TABLE OF CONTENTS

Explanation of terms

Forms are a type of questionnaire that you can have your onboardees fill out, allowing you to request specific information. They consist of the form and the form fields it contains.

 

Configuration

On the page Forms a new form can be created via + Create.

See: Create forms.

 

Behaviour in the system

Forms

  • Forms can be selected in portal tasks so that Onboardees can view the forms in employee portal themselves.
  • In the onboarding  tab, additional information all created forms are displayed and can be filled out manually here.
  • Any number of forms can be created. 
  • Instructions for forms
    • Title
      Provide a meaningful title that indicates the content. The title can be visible to users in onboarding processes and to onboardees in portal tasks.
      To make internal forms easier to recognise, you can add a note "(Internal)" in the form title, for example.
    • Selectable for Portal Tasks
      Yes: The form can be selected in portal tasks and can therefore be displayed to onboardees.
      No: The form cannot be selected in portal tasks and is therefore used for internal purposes. 
    • Additional Permissions
      Additional permissions supplement the permissions of the role that a responsible user has.
      Example

      User A has the right to be selected as a manager in onboarding processes. However, the user role does not have the right to view forms. User A can therefore see the onboarding processes for which they are responsible, but cannot see any form data for their onboarding processes. For example, they cannot see the bank or health insurance data that onboardees have submitted via forms in the employee portal.
      In the case of user A, this is intentional, as he cannot access sensitive data as an employee. However, user A should order suitable work clothing for his onboarding team. To do this, he needs access to the data on the "clothing sizes" form, which the onboardees have also submitted via the employee portal.
      This can be achieved by assigning the additional permission see for the executive status in the configuration size form. This additional permission is assigned to every user who is selected as a manager in an onboarding process. For example, user A receives the additional permission to exclusively view the form "Confection size"en" exclusively in onboarding processes for which he has been selected as the responsible manager.

      Note  

      The assignment of additional permission only affects a user if they do not yet have the corresponding permission. If a user can see forms without additional permission, then the permission required for this is contained in one of their user roles.

  • Sorting
    In the overview of the forms you will see two horizontal lines || these indicate that you can change the order of the form fields by pressing and dragging. In Portal tasks and in Onboarding in the Additional information tab, these forms are displayed according to the order in the ¨overview.
  • Deletion
    When deleting forms, a distinction must be made as to whether they already contain completed fields or are empty. If fields are already filled, the form will continue to be displayed. If the fields are empty, it is hidden with deletion.
  • Renaming
    Forms can be renamed at any time. The changes are immediately visible in every form already displayed. This means at the latest when the page is reloaded. In some cases, it is necessary to clear the cache before this becomes visible.


Form fields

  • Form fields are the fields in forms that can be filled by onboardees. 
  • Form fields are always linked to a form and are created in a tab on the form.
  • Any number of form fields can be created.

  • Explanatory notes for form fields

    • Type:
      • Text 
        A free text field with a maximum of 255 characters.
      • Textarea (max. 4000 characters)
        A free text field with a maximum of 4000 characters.
      • 5 Star Rating
        Question can be rated with 0-5 stars
      • Yes/No
        Questions can be answered with Yes or No
      • Yes/No/No answer
        Question can be answered with Yes, No or No answer
      • Value list (single choice)
        Any number of answer options are then created. One option can be selected for the answer.
      • Value list (multiple choice)
        Any number of answer options are then created. Any number of options can be selected for the answer.
      • IBAN
        Account data can be queried via the form field. A plausibility check is carried out.
    • Required
      If yes is selected, the form can only be sent if this form field has been filled in.
    • Usable as placeholder in
      If the form field is to be used as a placeholder in portal articles or/and task descriptions, the corresponding option can be selected here. 

      Attention

      When using the placeholder in task descriptions, we recommend avoiding sensitive data in the form field, as the content may also be sent to external recipients (outside the system) and will be visible even without permission for the field. If you still want to enter sensitive data, please consult your data protection officer in advance.

    • Screening Question (Internal Name)
      By entering the value for the internal name of a screening question from applicant management here, the applicant's answer can be transferred to onboarding if the function Hand Over to Onboarding is used and the type of form field and screening question is text or textarea.

  • Sorting

    In the overview of the form fields, you will see two horizontal lines || these indicate that you can change the order of the form fields by pressing and dragging. These are displayed in the form according to the order in the overview.

  • Deletion
    When deleting form fields, the data remains in the respective onboardings in which it was already displayed. They can also still be changed and saved there. Only when the field is emptied and saved empty is it hidden in the existing onboarding.

  • Renaming
    Forms can be renamed at any time. The changes are immediately visible in every form already displayed. This means at the latest when the page is reloaded. In some cases, it is necessary to clear the cache before this becomes visible.


How our customers use this

Many customers use the forms to digitally map their personnel questionnaires, for example, or to request work clothing for their employees. However, queries about event participation as part of onboarding, birthday vouchers, etc. are also mapped via the form.