Employee Forms Module 'How-To Guide'

*Below is a detailed breakdown of the different components in the Employee Forms module once the Web and PDF Forms are made into Employee Forms.*  

Employee Form Settings & Results

On the Staff Management side under the Setup – Employee Forms – List Forms screen, is where all the settings are for the forms.

Some of the things controlled on this screen are the Fill Frequency, Approval Chain, Email Notifications, Attachment/Upload Options, Signature settings and the staff the form will be visible to.

Also on the Staff Management side, there will be a Results screen. You will have to filter for the form you want to view, then it will allow you to look at everyone's forms instead of having to go through the individual accounts. If you are an approver of a form, you will only be able to do so in your Employee Portal. 

Roles and Permissions for Employee Forms

In Staff Management to view the Results screen you will need access to these screens (Managed under System - Security):

In the Employee Portal, for the staff to view and fill out their Employee Forms, they will need access to these screens (Managed under Setup - Employee Portal): 

In the Employee Portal, for the Approvers to view and sign off on the Employee Forms, they will need access to these screens (Managed under Setup - Employee Portal): 

Form Folders and the Employee Portal

When setting up the Employee Form you will have the option of putting the form in a 'Form Folder'. The Form Folders can be managed on the Setup - Employee Forms - Forms Folders screen.

This is how the Folders will be displayed in the Employee Portal

If you do not see the forms displayed in a folder, that most likely means the Form Frequency is set to "Unlimited", which requires the staff members to select the "Fill Other Forms..." button and select the form.

To verify the Form Frequency, you can do so on the Setup - Employee Forms - List of Forms screen.

Approving and Reviewing Employee Forms

If you have any forms with an Approval Chain, the approvers, will go into their Employee Portal under Documents - Approve Employee Forms screen. By default the search filters will look for the forms that are in the “Waiting for Approval” status and “Needs My Approval”. You can always change the filters for what you are looking for. 

A form will only display with the "Needs my Approval" search parameter if the user is the next in line to approve.

The forms can be denied or sent back to an employee. Each approver will have those options when the form is ready for their signatures 

*NOTE: Only the next approver in line will be notified that a form is submitted and ready for approval. Once the 1^st approver signs off on it, the next approver in line will receive a notification that it is their turn to approve the form and so on.