we are currently evaluating the feasibility of implementing an external user onboarding process using NERM, and we would appreciate your guidance—particularly regarding step 2 , which involves policy acceptance by the external user.
Proposed Process:
Customer Employee/External Sponsor submits a request via NERM to onboard an external user. The form includes both free-text and drop-down fields, with values sourced from external systems (e.g., SAP SuccessFactors).
External User receives an invitation email , with their internal sponsor copied, containing a link to a policy acceptance form , ideally defined and managed within NERM.
Internal Sponsor reviews and approves the request via NERM.
Upon approval, the external user account is created in NERM.
Clarification Needed for Step 2:
We would like to understand:
Is it possible for an external user to accept policies via a NERM-hosted form before being registered in the system?
In other words, does NERM require the user to be pre-registered in order to access and complete a policy acceptance form?
If pre-registration is mandatory , what is the recommended way to collect policy acceptance from a not-yet-created user (e.g., through external forms, interim user records, or other mechanisms)?
Can NERM natively support tracking and associating that acceptance with the user onboarding request?
We aim to avoid unnecessary pre-registration steps if they are not strictly required, as this would conflict with the intended flow.
Any guidance, examples, or best practices you could share would be greatly appreciated.
Well NERM doesn’t require a user pre-registration, the user can perform the action defined in the workflow of the invitation registration and if he completes all the steps then we will create a profile and an account for him in NERM.
Basically most of the time, these are the last actions in the registration workflow:
Any action that comes after them does not requires the user involvement.
So you have to use a request form action that will contain the policy Form and you will add another attribute to the form (for example a radio button attribute type) with Yes I accept, No I don’t
after that you use a condition on that attribute if it has “Yes I accept” as Value we continue the registration else (new condition) exit the workflow.
Just to make sure I fully understand how the user interacts with the form before being registered in NERM :
You mentioned that the user can perform actions defined in the invitation workflow, and that the policy acceptance form (with, for example, a “Yes/No I accept” radio button) would be part of that.
May I ask:
How does the external user actually access this form if they are not yet registered in NERM?
Do they receive a link via email?
Is this link publicly accessible , or is it a special kind of link (e.g., token-based) tied to the invitation workflow?
If the form is hosted inside NERM, and the user doesn’t yet have a profile/account, how is access to the form handled technically (e.g., through a temporary session or anonymous token)?
Understanding how this access is granted is essential for us, since we want to ensure users can complete the policy form seamlessly, before any user record is created.
I was just today configuring a similar workflow where we want to send a Policy acceptance form before creating a new non-employee profile.
I configured this using the ‘Registration Invitation’ workflow action as mentioned earlier.
From what i can tell, a mail is sent to invite you to complete the form.
This form is publicly accessible and is hosted on the collaboration portal of your choosing, so not inside NERM.
You can configure the step to create a new profile after accepting the policy form if you so choose.
It depends on how you configure the workflow.
Hope this helps.
Is it possible for an external user to accept policies via a NERM-hosted form before being registered in the system?
