Components

The Onboarded™ package includes Lightning Web Components and Visualforce pages that provide user-facing functionality for managing and completing onboarding tasks.

Terminology — Workflow vs. Placement: The user-facing labels on these components refer to "Workflows" rather than "Placements." The underlying Salesforce object (Onboarded_Placement__c), its fields (placement_id, etc.), and the Onboarded™ API object name (placement) are unchanged. When you configure object mappings, field mappings, Flows, or scheduled jobs, you will still see and reference "Placement"; when HR users interact with the components, they see "Workflow."

Displays a list of onboarding tasks assigned to employees. Users can view their tasks and complete them through an embedded modal without leaving Salesforce.

• Color-Coded Status: Tasks display with visual indicators (red for overdue, orange for due soon)
• Embedded Task Completion: Opens Onboarded task forms in an iframe modal
• Manual Refresh: Sync button to fetch latest tasks from Onboarded API
• Auto-reload: Salesforce data will auto-update via webhooks from your Onboarded account.
• User Context: Automatically shows tasks for the logged-in user

1. Add to User Record Page. Navigate to Setup → Object Manager → User → Lightning Record Page. Click Edit on your User record page layout.
2. Drag Component to Page. Find Employee Tasks in the Custom components section. Drag it to your desired location on the page (typically in a tab or bottom section).
3. Save and Activate. Click Save and activate the page for your users.

Tip: This component can also be added to Lightning Community pages for external users to access their tasks.

The comprehensive hub for managing employee onboarding. Displays Workflows, form requirements, task progress, and provides controls for creating Workflows/tasks and syncing with Onboarded™.

• Workflow Management: View all employee Workflows in collapsible accordions
• Form Requirements: See required forms for each Workflow with progress indicators
• Task Tracking: Displays both Workflow-specific and general employee tasks
• Create Operations: Create new tasks and Workflows directly from the component
• Link Sharing: Generate shareable links for employees to complete tasks
• Manual Sync: Sync button to fetch latest data from Onboarded API
• Manual Refresh: A refresh button next to the component header re-queries Salesforce for the latest data already stored on your records — without reloading the page. A "Data Current as of" timestamp next to the button shows when the displayed data was last fetched, so users can tell at a glance whether what they're looking at is current.
• Send to Onboarded: Push unmapped employee records to Onboarded system

1. Add to Record Page. Navigate to Setup → Object Manager → Select your Employee object (e.g., Onboarded_Employee__c, Contact, etc.). Go to Lightning Record Pages and edit your record page layout.
2. Drag Component to Page. Find Employee Onboarded in the Custom components section. Drag it to your desired location (typically in a tab or full-width section).
3. Configure Properties (Optional). In the component properties panel:
   • Check Hide Create Task Button if you want to restrict task creation
   • Check Hide Create Workflow Button if you want to restrict Workflow creation
   • Check Hide Send to Onboarded Button if automated Flows create employees (see use case below)
4. Save and Activate. Click Save and activate the page.

Important: This component only works on whichever object the admin has mapped Employee to in Onboarded™ Setup → Object Configuration (for example, Onboarded_Employee__c, Contact, or Account/Person Account) — it does not work on Employer, Job, or Placement record pages, regardless of mapping. Ensure that object has the necessary field mappings configured. If you're working with a single Placement (Workflow) record, use the Workflow Onboarded Component instead — it is the component designed for that use case.

he component performs several prerequisite checks before it renders, and not every failed check behaves the same way — some suppress the component entirely, others render a visible error state instead:

• Suppressed entirely (nothing renders): The running user is not assigned the Onboarded™ HR Representative or Onboarded™ Admin permission set. Or: the org has Person Accounts enabled, Employee is mapped to Person Account, Employer is mapped to Account, and the current host record is a Business Account (not a Person Account) — this specific combination is unsupported, so the component renders nothing.
• Visible error message (component still renders): The host record's object does not match whatever object is configured for Employee in Object Configuration. In this case the component displays an inline message — "This record is not on the designated Onboarded Employee object..." — rather than disappearing.

The states below describe what users see once these prerequisites pass — i.e., the user has the required permission set and the record is on the correctly-mapped Employee object.

• When: Component is placed on an unsupported object
• Display: Error message explaining component placement requirements
• Action: Move component to a supported object record page

• When: Record exists but has no Onboarded Employee ID, and Hide Send to Onboarded Button is disabled (default)
• Display: "Send to Onboarded" button
• Action: Click button to create employee record in Onboarded system

• When: Record exists but has no Onboarded Employee ID, and Hide Send to Onboarded Button is enabled
• Display: Informational message: "This record does not yet have an Onboarded Employee ID. The ID will be assigned automatically when the record is synced to Onboarded."
• Use Case: Organizations using automated Flows to create employees should enable this setting. When a Flow creates an employee record and queues it for sync, there is a brief period before the queueable job fires. During this window, users might click "Send to Onboarded" manually, causing a race condition or duplicate record. Hiding the button prevents this scenario.
• Action: No user action required. The employee will be synced automatically by the scheduled process or Flow.

