Form Management: Generating Child Forms

Applicable Roles

• HR Admin
• HR Team
• Business Office

Prerequisite

Form Management: Process Form Set-up & Creation, Form Relationships: Parent & Child Forms, An Introduction to Profiles and Tasks

Contents

Automatically Generate Child Forms after Parent Form Completion

Creating the Automatic Task Profile for Child Forms

Set up Parent Form to Kick Off New Profile with Child Forms

Manually Generating Child Forms

After Parent Form Completion

Prior to Parent Form Completion

Automatically Generate Child Forms after Parent Form Completion

Child forms can be an automatic profile task. The parent form must first be configured as follows in Form Management / Form Relationships, so that the child form can only be created after the parent form has been fully approved and completed:

Navigate to Task Management / Task Profiles / Tasks

1. Click New Task 
2. From the Task Type drop-down menu, select Digital Form
3. Enter the Form name as the Task Name

4. Enter the Task Description (required)

   

5. In the Task Type Configuration section, select the Form Category from the drop-down menu
6. From the Form drop down, select the Child Form
7. In the Form Employee section, click the button for New Hire (Note: "New Hire" should be selected, even if the form itself is not specific to new hires) 
8. Click Insert

Creating the Automatic Task Profile for Child Forms

Navigate to: Task Management / Task Profiles / Profiles

1. Click New Task Profile 
2. Enter the Task Profile Name
3. From the Task Use Type drop-down, select Both
4. Enter the Task Profile Description
5. Click Insert to complete the Task Profile; Insert and Add Another to continue to Add Task Profiles; Cancel to exit without saving

6. Click the Tasks tab

7. Click on New Profile Task

   

8. In the Profile Task pop-up, check the Automatic box
9. Check boxes for the Child forms that you would like to automatically be created when the Parent form is completed

10. Click Insert

Set up Parent Form to Kick Off New Profile with Child Forms

When the fields are complete, and a Parent form is submitted, the form goes through the approval routing. Once the last approver approves the form, the Task Profile for the Child forms are then triggered and initiated. The Child Forms are created, and those forms begin their approval routing process. 

Navigate to: Process Forms / Form Management

1. Click the magnifying glass on the original Parent form

2. In the Details tab, click Edit

   

3. Select the new Task Profile with the Child Form you created in Creating the Automatic Task Profile for Child Forms, from the Task Profile on Complete drop-down menu 
4. Click Save

When the Parent form is fully approved, the task profile for the Child form(s) will be kicked off automatically and the Child form(s) will be created. 

Manually Generate Child Forms

After Parent Form Completion

To generate a Child Form that has not been set automatically as a part of a Task Profile:

Navigate to: All Forms

1. Select the Form by click the magnifying glass
2. When the Details refresh in the lower half of your screen, click Generate Related Form and proceed to step #3 below

Prior to Parent Form Completion

If there is situation where a parent form does not need to be approved prior to the child form being initiated, then child form can be generated by the following steps, provided the box Child Available Only when Parent Complete is unchecked in Form Management / Form Relationships:

In the Items Requiring Your Attention section of your dashboard, click the Pending Approval button next to the Process Forms line:

1. From the Forms Pending My Approval page, click the magnifying glass for the form you wish to use to create the Child form
   1. Note: The Form Relationship must be set in Form Management 
2. In the Details of the Form, click Generate Related Form and proceed to step #3 below

3. In the Submit Child Form pop-up, click on the line for the Child Form you wish to initiate:

   

4. In the Initiate pop-up make any necessary changes to the form

   

5. Click Create Form(s) to initiate the Child Form