Overview
Forms in Onboard are PDF documents that you can have the new hire complete and electronically sign, and then you can download them to store in your HRIS. You can start with any PDF, upload it to Onboard, and then highlight the data elements on the form. When the new hire provides information through the product, it can be placed at highlighted locations on the PDF document. The final output is a downloadable PDF document with all the information in the right places and looks just like a paper form.
The admin tool used to set up forms within the product is Forms Builder.
Before you begin building the form, ensure you have the following:
- Form ready, in PDF format.
- Understand the participants who will be completing the form and which sections of the form they should complete.
Audience
Onboarding Admin
Create Form
Navigate to the Onboard Admin tab, then select Forms.
Click + New Form.
Complete the fields in the New Form popup:
- Form Name – Provide the name of your form
- Form Language – Set the language the form will be displayed in
- Security – Select this option if the form contains confidential data
- Upload File – Upload the desired form
Click Create.
Complete the steps in the New Form builder:
- Form Info
- Steps
- Fields
- Signature
- Web Forms
Form Info
Verify the form info and determine how many steps will be included in this form.
- Steps and Workflows - Different activities will happen to complete this form. E.g., your form may have a section for an employee to complete followed by an employer review. You can choose their relationships once you have identified the number of steps. There are two options:
- Basic Workflow / Sequential – If your steps require a certain order of completion, choose this option.
- No dependencies between steps—If your steps do not have a specific required sequence, you will choose this option. It means that all the steps can be completed in parallel without a need for a specific order.
- Download Permissions -The user has access to the completed form or not. Select the desired permissions.
Click the next arrow.
Steps
Complete the Name, Activities, and Dependencies options for each step.
Steps can have one or more activities going on:
- Data Input – Check this if you require this user to input data. Sometimes, you need users only to read data; in such cases, you don't need to mark this.
- E-signature – Check this if you require the user to sign.
- Approval – If you check this box, the form cannot proceed to the following step unless the approver approves.
Click the next arrow.
Fields
You can either create a new field or add an existing one from the set of custom/standard fields.
Existing Field
If you select to add an existing field, it will be cloned from existing fields.
Click Add Existing.
Select the desired field.
Click the Field Info arrow.
Drag and resize the text box field to the appropriate location on the form.
When the text box field is in the right spot, click the Field Marking green checkmark.
Click the Marking Locations next arrow.
You can select if the field is editable, readable, or mandatory for each step.
NOTE: If your step did not include Data collection activity, then you will not have the option to mark a field as editable for that step.
Click the Field Access next arrow.
Determine the Value Mapping for the field. Field mapping defines the value mapping relationship between a form field and a custom/standard field. There are three options:
- Reads Value From Source Field – This will copy the value of the source field into the form field (does not update the source field after you make edits from the form field).
- Read and Updates Value From Source Field – This option will read the value from the source field and update the source field's value when the user edits the form field.
- No Value Mapping – This option transfers no value between the fields. Only the structure of the source field is used for the form field.
Click Save.
Repeat this process until all fields the new hire needs to complete in the form have been added.
Create Field
You may need to create a new field if it isn't available in the existing options.
Click Create New.
In the New field popup, choose a field type in the dropdown.
Click Create.
Name your field in the Label text box.
Click the Field Info next arrow.
Drag and drop the text field into the appropriate location on the field, then click the Field Marking green checkbox.
Adjust any needed settings in this section, then click the Marking Locations next arrow.
Review and adjust the necessary options in the Field Access section, then click Save.
Repeat this process as necessary. Click the next arrow to continue to the Signature tab.
Signature
You can annotate where you want to capture the new hire's signature on the form.
Select a signature type:
- Drawn signature
- Type to Sign
- Both
Then, select the additional signature type:
- Full Signature
- Initials
- Date Signed
Click Mark e-signature.
Drag and drop the signature text box into the desired location, then click the Field Marking green checkbox.
Click the next arrow to continue to Web Forms.
Web Forms
The web front end for the form acts as a data capture screen. The data captured on this screen flows onto the .pdf form. You can also use field names to provide instruction (e.g., edit the field name First Name to say Please provide your legal first name).
Drag and drop the fields into the Web form.
Click Preview to view your form.
Review the form. Then, close out of the preview and click Save.