• When: Record has Onboarded Employee ID
• Display: Full interface with Workflows, tasks, and all controls
• Actions Available:
  • View Workflows and form requirements
  • Assign forms to employees (creates a Task in Onboarded™)
  • Create new tasks and Workflows
  • Generate Workflow-wide task links (Get Tasks Link button) and per-task links (Get Link button)
  • Open employer-action tasks inline through the Employer Task button
  • View stored PDFs of completed tasks through the View Document button
  • Unlock specific form sections on a completed task through the Unlock Task button
  • Sync with the Onboarded™ API

Sync Now timing. Clicking Sync Now does not update everything at once — it kicks off a background chain that syncs the Employee, then Workflows (Placements), and only after Workflows finish does it move on to Tasks. If you click Sync Now, then click the refresh button and see the Workflow appear but the Workflow Tasks section is still empty, this does not necessarily mean anything failed — the Task step of the chain may simply not have completed yet. Wait a few seconds and click refresh again; the tasks should then appear. This is expected behavior, not an error.

A focused, single-Workflow view for tracking and completing the tasks that belong to one Onboarded™ Workflow. Unlike the Employee Onboarded component — which shows every Workflow tied to an employee — this component lives on a record page for any object that stores an Onboarded™ Placement ID (such as your custom Hire, Assignment, or Offer record) and presents only that Workflow's tasks.

• Single-Workflow Focus: Renders the tasks for one Workflow on whatever record page you place the component on
• Header Resolution: Automatically displays "Employee Name — Job Name" derived from the Workflow record, with optional override (see Configuration Options)
• Per-Task Actions: Surfaces Assign, Get Link, Employer Task, View Document, and Unlock Task buttons inline (see Task Row Actions below)
• Workflow-Level Get Tasks Link: Generates a single onboarding URL covering all assigned tasks for the Workflow
• Inline Error Logs: Optional collapsible panel showing the last 30 days of Onboarded™ Error Log entries for the Workflow record
• Strict Permission Gating: Optional Custom Permission gates for sensitive buttons (View Document and Employer Task)
• Manual Refresh: A refresh button next to the component header re-queries Salesforce for the latest data already stored on the Workflow record — without reloading the page. A "Data Current as of" timestamp next to the button shows when the displayed data was last fetched.

1. Add to Record Page. Navigate to Setup → Object Manager → select the object that hosts your Workflow records (this could be Onboarded_Placement__c directly, or any custom object where you store an Onboarded™ Placement ID). Open Lightning Record Pages and edit your record page layout.
2. Drag Component to Page. Find Workflow Onboarded in the Custom components section and drag it to your desired location on the page.
3. Configure the Placement ID Field. In the component properties panel, populate Placement ID Field API Name with the field on this record that stores the Onboarded™ Placement ID (for example, Onboarded_Id__c on Onboarded_Placement__c, or your custom field on a Hire/Offer object).
4. Configure Optional Properties. Populate Placement Name Field API Name if you want to override the default "Employee Name — Job Name" header. Enable Show Error Logs for inline visibility into recent sync failures. Populate the two Custom Permission properties if you want strict gating on the View Document and Employer Task buttons.
5. Save and Activate. Click Save and activate the page for your users.

Tip: The component can be placed on any object whose record has a field that stores an Onboarded™ Placement ID. Common hosts include Onboarded_Placement__c, your custom Hire/Offer object, or a junction record created via the Junction Object pattern (see the Junction Object Patterns page).

Like the Employee Onboarded component, the Workflow Onboarded component performs prerequisite checks before it appears on a record page. If the user lacks the required permission set, or the host record does not have an Onboarded™ Placement ID populated in the configured field, the component will display a configuration message or be suppressed entirely.

Each task in the Employee Onboarded and Workflow Onboarded components is rendered as a self-contained Task Row. The row chooses which action buttons appear based on the task's state and the running user's permissions. Because every task is rendered the same way regardless of which component you reach it through, HR users see consistent affordances whether they navigate to a task from the Employee record or from the Workflow record.

Unlock behavior: Unlock requests are processed asynchronously by Onboarded™. The task row optimistically shows the task as incomplete (with a Get Link button) immediately after a successful unlock request, but the authoritative new state propagates back through the next sync cycle.

Assign placement refresh: When a user clicks Assign, Salesforce creates the Task in Onboarded™ and then makes a follow-up read of the associated Placement record so its form_requirements JSON — freshly stamped by Onboarded™ with the new task's ID — is written back to the Salesforce placement record (via your existing field mappings, USER_MODE) immediately, without waiting for the next poller run or webhook delivery. This refresh only runs for the Assign action and only when the form requirement is associated with a Placement; every other placement field mapped in Object & Field Mapping (including a mapped custom attribute) is applied the same way any other inbound update would apply it, but this narrow, Assign-only fetch exists specifically because form_requirements isn't otherwise guaranteed to be current the moment the new task appears. If the placement refresh itself fails for any reason, the failure is logged to the Onboarded™ Error Log and does not roll back or fail the Assign — the task has already been created successfully. This keeps the Workflow Onboarded component's task list accurate immediately after an Assign, rather than showing the form requirement as unassigned until the next sync.

Both the Employee Onboarded and Workflow Onboarded components expose three optional strict gate properties for buttons that surface candidate or employee PII or generate onboarding links: View Document Custom Permission API Name, Employer Task Custom Permission API Name, and Onboarding Link Custom Permission API Name. Each property takes the DeveloperName of a Custom Permission you have created in your org. The Onboarding Link gate governs both the Workflow-level Get Tasks Link button and the per-task Get Link button.

When a property is blank, the corresponding button is visible to any user with the Onboarded™ HR Representative or Onboarded™ Admin permission set (the default behavior). When a property is populated, the button is shown only to users who have BOTH the Onboarded™ HR Representative permission set AND the named Custom Permission. Neither the Onboarded™ Admin permission set nor the System Administrator profile alone bypass this gate — gating is strict and intentional, so that PII access can be audited at the Custom Permission level.

When an HR user clicks the Employer Task button on an I-9 task, the application opportunistically refreshes the task's Work Authorization Expiration date from Onboarded™. If you have mapped a Task field to authorized_until in Object & Field Mapping, the application writes the latest expiration date returned by Onboarded™ to your Salesforce Date field. The refresh runs in the background and never blocks the user; if the API call fails or the mapping is incomplete, the click still opens the task as expected and any failure is recorded in the Onboarded™ Error Log for review.

Enables HR representatives to complete tasks that require employer action. This Visualforce page is designed to work with tasks where next_action = "employer_action" — tasks that need an HR user to perform an action before the employee can continue. Admins configure this as a list view quick action button.

• Employer Action Tasks: Designed for tasks requiring HR/employer completion
• List View Integration: Works as a quick action button on Task list views
• Auto-open in New Tab: Automatically opens the task URL in a new browser tab
• Pop-up Detection: Alerts users if browser blocks the new window
• Auto-redirect: Returns to the task list after opening the URL

1. Create List View Button. Navigate to Setup → Object Manager → Onboarded_Task__c (or your mapped task object). Go to Buttons, Links, and Actions → New Button or Link.

2. Configure Button.

   Setting	Value
   Label	Start Task (or your preferred label)
   Name	Start_Task
   Display Type	List Button
   Behavior	Display in existing window without sidebar or header
   Content Source	Visualforce Page
   Content	MassActionPage

   Click Save.

3. Add Button to List View Layout. Go to Search Layouts for the Task object. Edit List View layout. Add your new button to the Selected Buttons section. Click Save.

4. Test the Button. Navigate to a Task list view (consider creating a view filtered to next_action = "employer_action"). Select a task record that requires employer action. Click your new "Start Task" button. The task should open in a new browser tab for the HR rep to complete.

Pop-up Blockers: Ensure users allow pop-ups from your Salesforce domain. The page will alert users if pop-ups are blocked and provide the URL for manual access.

• Only users with Onboarded Admin or Onboarded HR Representative permission sets can see these components
• The Employee Onboarded component checks permissions at runtime and hides if insufficient
• Assign appropriate permission sets based on user roles

• Place the Employee Onboarded component in a dedicated tab (e.g., "Onboarding") for better organization
• Consider creating record page variants for different user profiles
• Use the Hide Create Task Button and Hide Create Workflow Button properties for users who should only view data

For more granular gating of sensitive buttons (View Document and Employer Task) that surface employee PII, see Custom Permission Button Gating above — you can require both the Onboarded™ HR Representative permission set AND a Custom Permission for visibility, which gives you per-user audit-friendly control.

• Train users on the "Sync Now" button to refresh data when needed
• Explain to employees/candidates what the color-coding of tasks represents (red = overdue, orange = due soon)
• Show users how to generate and share task links with employees/candidates
• Demonstrate the Mass Action button for completing tasks that require employer action