Manage and Edit Forms
  • 28 Feb 2024
  • 10 Minutes to read
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Manage and Edit Forms

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Article Summary

Abstract

For organizations that want to use forms to collect information, Onboard applications support the use of PDF forms.

Introduction

You use the Manage and Edit Forms screen to upload PDF forms and to map application fields to form fields. these forms include:

  • State forms

  • Generic forms

Field mapping enables the system to prepopulate form fields with information already housed in the onboard applications. You can also use this screen to modify existing forms or to preview or delete forms..

Input fields in forms can be mapped to fields in Onboard, making it possible to prepopulate several form fields with information from the application database. All forms must be associated with an activity and included in a workflow attachment to make them available to the system and/or external users.

Although administrators typically have access to manage forms, you may be asked by clients to add forms to the system. You use the Manage and Edit Forms screen to add and map new forms.

You can also use the Manage and Edit Forms screen to associate Microsoft Word documents (without field mapping) with an activity and/or a correspondence template, making it possible to include the document as an attachment to a workflow step. To do this, you upload the document and specify the activity enter with which it will be associated. When you create a workflow step using that activity enter, the document is available for selection as an attachment for the activity. If a correspondence template is tied to that same activity enter, the document will also be available to be selected as an email attachment. You make these selections in the Configure Activity screen when creating a workflow. For more information, refer to Managing Job Workflows.

How to Access the Screen

  1. In the Global Toolbar, display the Settings menu and select Settings.

  2. Select the Job Settings tab to display job workflow configuration options.

  3. Display the Show drop-down list and select Forms. The Manage and Edit Forms screen displays.

Tasks You Can Do on This Screen

  • Add New form icon

    - Add a new form.

  • Save Form icon

    - Modify and save a form.

  • Preview Form icon

    - Preview a form..

  • Delete Form icon

    - Delete a form. Note: If a form cannot be deleted, the Delete Form icon does not appear on screen.

Field Descriptions on This Screen

Screen Item

Description

Language

Specifies the language in which the screen will be displayed. Note: When adding a new form, you cannot specify an additional language until you save the form in the base (default) language.

Active check box

Makes the selected form active or inactive.

Active (list pane)

Indicates whether the form is active or inactive.

Activity Type (list pane)

Indicates the type of activity with which the form is associated.

Name (list pane)

Indicates the name of the form.

Name

Specifies the name of the form.

Display Name

Specifies the name with which the form will display when accessed by users.

Description

Specifies a description of the form.

Include Other Forms

Specifies the inclusion of additional forms. If there are multiple forms that should be attached to an activity, you can specify them all at once. If you select the Include Other Forms check box, additional fields appear to allow you to select the additional forms you want to include.

Activity Type

Specifies the type of activity with which the form will be associated.

State Form Settings

 

Allow State Form Upload check box

Allows new hires to download an editable/interim version of the state PDF form, edit it, then upload the updated form back into the application. This way, new hires can electronically complete any worksheets/calculations that exist within the form. The system captures the following information from the new hire: First Name, Last Name, Employee or Beneficiary Number. This secures the basic information, and locks the fields before new hires are allowed to update the editable/interim version of the PDF form.

Required Form check box

Indicates form is required.

E-Signature Required check box

Indicates an E-Signature is required.

Federal Form check box

Indicates a form is federal.

Country

Allows selection of a country.

State

Allows selection of a state.

Upload Form

 

Document Path

Specifies the system path to the location where the form is located.

Browse button

Allows you to navigate to the location where the form is stored.

Upload As

The name of the file specified in the document path.

Max Size

Indicates the maximum file size supported for forms.

Upload button

Uploads the form specified in the Document Path field.

Primary Fields

Identifies the system category of the field you want to map (for example, employee-related fields, job-related fields, activity-related fields, and so on).

Secondary Fields

Identifies the field you want to map (for example, employee first name, employee last name, and so on). Note: If a user chooses the Education, Experience, References, Applicant General Qualification – Language or Applicant General Qualification – Skill option, an adjacent drop-down list will appear. Select a number from the drop-down list in order to map a specific instance of the field. Note: The maximum limit for Education, Experience, References and Languages is 10. The maximum limit for Skills is 15.

Tertiary Fields

Identifies any additional options associated with the secondary field that you want to map.

Map To

Specifies the field in the form to which the currently specified primary/secondary/tertiary fields will be mapped.

Save button

Saves the currently specified field mapping options and clears the fields to allow additional mapping. The mapped field information is displayed after the form fields and options.

System Field

Indicates the Talent Suite application field that was mapped.

Form Field

Indicates the form field to which the system field is mapped.

Remove

Provides a way to remove a mapped field.

Adding a Form

Abstract

You add PDF forms so they can be associated with activities, mapped to system fields as needed, and added to workflows.

Before you can add a PDF form and map it to Talent Suite fields, you must create a writeable PDF version of the form and name the fields used for mapping.

Note: Refer to the Adobe Writer system documentation or online help for instructions about creating a writeable PDF file and naming fields.

Once the writeable PDF file is available, you can upload it and map fields accordingly.

