Manage and Edit 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 a new form.

• 

  - Modify and save a form.

• 

  - Preview a form..

• 

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

Field Descriptions on This Screen

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 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 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 or select the form name link.

9. Ensure the Active check box is selected.

10. Select the Save Form 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 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 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 .

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.