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Process Forms: Eligible Groups

Allyson Ryan
  • Updated

Eligible Groups allows a specific group of employees or an individual access to a form, document, or link on a district's Available Forms page. This allows districts to restrict who can view or access certain items posted on their employee self-service page, such as bargaining unit agreements or forms only completed by administrators. 

Applicable Roles

  • HR Admin
  • HR Team
  • Business Office
  • Forms Administrator

Pre-requisites

An understanding of the Process Form Configuration & Management and Using Process Forms sections. 

Assigning Eligible Groups

Navigate to: Process Forms / Form Management

  1. Select the Form by clicking the magnifying glass

  2. Click the Eligible Groups tab

    Eligible Groups.png

  3. Click New Group

  4. In the Settings pop-up window, enter a group in one of the Criteria fields:

    Eligible Groups2.png

  5. Click Save

Tip: To provide form access to more than one eligible group, each group must be added individually by following the steps above. If multiple groups are added simultaneously in the Settings window, they will all appear on the Eligible Groups screen listed on the same line but will not have access. 

Forms and links can be defined to only be available for specific employee groups or individuals through the Available Forms menu (Employee self-service page access screen). The Criteria used to designate groups or individuals are defined below. In order to use these fields, they must be populated within the employee's record. 

Org, Object, Project

These fields are optionally defined in a district financial system and associated to an employee sent to SchoolFront; these represent how employees are grouped for budgeting and allocation purposes

Building

This entry must be entered as the location entered in the district's work locations 

Job Title 

Must be an exact match as to how the Job Title is entered in the employee's SchoolFront record 

SchoolFront Role 

Anyone with the selected SchoolFront Role from this drop-down will be able to view and access the form on Available Forms 

Department

Created during district onboarding, these are district wide department classifications:

School Departments.png

Attendance Group

*Only available to those districts using the SchoolFront Attendance module

Bargaining Unit

Created in district onboarding:

Bargaining Units.png

Employee Group 

Employee Groups must be created first and employees are then added (See Creating and Using Employee Groups for more information)

Tips: 

If you prefer to hide the form, ensure that "On Available Forms" is not checked in the Details section of the form in Form Management.

A Recommendation from SchoolFront Team: Add HR Roles to any forms or links to which the district is restricting access

 

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