  1. Display the Manage and Edit Forms screen.

  2. Select the Add New Form icon Add New form icon to display empty fields for adding a new form.

  3. In the Name text box, enter the name of the new form.

  4. In the Display Name text box, enter the display name for the new form.

  5. If you want to include other forms, select the Include Other Forms check box. Note: If you select the Include Other Forms check box, the screen refreshes to show a list of all active forms and an empty list box. To specify additional forms, select one or more form names in the list box and then select the arrow icon to move the selected form names to the list box.

  6. Display the Activity Type drop-down list and select an activity type.

  7. In the Document Path text box, specify the location of the form. You can select the Browse button to navigate to the file location. Tip: You can select the Browse button to navigate to the file location. The document name is automatically populated in the Upload As text box. If you want to change the name of the file, you can modify the name in the Upload As text box.

  8. Select the Upload button to upload the form. If the form uploads successfully, the file name displays as a link in the Upload Form section of the screen.

  9. Select the Save Form icon Save icon to save the form.

Mapping Fields, Questions, and Answers

Abstract

Once you upload a form, you can map system fields, general eligibility questions or answers, or prescreening questions or answers to the writeable fields in the client’s PDF form.

  1. Display the Manage and Edit Forms screen.

  2. To map the first field, display the Primary Fields drop-down list and select the category (entity) with which the field is associated. Note: If you want to map a general eligibility or prescreening question or answer, choose the appropriate question or answer option.

  3. Display the Secondary Fields drop-down list and select the system field you want mapped to the form.

  4. If applicable, display the Tertiary Fields drop-down list and select the additional value associated with the secondary field.

  5. Display the Map To drop-down list and select the form field to which you want to map the system field. Note: The Map To drop-down list contains the names of all the named fields in the writeable PDF form. If you did not name the fields in the PDF file, the drop-down list is empty.

  6. Select the Save button by the Map To drop-down list to save the current mapping designation. Once the mapping designation is saved, the Primary Fields, Secondary Fields, Tertiary Fields, and Map To fields are refreshed and the mapping information is displayed in the screen.

  7. Repeat Steps 2 - 6 to map additional fields.

  8. 7. If you want to preview the form with the mapped fields, select the Preview Form icon Preview Form icon or select the form name link.

  9. Ensure the Active check box is selected.

  10. Select the Save Form icon Save icon to save the form. Note: To associate a document other than a PDF form with an activity and a correspondence template (if applicable), complete steps 1-8 only; no mapping is required.

Mapping Check Boxes

Abstract

Once you upload a form, you can map system fields to check boxes in the PDF form.

  1. Display the Manage and Edit Forms screen.

  2. Display the Primary Fields drop-down list and select the category (entity) with which the field is associated. Note: If you want to map a general eligibility or prescreening question or answer, choose the appropriate question or answer option.

  3. Display the Secondary Fields drop-down list and select the system field you want mapped to the form.

  4. Display the Map To drop-down list and select the form field for the check box to which you want to map the system field.

  5. Select the Save button by the Map To drop-down list to save the current mapping designation. A Map Field link is added for the field.

  6. Select the Map Field link to display the Data Mapping for Check Box call-out. You use the call-out to specify the values for which the check box is enabled (selected) in the form. In the call-out, the Enable the Check Box When the Field Value Is list box contains two values:

    • IN: Specifies the check box is selected for the value selected in the adjacent list box.

    • NOT IN: Specifies the check box is selected for the values not selected in the adjacent list.

  7. Display the Enable the Check Box When the Field Value Is drop-down list and select IN or NOT IN.

  8. In the adjacent list box, select the appropriate values.

  9. Select the Map button. Note: If using the IN option for multiple check boxes, you must map the field for each check box and select only a single value in the list box. For example, you would map once using the combination IN Married; map a second time for the combination IN Married, but withholding at higher Single rate; and map a third time for the combination IN Single.

  10. Repeat Steps 2 - 10 for additional check boxes.

  11. Ensure the Active check box is selected.

  12. Select the Save Form icon Save icon to save the form.

Modifying a Form

Abstract

You can modify a form by removing and adding form fields.

You can use the Show statement to filter the list of forms by type (active or inactive) and by activity type. When you change a form, the changes are applied to all instances of the form, including those already in use.

Leading Practice: If you need to make changes that require uploading a new form or changing the mapping within the PDF document, you need to check the mappings to ensure the PDF document still populates properly.

  1. Display the Manage and Edit Forms screen.

  2. Use the Show statement to filter the list of forms displayed in the list pane.

  3. In the list pane, select the name of the form you want to modify. The details for the selected form display.

  4. Map additional form fields, if necessary.

  5. If you need to remove a mapped field, select the Remove link for the field.

  6. Select the Save Form icon Save icon to save the form.

Deleting a Form

Abstract

You can delete a form only if it is not currently in use.

You can use the Show statement to filter the list of forms by type (active or inactive) and by activity type.

Leading Practice: If you need to make changes that require uploading a new form or changing the mapping within the PDF document, you need to check the mappings to ensure the PDF document still populates properly.

  1. Display the Manage and Edit Forms screen.

  2. Use the Show statement to filter the list of forms displayed in the list pane.

  3. In the list pane, select the name of the form you want to delete. The details for the selected form display.

  4. Select the Delete Form icon Delete Form icon.

  5. When the confirmation message appears, select the Yes button. Leading Practice: If a form cannot be deleted, you can deactivate it to prevent it from being used inadvertently. To deactivate a form, select its name in the list pane to display its details and then clear the Active check box.