Onboarding Profiles - Benefits: Using the Cancel Submission Feature

Applicable Roles

• HR Admin
• HR Team

Pre-requisites

Form Management: Process Form Set-up & Creation, Process Forms: Approvers, Process Forms: Custom Fields

Contents

Setting up a Form to Allow a New Hire to Cancel

Notifying the Benefits Coordinator of a Canceled Form

Setting up a Form to Allow a New Hire to Cancel

Navigate to: Process Forms / Form Management

1. Click the magnifying glass on the form, for which the new hire should be allowed to cancel
2. Click the "Approvers" tab

3. Click the pencil icon for the "Employee/Candidate"

   

4. In the Form Approver Management pop-up, check the box: Allow this Approver to [Cancel] the Submission

   

5. Click Save

It is important to explain the process to the new hire on the form, so they understand what to do, and why:

1. Click the Custom Fields tab in the form

2. Click New Field

   

3. In the Mail Merge Custom Field Management pop-up window, change the Display Order to 1 - this ensures that these instructions will appear at the top, when the new hire opens the form to review it
4. Enter a Field Name such as "Cancel Instructions sep"

5. In the Custom Field Type drop-down, select "Field Entry Separator"

   

6. In the Custom Field Display Name - Type something that explains what the New Hire should do, and in what circumstances, box as the example illustrates:

   

   *Another example for the Custom Field Display Name could read: "If not enrolling in the Dental & Vision plan, click the "Cancel Submission" button on the bottom left side, then sign in the red box and click "Save"

7. Field Display
   1. Change Submit to "Hidden"
   2. Change Approval1 to "Read Only"
   3. Change all other Approval levels to "Hidden"
8. Click Save to complete; Click Save & Add Another to continue adding Custom Fields; Click Cancel to back out without saving

Notifying the Benefits Coordinator of a Canceled Form

It's important to set up a notification that will automatically go out to the Benefits Coordinator whenever a new hire cancels an enrollment form. This way, the Benefits Department will not be waiting for the new hire's completed form. 

Navigate to: Notifications / Templates

1. Click New Notification Template
2. In the Notification Category drop-down menu, select a category which includes: (Human Resource Employee Process Forms) *Depending on District preferences, the naming convention for the Notification Category after "(Human Resource Employee Process Forms)" may differ

3. Enter the Name "Benefits Form Canceled by Employee" (or something similar)

   

4. Click Insert

5. In the form's Details tab, click Edit

   

   1. In the Default Email Subject line, enter a default subject such as: "A Benefits Form Has Been Canceled By"

      

   2. In the Notification Marker drop-down select, Staff Full Name

   3. Click Append

      

   4. The custom field will now appear in the Default Email Subject line and when the Notification is sent, the system will automatically add the new hire's name (Note: a space may be needed between the custom field dashes and the text before it)

      

   5. Click Save
6. Click Notification Builder 
   1. Tip: Follow the instructions in Creating Notifications section - Copy Heading Source to enter the Notification Header for this template prior to creating the body

7. In the body of the notification, type text to indicate that the new hire has canceled the form - as shown in this example:

   

8. Click Save when complete
9. Navigate to Process Forms / Form Management 
10. Click the magnifying glass for the form that the Cancel Feature was added to in Step # 4 above 

    1. Click the Email Rules tab

       

    2. Click the pencil icon for the Eligible Approver level of the Benefits Coordinator

       

    3. In the Form Email Rule Management pop-up

       

    4. Check the box for Email on Cancel
    5. Ensure the Notification Category is correct 
    6. In the Notification Template drop-down, select the "Benefits Form Canceled by Employee" Template you created 
    7. Click Save