What are Forms?

A form is a reusable template. It defines what a candidate sees and does at a step in their onboarding workflow. You build a form once and it can be used across any placement it is added to.

Forms collect information including name, address, document upload, whatever the situation calls for, but they also do so much more...

• A form can also display information such as rich text, embedded videos, content blocks that pull in the candidate's name or any custom attribute.
• Combined with a signature field, a form becomes an acknowledgment such as a digital handbook the candidate reads and signs, an offer letter they confirm receipt of, a safety policy they attest to.
• And forms are also where you configure and execute integrations such as running a background check with a specific vendor package, syncing data to an HRIS, or kicking off any other connected workflow.

So a form is four things at once:

• A way to collect data from candidates.
• A way to display information to candidates.
• A way to capture acknowledgment via e-signature.
• A way to trigger integrations with external systems.

Most real-world onboarding forms blend two or more of these...

• A state tax form walks through the rules, collects the inputs, and ends with a signature.
• An employee handbook displays the policy with embedded video and ends with an e-signature.
• An offer letter renders the candidate's name, role, and pay rate from variables, then captures their acceptance.
• A background check form configures which vendor package to run, then kicks off the case as soon as the candidate submits.

Forms are accessible via the Onboarding Portal > Configuration > Forms:

Creating a Form

Forms can be created via the following methods:

• Manually
• Uploading a File
• AI Form Builder

For this article, we will run through an example of uploading a file that will also utilize the AI Form Builder.

Begin by navigating to the Onboarding Portal > Configuration > Forms and select "New Form":

Either drag and drop the file(s) into the field or select "browse your computer" to locate the file(s):

Once the files have been added, rename any file whose filename isn't the form name you want. The name you set here becomes the form's name within the Onboarding Portal:

Set the "Document Type" on each file or keep it on "Auto-Detect":

Within the "Settings for all forms" window, select the intended "Output Language", add any relevant "Tags" and, once complete, select "Create # Forms":

A banner will display that states the form is currently being built by the AI Form Builder. The status can be tracked by selecting "Track this upload" within the banner:

Once the AI Form Builder has finished creating the form based on the uploaded file, if successful, you will see the form have the status of "Built":

Reviewing the Form

Selecting the form will navigate you to that form's dashboard. Within this dashboard, you can add/edit the following:

• Display Name
• Display Description
• Release Notes
• Days Before Task Due

It is also within the form's dashboard where you can...

• Deploy the form to be assigned to employees for completion.
• Edit the form to make any necessary changes before redeployment.
• Preview the form to review any changes.
• Delete the form if it is no longer needed within the organization.

To continue with the example, let's go ahead and select "Open Editor" to verify how the AI has built the form.

Within the Form Builder, we can see how our entire employee handbook has been added as a form, including a link to the multi-page PDF handbook that we have uploaded along with the generated field for the employee signature:

Adding an Employer Page

While we are currently capturing the employee signature to confirm their reviewing of the handbook, we also need the employer to sign.

For this, we will want to add an additional page by selecting the "+" at the top left of the form builder to open the "Add a page" window:

Within the "Add a page" window, enter the name of the page and select "Employer" from the "Assignee" dropdown. Select "Add page":

Within the new page, select "Add Field" and select "Content" as we want to include confirmation text that the employee has received and reviewed the handbook:

Add the appropriate information within the "Content" block and then select "Add Field" and select "Signature":

We can open the settings of the signature field by selecting the gear icon to verify the field is setup how we want:

With the form content configured how we want, we can now decide whether a form translation is needed.

Adding a Form Translation

Forms support translations at the "version" level. Each language is added as a separate translation while the version is within a "Draft" status. Once the version is published, its translations are locked.

Once complete, we are ready to preview the form before publishing and deploying.

Previewing the Form

Select "Preview" at the top right to open a preview of the form and allow us to run through the steps with test data:

Within the preview, we can complete the steps provided within the form, including the signing as the employee and employer:

Once we have finished previewing that the form functions as intended, we can move to publishing and deploying the form for employees to complete.

Publishing and Deploying the Form

Close the "Preview" window and back within the Form Builder, select "Publish" at the top right:

Within the "Deploy Form Version" window, select "Deploy (live)":

At this point, if you have a policy created that you want to immediately add the form to, select it from the dropdown. Or you can create a new policy with this form. If you do not want to add the form to a policy at this time, select "Cancel":

With the form published and deployed, in the event any additional edits are required, a new "Draft" version of the form will need to be created:

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