Form View

Form View

Modifying the layout of a Form

Your forms can either be in a Single page or Multi-page layout if there are a lot of fields. After creating your form, go to Form properties, and under Form Layout, select Single-page layout or Multi-page layout.

Click here to know how to create a form.

Organizing Forms under a Tab

  • From your home page, go to Settings (gear icon) > Forms and Tabs > Tabs
  • Use the drag and drop option to re-arrange the forms as per your need.

Forms can also be re-arranged between tabs by using this option. It is also possible to use the drag-and-drop option to re-organize the Tabs.

Previewing a Form

You can preview any form that you have created and customized by clicking on the Ellipsis icon > Preview Form

Previewing Forms based on Roles

Yes. This is possible. Once you have created the form or customized the form and set various permissions, you can follow the steps given below to preview it, based on roles.

  • From your home page, go to Forms and Tabs > Forms
  • Go to the form that you need to preview and click on the ellipsis icon
  • Select 'Preview Form'
  • On the top right corner, click on 'Showing as Admin'
  • From the list, select the role for which you would like to preview the form

You will be able to see the form as it appears for that particular role.

Custom Actions

Custom Action is an integral part of Automation as it enables you to manually add specialized actions. You can add customized buttons for different actions thereby making the system more flexible and our Forms more customizable. Both Users and Admins can access customized actions in accordance with their needs and set permissions.

  • It enables you to manually add Customized buttons that trigger the desired action.
  • It helps you set Custom buttons in the record hence the action can be triggered then and there from the Form.
  • Utilising Custom Button, you can trigger mail alerts, set field updates and add custom functions.
  • The 'Links' option aids in accessing links of internal and external sources in the form itself.
  • Documents can be added to the form to be downloaded and read as a part of the form using 'Document Download'.

Features in Custom Action

Custom Button:

These are specialized buttons that can be customized for various actions. This is the quickest way to do any action i.e a single click of this single button triggers the required action.

  • Mail alerts: Mail alerts can be mapped to the button.
  • Field updates: In any case, a change in the provided field can be updated in all the selected Forms.
  • Custom Functions: Specific function scripts can be written to meet unique needs.

Links:

This helps you define some links from both internal and external sources that can be mapped to the button and the link can be accessed right from the form.

Document Download:

Documents that need to be read then and there like Company Leave policy, Anti-harassment policy etc can be added to the form using this option.

Custom Action- Use Cases

Let us consider these use cases and how they can be achieved with the use of Custom Actions.

  • Sending a probation confirmation letter from the Employee form
  • Setting a Custom Action to download the Salary Slip from the form
  • Converting Currency from USD to INR in a Travel Expense Form
  • Setting a Custom Action Button to send Address Proof letter

Sending a probation confirmation letter from the Employee form

If you would like to send a probation confirmation letter to employees viewing their date of joining recorded in the Employee form, this is possible by setting up a 'Send Probation letter' button in the form view.

  • Go to Settings > Forms and Tabs > Custom Action
  • Click on 'Add Custom Action'

  • Click 'Custom Button'
  • Select 'Employee form' from Form Name drop down
  • Provide Name as 'Send Probation Letter'.
  • Set permissions to access the Custom Button by selecting the reporting to or 'HR' from teams under 'Custom Action Allowed for'.
  • Position the button to be in 'Record view' as you can send the letter after viewing the date of joining listed in the form.
  • Click on 'Mail Alerts' under Actions to be performed.
  • Add a new mail or choose from an existing mail template. In this case add a new mail alert by filling in the mail alert name, subject etc.

 Tip: Click here to know more about mail alerts

  • Type in the message with the available merge fields.

eg: Dear ${FirstName}, We are pleased to inform that you have joined the organization on ${Dateofjoining} and have successfully completed your probation.

  • Click Save
  • Now go back to the Custom Action page and add the new record template.

  • Click Save

Now you have set a custom button in the form itself to send the Probation Confirmation Letter.

     

Setting a Custom Action to download the Salary Slip from the form

This is possible by adding a Custom Action to download the Salary Slip document from the respective form.

  • Go to Settings > Forms and Tabs > Custom Action
  • Click on 'Add Custom Action'
  • Select 'Document Download'
  • Select 'Employee Salary' from Form Name drop down
  • Provide Name as 'Salary Slip Download ' and Set Custom Action allowed to all roles by checking every Role listed.
  • Position the button to be in 'Record listing'.
  • Set visibility of the button to all by selecting multiple views from the 'Visible for' drop down.
  • Add a ready-made Record Template or Create a new one by clicking on 'Add Record Template'. Set the respective Form name in this case Employee Salary form, Template name and type in the message by merging the available fields. Click 'Save'.
  • Go back to Custom Action page and add the new record template.

  • Click Save

You can now view the Salary Slip Document available for download in the Employee Salary Form.

