create new Onboarding Packages from scratch, saving time and effort.

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

Fig: 38 - 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: 39 - Demonstration of 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 onboarding objectives.
   • Typical actions: Review metrics (form count, assigned employees, average completion), confirm package context (e.g., New Employee Orientation Package), note Purpose (structured onboarding to cover policies, culture, expectations), check Start Date (e.g., Dec 22, 2025), 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 (Not Started/In Progress/Completed), review Assigned Pools, open a form to manage details, update progress, or trigger workflows.
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 Form Activity (Active/Pending/Overdue), check Completion %, open the employee card for details, send reminders, or adjust assignments as needed.

2.4.3. Using the Set Reminders menu option

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Overview

The Set Reminders option allows users to configure automated reminder notifications within an onboarding package workflow. By defining reminder schedules in advance, users can ensure timely follow‑ups and reduce the risk of missed deadlines or delayed tasks.

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

Fig: 40 - Clicking on the Set Reminders menu option

2. After clicking on it, a modal window loads for you to toggle, set or disable the notifications feature to involded stakeholders. Refer to the following image to understand its functionality better.

   Fig: 41 - Demonstration of the reminders setting feature

The below cards illustate the functionality of using the Set Reminders menu option in a step-by-step manner:

1. 1

   Proceed to Reminder Configuration

   • What it is: Opens the Set Reminders modal window for configuring reminder settings.
   • Why it matters: Allows reminder setup before finalizing onboarding assignment.
   • Typical actions: Click the Set Reminders menu option.

Fig: 42 – Set Reminders option

Here is the view of the loaded modal window. If the reminder is already set for the onboarding package then those get displayed here. For the sake of understanding the feature, consider the following cards which illustate setting reminder from scratch.

Fig: 43 – Set Reminders modal window default view after load

2. 2

   Enable Reminders

   • What it is: A slider toggle that enables reminder configuration.
   • Why it matters: Activates the reminder workflow for stakeholders.
   • Typical actions: Turn the slider ON to load Timeline and Configuration sections.

Fig: 44 – Enable Reminders slider toggle turned on

3. 3

   Review Timeline Dates

   • What it is: Read‑only initiation and completion dates inherited from Package Details.
   • Why it matters: Defines the valid window for reminder calculations.
   • Typical actions: Review dates and hover over the info icon next to the Value field.

Fig: 45 – Timeline dates and reminder calculation tooltip

4. 4

   Configure Reminders for Submitter

   • What it is: Configuration row for defining submitter reminder intervals.
   • Why it matters: Ensures submitters are reminded to complete tasks on time.
   • Typical actions: Select Days and enter a numeric value.
5. 5

   Configure Reminders for Reviewer

   • What it is: Reminder settings for reviewers.
   • Why it matters: Prevents review delays.
   • Typical actions: Enter the reviewer reminder interval value.

Fig: 46 – Submitter & Reviewer reminder configuration

6. 6

   Configure Reminders for Approver

   • What it is: Reminder settings for approvers.
   • Why it matters: Ensures approval actions are not missed.
   • Typical actions: Provide a valid numeric reminder value.

Fig: 47 – Reviewer reminder configuration

7. 7

   Validate Reminder Inputs

   • What it is: System validation ensuring all required values are entered.
   • Why it matters: Prevents saving incomplete reminder settings.
   • Typical actions: Resolve missing or invalid numeric values.

Fig: 48 – Approver reminder validation message

8. 8

   Save Reminder Configuration

   • What it is: Saves and applies all configured reminder settings.
   • Why it matters: Activates automated reminders for all stakeholders.
   • Typical actions: Click Set Reminders after validation passes.

Fig: 49 – Validation resolved before saving reminders

9
Reminder Setup Confirmation
• What it is: A success notification displayed after reminders are configured and saved successfully.
• Why it matters: Confirms that reminder settings have been applied without errors.
• Typical actions: View the message to ascertain that success reminder has been set. You can close it. It closes automatically after a few seconds.

Fig: 50 – Confirmation message indicating reminders were set successfully

2.5. Pagination

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Overview

The pagination controls allow users to move through multiple pages of onboarding package entries in an organized way. Instead of displaying all records at once, which can slow down performance and overwhelm the interface, the system divides entries into manageable pages. This not only improves loading speed and overall usability but also makes it easier for users to browse, locate, and manage Onboarding Packages within large datasets. Users can efficiently navigate to the exact set of entries they need without unnecessary scrolling by using the pagination options.

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.

The Previous and Next buttons can be clicked to navigate through various grid view pages.

Fig: 51 - Pagination options

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