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
- HR Admin
- HR Team
- Business Office
- Forms Administrator
Pre-requisites
Before creating a new Process Form, you will need to determine if the Form Category that will be associated to the form exists, or if it needs to be created. Please reference Creating and Editing Form Categories for more information.
Contents
Creation of Process Forms
Navigate to: Process Forms / Form Management
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Click New Process Form
- In the blank Details of the new form, select the Process Category from the drop-down
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Important: The Process Category selection will change the remaining form fields 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, or selecting a Multi-Doc Import category will display parsing information on the form.
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Entering Form Fields
- Form Name (Required) - Enter the naming convention used for the file name (if saved to a personnel folder) and will be the name displayed when selecting the form
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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 URL Only 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 should only be selected/"turned off" when the form will no longer be needed/searchable as this will remove the Form from the Form Name filter
- 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 - Check this box if the form should fit on one PDF page when downloaded
- Destination Personnel Folder - Select the personnel folder from the drop-down, that the form will be stored in, once it has been completed
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Task Profile on Complete - If the Form should initiate a Task Profile, select from the drop-down
- Depending on the Profile, check boxes for the associated Task Tags
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Display Options - Check the corresponding boxes 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 Groups tab
- 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 for that 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
- Click Insert to complete the form; or continue with the following instructions to build your form's wording through the remaining fields
Tip: The body of the Introduction Paragraph, Email Approval Introduction Paragraph and Email Approval Completion Paragraph can be modified after the form has been created
Introduction Paragraph: Enter any additional information here about the form that will be presented, when the user initiates the form, such as detailed instructions for the form
Email Approval Introduction Paragraph: If you specify an approval can be completed via email, the information in this area 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
- Click Save when complete
Process Form Tabs
Once the form has been inserted, the form's tabs will appear, and the further customization options will be available:
Edit - Click to update previous entries on the form
Delete - Delete the selected form (only available if the form has not been used)
Template Builder - The editing tool used to custom digital form templates
Copy Process Form - Click this to 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 - Click to provide a PDF of the form template that can be shared with stakeholders for review
Import Template - Click this to provide 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 (Note: this is only available for Employee forms)
Please reference the following links to explain how these additional tabs are related to the process form:
Custom Fields (Specific tab to mail merge forms only as this 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)