Process forms are used for non-claim forms that need to be signed by the employee and stored in their personnel folders. Process Forms allow for the employee to fill out pre-defined fields that will appear on the form submitted.
Applicable System Roles:
- Administrator
- HR Admin
- HR Team
- Forms Administrator
Pre-requisites: Creating and Editing Form Categories
Creation of Process Forms
Before creating a new Process Form, you will need to create a new Form Category or verify you have one created previously that you would like to select.
In the left navigation menu, click "Process Forms" then "Form Management":
Select “New Process Form”:
The Process Category selection will change the form detail options depending on the type of form you are creating. For example, selecting a category related to absences will display absence codes at the bottom of the form and selecting a Multi-Doc Import category will display parsing information on the form. The body of the Introduction Paragraph, Email Approval Introduction Paragraph and Email Approval Completion Paragraph can be modified after the form has been created. Once your form details have been entered, click "Insert":
Form Field Definitions:
Form Name (required): this is the naming convention used for the file name if saved to a personnel folder and is the name displayed when selecting the form.
Process Category: drop-down menu, will include previously defined categories. The categories are sorted by the type of form in parenthesis, and then the name of the category. The type of form may add additional fields, the following fields are fields common across all form types.
Enabled: Must be checked for form to be used anywhere in the system. Keep this off until the form definition is completed. This can be left unchecked to disable a form when you no longer want it used.
URL Only: Selecting this option changes the fields available on the form. Select this when you want to provide a link on the available forms page to a form that is hosted outside of SchoolFront. For instance, some insurance companies require users to submit the forms directly on their site. When selected, a URL field will be presented, and the fields below will no longer be displayed. The URL will be opened in a new window when selected on the available forms.
Archive from Filter: This will remove the form off the Form Name filter. This should only be selected/"turned off" when the form will no longer be needed/searchable.
Form Description: A brief description of the form will appear on the "Available Forms" screen and should provide the user with information to help them choose whether this form will meet their needs.
PDF Fit One Page: Select this if you wish the form to fit on one PDF page when downloaded.
Destination Personnel Folder: The personnel folder that the form will be stored in, once it has been completed.
Display Options: Where the Process Form will be displayed and available for selection:
- On Available Forms: Available for employees to select and submit on the Available Forms grid. The Eligible Groups tab will limit who can see it on the available forms page.
- On Employee Tab: Forms submitted with this form template will be displayed on the Process Form tab on the Employee Grid, when the selected employee is the employee associated with the form submission.
- On Employee Grid: The form can be submitted from the Employee Grid for a specific person or persons. Who can submit the form is determined by the "Submit on Behalf" tab rule.
- On Submitter Tab: All forms can be viewed on the Employee grid Process Form tab that the selected employee has initiated.
- As Task Option: Will be available as a potential form when creating profile tasks of type Process Form.
- As Read Only Grid: Allows the form to be viewed in a grid that includes the custom fields as columns. The users that can see it will be determined by the Read Only Grid Access tab rules.
- On Kiosk: The form will be available for selection on the HR Hub.
Introduction Paragraph: Any additional information about the form that will be presented when the user initiates the form, such as detailed instructions.
Email Approval Introduction Paragraph: If you specify an approval can be completed via email, this will be displayed when the user clicks the link provided in the email.
Email Approval Completion Paragraph: If you specify an approval can be completed via email, this will be displayed when the user has approved the form provided in the email.
After the form has been inserted, additional tabs will appear, and the following options will be available:
Edit: Gives you the ability to update previously selected entries
Delete: Delete the selected form (only available if the form has not been used)
Template Builder: Editor to build custom digital form templates
Copy Process Form: Will create an exact copy of the form template and all related tabs. This feature is often used in creating "Child" forms from "Parent" forms. See Form Relationships: The "Parent" and "Child" Form Method – SchoolFront for more information.
Form Template: Provides a PDF of the form template that can be shared with stakeholders for review.
Import Template: Only available for Employee type forms, this provides an Excel template that can be used to create form submissions via an import. The template will include a column with the form name and a column for each custom field that is available on submit.
Additional Tabs
The following are links to explain how these additional tabs are related to the process form:
- Eligible Groups
- Approvers
- Email Rules
- Custom Fields (Specific tab to mail merge forms only) – allows for the creation of fields that can be populated by the form's submitter and used in the text of the mail merge form.
- Read only Grid Access
- Submit on Behalf Groups
- Form Relationships