Managing Forms
Overview
This article covers how to validate, test, and disable forms, as well as how to update the PDF associated to a form.
Validating Forms
Once a form has been created and mapped to the PDF, validate and test it to ensure candidate data will properly fill the PDF. After validation, any fields that were omitted from the PDF will be listed in the form details page header.
- The form header displays the message, “This form is not yet validated and thus not ready to use.”
- Select the click here link to re-validate the form.
- If all fields have been placed successfully, the validation message will no longer display.
- If any fields are not mapped, they will be listed in the header.
- Click Edit/Update Fields to place any missing fields
- Re-validate from the click here link in the header message.
Testing Forms
Testing forms before making them available to candidates is key in ensuring candidates do not encounter issues as they use the portal.
- From the Main Menu, select candidates, then select the name of a test candidate.
- Open Onboarding > Active Workflows to confirm the candidate is not currently enrolled in any onboarding. You can remove any existing onboarding requests by clicking the … icon next to the request, then selecting Delete.
- Click New Onboarding Request.
- In Order Workflow, choose the form(s) you wish to test.
- Click Send Workflow The action used to initiate the sending of Forms and Packages..
- Scroll down in the candidate’s profile and select Login as [username].
- Choose the reason to log in as the user and add text to the Details (e.g., your initials), then select Continue.
- A new window opens as the candidate sees the site.
- Click Start Forms.
- Enter or review their Preliminary Details and select Next.
- Enter data in all required fields, confirming the conditional fields function as expected.
- Click Finish and Sign.
- Click I Accept.
- Review the fields on the form to ensure they’re displaying the correct data.
- Sign or initial as required.
- Select Agree.
- The forms are saved and you can close the window.
Disabling Forms
The Disabled Forms section of the Form Any document that needs to be completed and signed by a Candidate Management menu provides access to forms that were removed from other form sections or that have Enable Form toggled off.
To reenable a form:
- In the Disabled Forms section, expand Onboarding Forms.
- Select the form you wish to reenable.
- In the right panel of the form, toggle on Form Enabled?.
- Validate the form for it to display to candidates.
Replacing PDFs
- In the Form Manager The tool for building digital Forms menu, click the title of the form you need to update.
- Click Upload New Form (Select File).
- Select the new PDF from your file explorer.
- A modal opens.
- Select Replace Form and Keep Fields to add or edit any fields. A new window opens for you to adjust fields on the PDF.
- Select Replace Form and Remove Fields. Drag and drop the fields on the updated PDF.
- When finished, select Next.
- Click Save.
- Select Leave from your browser’s prompt to save changes and return to .
The new PDF must have the same number of pages as the PDF it is replacing for retaining fields.