Creating Custom Forms (Onboarding)

Use the Form Library to create a custom form. When creating a custom form, the fields to include on the form must be added and configured manually.

To create a custom form:

1.

Click Back Office.

2.

From System|Change select Form Library. The Form Library displays.

3.

Click Create New Form. The Create New Custom Form form displays.

4.

Complete the following:

Field	Action
Form ID	Enter a unique ID for the form. Required.
Form Name	Enter a title for the form. Required. PrismHR recommends using spaces, not hyphens. Hyphenated words do not wrap correctly in Onboarding. If additional languages are configured on the system, clicking this field causes a Form Name window to display, where a form name for each language can be entered.
Description	Enter a brief description of the form.
Workflow Type	Select Onboarding. Required.

5.

Click Continue. The Edit Custom Form form displays.

On the General tab, entries are made automatically in the Form Name field and the Description field based on the information entered on the Create New Custom form. These entries can be edited if necessary.

6.

Complete the following:

Field	Action
Form Symbol	Enter a symbol for the form (any two characters A-Z, 0-9). Required.
Business Rules	Click this field to display a list of business rules that can be applied to the form. For more information, see Business Rules Library (Onboarding) . Note:  If a business rule is applied to Form I-9 Section 1, the same business rule must be applied to Form I-9 Section 2.
Form Set	Click this field to display a list of form sets that can be assigned to the form. For more information, see Form Sets (Onboarding).
PDF Integration	Upload PDFs with the capability of mapping them to the custom form. For more information, see PDF Integration.

7.

Click Save. Alternatively, access the Layout tab to modify the layout of the form.

To modify the form layout:

1.

Select the Layout tab.

2.

From Field Type, drag field types to the layout on the right. Field types are customizable and vary depending on the type of form.

Some field types, such as Textfield, Text Area, Checkbox, Select List, Radio Button, and E-signature, can be edited. Others are read-only. Editable field types allow employees to enter unique data.

Note:  If a field type is configured for additional languages, the languages for which the field is available displays in the Languages column.

If PDF integration is used, the PDF Fields list displays. From here, the editable fields extracted from the PDF can be selected for inclusion on the custom form. For more information, see PDF Integration.

Note:  When PDF files are uploaded in an additional language, the file's mappable fields are parsed and compared to the field map of the English PDF file. If there is a mismatch of fields and field IDs with the English field map, it is rejected by the system.

3.

To customize field types, click Configure. Field Type parameters vary. For more information about setting up field parameters and settings, see Form Library Fields.

•

To preview the form before saving, click Preview Form. If additional languages are enabled on the system, a form preview includes an additional language, such as Spanish.

When previewing a form in a different language, text that is not translated displays in red. This can help identify missing translation strings.

When previewing a form with conditional form fields, these conditions should correctly be displayed or hidden when the parent field conditions are changed.

•

To return to the Form Library without saving changes, click Return to Forms Library.

5.

Click Submit Form when the form is complete.

Parent Topic

Managing Forms (Onboarding)