Converting Currency from USD to INR in a Travel Expense Form

Let' suppose that a travel expense claim has been made for travel to the US. If you would like to view the claim in USD converted to INR right there in the Travel Expense form, it is possible with the help of Custom Actions. By enabling a 'Convert Currency' button in the form by linking the field value to a currency converter. The converted currency value will appear in another tab.

  • Go to Settings > Forms and Tabs > Custom Action
  • Click on 'Add Custom Action'
  • Select 'Travel Expense' from Form Name drop down
  • Provide Name as 'Convert Currency' and Set Custom Action allowed to all roles or select from teams, roles and departments
  • Position the button to be in 'Record listing'
  • Select 'Employee view' to make it visible to employees or choose multiple options to make it visible to all.
  • Provide the specific URL in the 'URL to be accessed' box
  • You can customize the URL with unique domains by clicking on the '+' icon at the end of the URL box

  • Click Save

Now in your Travel Expense Form, you can view the custom button named 'Convert Currency'. Click on it to convert USD into INR. This will take you to another tab wherein the claim amount converted to INR can be viewed.

Setting a Custom Action Button to send Address Proof letter

If you would like to have the address proof letter updated dynamically and sent to employees as and when there is a request raised, this is possible with the help of Custom Actions.

You can create a Custom Action for this. I.e - You can have a custom action configured so that when you click on the 'Send Address Proof letter' button, the address proof template will get automatically updated according to the details of the record selected. Follow the steps given below to do this.

  • From your home page go to Settings > Forms and Tabs > Custom Action
  • Click on 'Add Custom Action'
  • Go to 'Document Download'
  • Select the 'Employee' form
  • Give a name - for eg - Send Address Proof letter
  • 'Under Custom Action allowed for', select 'Admin' from the 'Role' option
  • Under 'Positioning of the button', select 'In Record Listing'
  • Under 'Template to be mapped', select the 'Address Proof Letter' template you have created using Record Template or Mail Merge Template

  • Click Save

Once this is done, you will be able to see the 'Send Address Proof Letter' button for all records. As an admin, when you get a request for this letter from the Employee, you can have the letter sent to the respective employee by clicking on the 'Send Address Proof Letter' button.

Uploading Profile Pictures of Employees for the Employee Database

To change the image of a single employee:

  • From your home page, go to Organization > Employee
  • Click on the image column and click on Change Image

  • Drag a photo/select a photo from your system
  • Crop the photo if needed
  • Click on 'Set as profile photo'

To upload an image for more than one employee:

  • From your home page, go to Organization > Employee
  • Click on the ellipsis icon and select 'Bulk File Upload'

  • Under 'Upload data for', select 'Photo'
  • Under 'Upload based on', select the unique id (either the employee ID or the email ID)
  • Click Upload file

  • Click Submit

Note: The file should be in Zip format and should be within 50 MB size.

The file uploaded should have the same name as the unique id mapped (Emp id or Email id) Eg -File name can be 3345.jpg if Emp id is selected as the unique id.

Uploading Travel Documents in a Bulk

  • From your home page, go to Travel > Travel Request
  • Click on the ellipsis icon and select 'Bulk File upload'
  • Under 'Upload data for', select the file upload field name for which you would like to upload files - In this case, the field name could be 'Travel documents'
  • Under 'Upload based on', select the unique id (in this case it could be Travel ID)

  • Click Upload file
  • Click Submit

 TipClick here to know how to set a field as unique id field.

Note: The file should be in Zip format and should be within 50 MB size.

The file uploaded should have the same name as the unique id mapped (In this case, the unique id could be the Travel ID) 

The form in which bulk upload is done should have list view (You should be able to view it from self-service) and it should contain a unique field. 

Unique Identifiers

When you need to mark a field as a unique field, you can make use of the 'No Duplicate' option. However, when you want to group a set of fields, which in combination should be unique, then you can make use of the Unique Identifier(s) option.

Note: If the field is selected under 'No Duplicate' under Field properties, then the field will not get listed under 'Unique Identifier(s)'

The fields that are grouped under 'Unique Identifier(s)' will be treated as mandatory fields

Unique Identifiers-Use Cases

  • Use Case-1
  • Use Case-2
  • Use Case-3

Use case 1:

Consider this scenario, where you want to upload only one salary slip for a month in the Salary form for an employee. In this case, you can combine the fields, Employee ID, Month and group them as Unique Identifiers. When you do it, this set will act as an identifier. I.e - the grouping will ensure that when there is a duplicate entry added for this combination, it will not be allowed. 

 Tip: You need to ensure that the fields Emp ID and Month are present in the salary form. 

Follow the steps given below to group these fields as Unique Identifier for the Salary Form.

  • From your home page, go to Settings > Forms and Tabs
  • Go to the Salary Slip Form
  • Under Form Properties, go to Unique Identifier(s)
  • Select the Emp ID and Month fields

Note: In the Salary Slip form, there should be 'