Deliver an Experience
This step outlines the process of delivering an experience to a user, or to multiple users at the same time (Bulk Delivery). This screen should be accessed each time a new experience should be delivered to the user.
To access this module, log in to the Control Panel from the Simon home page located at https://<yoursubdomain>.exphub.com.au/manager. Navigate to the Employee Administration menu and click to expand. Finally, select “Deliver An Experience”.
You are then presented with a list of current users in the system. Please note - you will only be presented with users who are members of branches that you have access to. If a user is not appearing in your list, consider checking to ensure you have access to the user's branch. For more information about branches, please refer to the Introduction and Permissions guide.
Tick the users that you want to deliver the experience to, and then click the “Deliver an experience” button in the top right-hand corner of the table (above the filter). A minimum of one user must be selected.
Important note 1: If you are delivering an experience to multiple users at once, all users in that experience must have the same experience configuration (i.e. the same Document Template Form Group, Checklist Group, General Content Screen and Notifications selected).
Important note 2: Any existing incomplete experiences for the user(s) will be cancelled if a new experience is delivered to them. Experiences which have already been completed will not be affected.
User Filters
Filters allow you to create personalised filters to view employees based on a set of conditions. Saved filters are specific to each administrator.
To create a new filter:
1. Click on the “Filter” icon () in the top right-hand corner of the table above the search bar. 2. Click the “+ Add Filter” button. 3. Name the filter in the Filter Name field.
4. Click the “+ Add Conditions” button to configure the filter.
5. Select the field that should be referenced in the filter.
6. Select the condition that needs to be satisfied for the employee to appear in the filter. Finally, configure the condition. Available options will depend on the type of field that has been selected. For information about the options and configurations available, please refer to the Filter Options table below.
7. To add another condition to the filter, click the “+ Add Conditions” button. Note – A maximum of 4 conditions can be configured per filter. To remove a condition, click the red X next to the condition you’d like to remove.
8. Click Save.
To apply a filter:
1. Click on the “Filter” icon () in the top right-hand corner of the table above the search bar. 2. Click the blue “Apply” button. This will apply the selected filter, and only users who conform to the configuration of the filter will be displayed.3. To reset the filter, click the red X under the Filter button.
To edit a filter:
1. Click on the “Filter” icon () in the top right-hand corner of the table above the search bar. 2. Click the blue pencil icon next to the filter. 3. Make the necessary changes. Available options will depend on the type of field that has been selected. For information about the options and configurations available, please refer to the Filter Options table below.
4. Click the “Save” button.
To delete a filter:
1. Click on the “Filter” icon () in the top right-hand corner of the table above the search bar. 2. Click the red garbage bin icon next to the relevant filter. The filter will then be removed.
Tip: Any changes you make to a filter, including editing, creating and deleting, will take effect on the filters on both the Manage Employees and Deliver an Experience screens.
