Onboarding Profiles - Benefits: Using the Cancel Submission Feature

Applicable Roles

• Administrator
• HR Admin
• HR Team

Pre-requisites

Form Management: Process Form Set-up & Creation 

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

1. From the left navigation menu, select "Process Forms" / "Form Management"
2. Locate the form for which the new hire should be allowed to cancel and click the magnifying glass 
3. When the form displays, click the "Approvers" tab in the lower half of your screen
4. Click the pencil icon for the "Employee/Candidate" approver level

5. In the pop-up window, check the box "Allow this Approver to [Cancel] the Submission

   

6. Click Save
7. Next, 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 pop-up window, change the Display Order to 1, so that these instructions will appear at the top when the new hire opens the form to review
   4. Enter a Field Name such as "Cancel Instructions sep"

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

      

   6. Enter something that explains what the New Hire should do and in what circumstances in the "Custom Field Display Name" box as the example illustrates:

      1. 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. Change the display option for this custom field by changing the "Submit" drop-down to "Hidden"

      

   8. Change the "Approval 1" drop-down to "Read Only" and all other approval levels should be hidden
   9. Click Save

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. 

1. From the left navigation menu select - Notifications / Templates

2. Click "New Notification Template" at the top of your screen

   

3. In the name field, enter "Benefits Form Canceled by Employee" (or something similar)

4. In the Notification Category drop-down menu, select "(Human Resource Employee Process Forms) Process Forms"

   

5. Click "Insert"

6. Click "Edit" in the details tab

   

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

   

8. Select, "Staff Full Name" in the Notification Marker drop-down
9. Click "Append"

10. The custom field will now appear in the Default Email Subject line (a space may be needed between the custom field and the text before it). When sent, the system will auto add the new hire's name

    

11. Click Save
12. Click "Notification Builder" and follow the instructions in Creating Notifications section - Copy Heading Source to enter the Notification Header for this template

13. In the body of the notification, under the header you just inserted, type text to indicate that the new hire has canceled the form as shown in this example:

    

14. When the notification is complete, click Save
15. Return to Process Forms / Form Management and click the magnifying glass for the form to which the Cancel Feature was added

    1. Click the "Email Rules" tab within the form:

       

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

    

17. Check the box for "On Cancel"

18. Select the new notification from the corresponding drop-down menu

    

19. Click Save