The Form Management functionality provides a fast, intuitive user interface (UI) that allows administrators to create forms to support self-service. Forms can be utilized for requesting changes to User Record data, which is routed through pre-configured approval workflows. Once all approvals are granted, the requested changes are automatically reflected on the User Record.
Administrators can build forms based on the organization’s needs, by including OUs, Standard and Custom Fields. To support the self-service request with additional information, Question Bank fields can be added to provide additional information related to change. Administrators can pre-populate fields with existing User Record information, set fields to read-only, or as mandatory.
Users can initiate forms, for example, changing their home address, or Managers can start forms for their subordinates, for example, in cases of termination. Additionally, administrators can assign forms to users by creating form tasks. These tasks are automatically assigned to the users selected to receive the task.
The Form Management features are part of the employee onboarding process. This process also includes the ability to create onboarding workflows. Workflows are used to manage the onboarding process by creating various tasks, such as filling out forms, which are then completed and submitted by new and transitioning employees.
You can perform the following tasks in Form Management:
- Form Task Administration - Enables administrators to view, create, edit, copy, and delete form tasks. From this page, administrators can also access details of the form task from the Form Task Snapshot page.See Form Task Administration.
- Form management - Provides a simple, intuitive process for creating and managing forms. From the Manage Forms page, administrators can view, create, edit, copy, and delete forms. Additionally,forms can be refreshed to reflect custom field name and translation adjustments which were done after the form is published. See Manage Forms.
- Self-Service Form Submissions:
- Form Approvals Workflows Management - Edit, and copy form approval workflows. You can also check the active status of a workflow.See Form Approvals Workflows Management.
- See Action Item - Forms.
- Question Bank - Administrators can create and manage questions for use in any form. See Question Bank Overview (Forms).
Permissions
The following permissions are part of the Form Management functionality:
| PERMISSION NAME | PERMISSION DESCRIPTION | CATEGORY |
| Form Self-Service - Manage | Grants access to manage Form Self Service and Self-Service Submissions within Manage Forms. This permission can be constrained by OU and User's OU. This is an administrator permission. | Forms Administration |
| Form Task Snapshot - Manage | Grants access to the Form Task Snapshot functionality within Form Task Administration. This permission cannot be constrained. This is an administrator permission. | Forms Administration |
| Form Task Administration - Manage | Grants access to the Form Task Administration functionality. This permission can be constrained by OU and User's OU. This is an administrator permission. | Forms Administration |
| Question Bank - Manage | Grants access to the Question Bank functionality. This permission can be constrained by OU and User's OU. This is an administrator permission. | Forms Management Administration |
Availability
Forms are available to organizations that are using Onboarding or Cornerstone HR. For information on Training Forms, select the following link: See Training Forms Administration.
Use Cases
Use Case 1: Updating the personal contact details
Using the Form Management functionality, the HR administrator builds a form with the relevant address and contact Standard fields and makes the form available for all employees to select.
Use Case 2: Updating the bank account details
The HR administrator creates bank account-related Custom fields, builds the form, and publishes the form so that it is available for the relevant group of employees.