Filter Options:
Condition |
Available for field types |
Configuration |
| Equals to | Free Text, Locked Label |
Type the exact text that must be matched for the condition to be satisfied. Example: If the filter configuration is “Carina”, a user with “Carina” entered in the field would display, however a user with “Carina Heights” entered would not. |
| Does not equal | Free Text, Locked Label |
Type the exact text that must not appear in the field for the condition to be satisfied. Example: If the filter configuration is “Carina”, a user with “Carina” entered in the field would not display, however a user with “Carina Heights” entered would. |
| Contains | Free Text, Locked Label |
Type the text that must appear somewhere in the field. Example: – If the filter configuration is “Carina”, a user with “Carina” and another user with “Carina Heights” entered into the field would both display. |
| Does not contain | Free Text, Locked Label |
Type the text that must not appear anywhere in the field. Example: – If the filter configuration is “Carina”, a user with “Carina” and another user with “Carina Heights” entered into the field would not display. |
| Is empty | Free Text, List, Date Picker, Locked Label |
Only users who do not have data in the relevant field will display. |
| Is not empty | Free Text, List, Date Picker, Locked Label |
Only users who have data in the relevant field will be displayed. |
| Is before | Date Picker |
Only users who have a date selected in the relevant field that is before the configured date will be displayed. |
| Is before or on | Date Picker |
Only users who have a date selected in the relevant field that is before or on the configured date will be displayed. |
| Is | Date Picker, List |
Date Picker: Only users who have a date selected in the relevant field that matches the configured date will be displayed. List: Only users whose selection in the relevant field matches the configured option will be displayed. |
| Is after | Date Picker |
Only users who have a date selected in the relevant field that is after the configured date will be displayed. |
| Is after or on | Date Picker |
Only users who have a date selected in the relevant field that is after or on the configured date will be displayed. |
| Is in the last x days | Date Picker |
Only users who have a date selected in the relevant field that falls within the configured previous number of days will be displayed. |
| Is in the next x days | Date Picker |
Only users who have a date selected in the relevant field that falls within the configured next number of days will be displayed. |
| Is not | List |
Only users whose selection in the relevant field is not the configured option will be displayed. |
| Yes | Boolean Y/N |
Only users who have “Yes” selected in the relevant field will be displayed. |
| No | Boolean Y/N |
Only users who have “No” selected in the relevant field will be displayed. |
Deliver An Experience Field Definitions - Single Experience Delivery
Field Name |
Description |
Tips and information |
| Name |
This is the name of the user as configured in their user profile. |
If you need to change the user's name, navigate to Employee Administration > Manage Employees. |
| Login Name |
This is the user's username as configured in their user profile. |
A user's username cannot be edited after it has been saved. If you need to edit a user's username, you will need to create a new profile for them. |
|
Select Program |
Select the program that should be displayed to the user in the experience. The program controls the imagery and wording that the user will see during their experience. |
To read more about configuring programs, please refer to the Programs Centre guide. |
|
Assign an experience category |
If Experience Categories are configured for your organisation, select the one(s) that are relevant to the experience you’re delivering. This field is not mandatory and can be skipped if you don't want to assign a category or if categories are not configured for your organisation. |
For more information about Experience Categories, please refer to the Experience Categories guide. |
|
Select Approver (when Approval Chains are configured and active) |
If Approval Chains are configured and Active in your instance, you will need to select the Approval Chain relevant to the experience you are delivering. If a chain is highlighted red, this means the chain is broken due to a member of the chain no longer having access to the system. In this case, the chain cannot be selected and will need to be rectified before it is able to be selected again. For more information on Broken Chains, please refer to the Approval Chains guide. If Approval Chains are not configured, you will not see this field. |
To read more about Approval Chains, including instructions on how to configure them, please refer to the Approval Chains guide. |
Deliver An Experience Field Definitions - Bulk Delivery
Field Name |
Description |
Tips and information |
| Delivering Experience to |
Shows the number of users the experience will be delivered to. |
Click on the number hyperlink to see a list of all users who will be delivered the experience that is being configured. |
|
Select Program |
Select the program that should be displayed to the users in their experience. The program controls the imagery and wording that the user will see during their experience. |
To read more about configuring programs, please refer to the Programs Centre guide. |
|
Assign an experience category |
If Experience Categories are configured for your organisation, select the one(s) that are relevant to the experience you’re delivering. This field is not mandatory and can be skipped if you don't want to assign a category or if categories are not configured for your organisation. |
For more information about Experience Categories, please refer to the Experience Categories guide. |
|
Select Approver (when Approval Chains are configured and active) |
If Approval Chains are configured and Active in your instance, you will need to select the Approval Chain relevant to the experience you are delivering. If a chain is highlighted red, this means the chain is broken due to a member of the chain no longer having access to the system. In this case, the chain cannot be selected and will need to be rectified before it is able to be selected again. For more information on Broken Chains, please refer to the Approval Chains guide. If Approval Chains are not configured, you will not see this field. |
When using Bulk Delivery, the same approver must be chosen for all users who are being delivered the experience. The approver will then need to review and approve/decline all experiences that were included in the delivery. To read more about Approval Chains, including instructions on how to configure them, please refer to the Approval Chains guide. |
Select the Elements to include
Tick the box next to each element that you want to include in this experience. You can select which elements you require the user to complete, however there must be at least one element selected for the experience to be successfully sent.
The user will be required to complete each element in the order that they appear on this page. They will not be able to access the next element until the previous one has been completed. To re-order the elements, and thus change the order the user needs to complete the elements in, simply hold down the left click of your mouse on the green experience header and drag into the order as desired (i.e. drag and drop). Only elements that are ticked will be assigned to the user, regardless of the order they are in.
Include a document for the employee to accept as part of this experience
This element allows you to attach a document (or documents) for the user to read and accept as part of their experience. The options available for configuration of this element will depend on whether the experience is being delivered singularly or as part of a bulk delivery.
The fields available when this element is expanded for single experience delivery are:
Field Name |
Description |
Tips and information |
|
Do you want to use a document template or upload your own pre-prepared document? |
This field allows you to select whether you are uploading a document for the user to accept, or whether you are using a document configured in Document Templates.
If you select “Upload a document”, you will need to select the PDF that you would like to upload from your PC. If you select “Use a Document Template”, you will need to select the relevant template to use. You will then need to click “Preview”, and then “Generate PDF Contract”. If you do not click “Generate PDF Contract”, you will be unable to attach the document to the experience. |
Document Template notes: 1. If the selected Document Template includes custom fields that have not been completed on the user's profile, you will not be able to continue with delivering the Document element. To rectify, navigate to Employee Administration > Manage Employees and populate the missing custom field(s).
2. If you need to edit the specific document for this user, click the Edit button. Make the desired change(s) and click the “Preview” button. Your changes will now be made. It’s important to consider whether your Document Template includes page breaks or footers, as these may be affected by any manual changes you make. Any changes you make using the Edit button will be made for this specific document only – the original Document Template will not be affected. For more information about Document Templates, please refer to the Document Templates guide. |
|
Select Library Documents |
Select the Library Document(s) you would like included. Multiple Library Documents can be selected.
The user will be required to open all Library Documents that are attached before accepting their Documents. This step is not mandatory – if you do not require the user to accept any additional documents, you can leave this section as “Nothing selected”. |
If you have re-named the Library Document in the File Gallery, this is the name that will show to the user. If you have not renamed a Library Document in the File Gallery, it will show to the user as “Additional Document 1”, “Additional Document 2”, etc. If a Library Document has been archived, it won't be available for selection in the list. For more information about archiving and un-archiving Library Documents, please refer to the Library Documents guide. For more information about Library Documents, please refer to the Library Documents guide. |
|
Verification Questions |
Input the answers that the user will need to type to verify their acceptance of their Documents. |
The user will need to type their answer(s) exactly as they have been input when the experience was delivered, so it is important to make sure all spelling and grammar is correct, including checking that they are no wayward spaces. For more information about configuring Verification Questions, please refer to the Custom Settings – Verification Questions guide. |
|
Has expiry date? |
If you would like to configure an expiry date for the user to accept their documents, tick this box and select the expiry date. If you do not require an expiry date, leave this box unticked. |
If the user has not accepted their Documents by midnight on the expiry date, they will no longer be able to access their experience, and will be required to contact you to deliver a new experience to them, so it is important to allow enough reasonable time for the user to accept their documents. The expiry date applies to the Document Acceptance module only, however if the user has not accepted their documents in time, they will not be able to access any part of their experience, regardless of where the Accept Documents element sits in the order. |
The fields available when this element is expanded for bulk experience delivery are:
Field Name |
Description |
Tips and information |
|
Do you want to use a document template or upload your own pre-prepared document? |
Uploaded documents are unable to be used when bulk delivering experiences. Therefore, the “Use a Document Template” option will automatically be selected. Select the relevant template to be used, and then click “Preview” and “Generate PDF Contract”. If you do not click “Generate PDF Contract”, you will be unable to attach the document to the experiences. |
Document Template notes: 1. If the selected Document Template includes custom fields that have not been completed on a user’s profile that is included in the bulk delivery, you will not be able to continue with delivering the Document element to that user. To rectify, navigate to Employee Administration > Manage Employees and populate the missing custom field. If you choose not to do this, the experience will only be delivered to users included in the bulk delivery who do not have missing custom fields.
2. If you need to edit the specific document for the users included in the bulk delivery, click the Edit button. Your changes will now be made. It’s important to consider whether your Document Template includes page breaks or footers, as these may be affected by any manual changes you make. Any changes you make using the Edit button will be made for this specific document for these specific experiences only – the original Document Template will not be affected. For more information about Document Templates, please refer to the Document Templates guide. |
|
Select Library Documents |
Select the Library Document(s) you would like included. Multiple Library Documents can be selected.
The users included in the bulk delivery will be required to open all Library Documents that are attached before accepting their Documents. This step is not mandatory – if you do not require the users to accept any additional documents, you can leave this section as “Nothing selected”. |
If you have re-named the Library Document in the File Gallery, this is the name that will show to the user. If you have not renamed a Library Document in the File Gallery, it will show to the user as “Additional Document 1”, “Additional Document 2”, etc. If a Library Document has been archived, it won't be available for selection in the list. For more information about archiving and un-archiving Library Documents, please refer to the Library Documents guide. For more information about Library Documents, please refer to the Library Documents guide. |
|
Verification Questions |
As the experience will be delivered to multiple different users, the Verification Questions will need to be mapped to a relevant custom field on the users’ profile to ensure the answers configured are relevant to each different user. Select the Custom Field that the Verification Answer should be mapped to for each question. If you do not have a Custom Field to map the answer to, you will need to create one. For more information about Custom Fields, please refer to the Custom Settings – Custom Field Settings guide. |
The user will need to type their answer(s) exactly as they have been input in the relevant Custom Field on their profile, so it is important to ensure all spelling and grammar is correct, including checking that there are no wayward spaces. If the selected Verification Question(s) are mapped to any custom fields that have not been completed on a user’s profile that is included in the bulk delivery, you will not be able to continue with delivering the Document element to that user. To rectify, navigate to Employee Administration > Manage Employees and populate the missing custom field. If you choose not to do this, the experience will only be delivered to users included in the bulk delivery who do not have missing custom fields. For more information about configuring Verification Questions, please refer to the Custom Settings – Verification Questions guide. |
|
Has expiry date? |
If you would like to configure an expiry date for the users included in the bulk delivery to accept their documents, tick this box and select the expiry date. If you do not require an expiry date, leave this box unticked. |
If the user has not accepted their Documents by midnight on the expiry date, they will no longer be able to access their experience, and will be required to contact you to deliver a new experience to them, so it is important to allow enough reasonable time for the user to accept their documents. The expiry date applies to the Document Acceptance module only, however if the user has not accepted their documents in time, they will not be able to access any part of their experience, regardless of where the Accept Documents element sits in the order. |
Include Form as part of this experience
This element allows you to select forms that the user needs to fill out and submit as part of their experience. The fields available when this element is expanded are:
Field Name |
Description |
Tips and information |
|
Select the form |
Select the Form Group that applies for this experience. |
If the Autopopulate function has been configured as part of the selected forms and the relevant custom fields have not been completed on the user's profile, you will not be able to continue with delivering the Forms element. To rectify, navigate to Employee Administration > Manage Employees and populate the missing custom field(s). For more information on Forms, please refer to the Forms guide. |
|
Select documents to upload |
Select the documents you would like the user to upload once they have completed their forms. You can select Document Upload Group(s), singular Document Upload Requests, or a mixture of both. This step is not mandatory – if you do not require the user to upload any documents, you can leave this section as “Nothing selected”. |
Document Uploads with a “TR” at the beginning denote uploads that have been set up with a trigger and will only be requested when the trigger is satisfied. Document Uploads without a “TR” at the beginning will be asked of the user regardless of their form inputs. For more information about configuring Document Uploads, please refer to the Document Upload Centre guide. |
Include Checklist as part of this experience
This element allows you to select the Checklist Group (which is comprised of checklist items) that the user is required to review and accept as part of their experience. The fields available when this element is expanded are:
Field Name |
Description |
Tips and information |
|
Select Checklist Group |
Select the Checklist Group that applies for this experience. |
For more information on Checklist Groups, please refer to the Manage Checklist Groups guide. |
Include General Content screen as part of this experience
This element allows you to select the General Content Screen that the user is required to view as part of their experience. The fields available when this element is expanded are:
Field Name |
Description |
Tips and information |
|
Select the General Content Screen you want to provide this employee |
Select the General Content screen that applies for this experience. |
For more information on General Content Screens, please refer to the Manage General Content Screens guide. |
Notifications field definitions
Field Name |
Description |
Tips and information |
|
Select the notifications to send |
Select the notifications that should be sent regarding this experience. You can select Notification Group(s), single notifications, or a mixture of both. This step is not mandatory – if you do not require any notifications to be sent, you can leave this section as “Nothing selected”. |
Only notifications that are selected in this step (or that are part of selected Notification Groups) will be delivered – if a notification is not selected, it will not be triggered to send.
For single notifications, only notifications that are configured to trigger from selected elements will show in this list, except for notifications triggered from “After Experience Delivered”, which will always be available for selection. If you require a notification that is not showing in the list but has been configured, consider changing the element trigger for that notification. If a notification that is part of a selected Notification Group is triggered from an element that isn't included in the experience, a soft warning will be displayed to advise that the notification won't be delivered if the element isn't included. For more information about configuring Notifications and Notification Groups, please refer to the Notification Centre guide. |
|
Notify the employee of their experience via Send SMS? |
Select “Yes” if you would like the user to receive an SMS advising them that they have an experience ready to be accepted. Select “No” if you would not like the user to receive an SMS advising them that they have an experience ready to be completed. |
The SMS will be sent to the mobile number that has been configured on the user's profile. If the user has never logged in before, they will receive the "Experience SMS" wording. If they have logged in before, they will receive the "Another Experience SMS" wording. For more information about Send SMS, please refer to the Custom Settings – SMS Sender guide. |
Once all required fields have been completed, you will be given the option to either “Draft This Experience” or “Send Experience”. If you select “Draft This Experience”, the experience will be saved as a draft and will not be sent to the user. For instructions on viewing Draft experiences, please refer to the My Experiences guide. If you select “Send Experience”, the experience will be sent to the user, and any corresponding selected notifications that are based on the After Experience Delivered trigger (including the SMS) will be sent to the user.
If you are using Bulk Delivery, the selected experiences will move into the delivery queue and will show in the My Experiences table in a “Scheduled” status. The experiences will be delivered to all selected users when their place in the queue rolls around. Tip: While bulk delivered experiences will immediately be added to the delivery queue after sending, they may take some time to be delivered depending on how many are being delivered at once.
If your organisation has at least one Approval Chain configured and active, the options will be either “Draft This Experience” or “Send for Approval”. If you select “Draft This Experience”, the experience will be saved as a draft and will not be sent to the user. For instructions on viewing Draft experiences, please refer to the My Experiences guide. If you select “Send for Approval”, the experience will be sent to the first approver in the selected Approval Chain and will begin the approval process. The user will not receive any notifications until the final approver in the chain has approved the experience. For more information about Approval Chains, please refer to the Approval Chains guide.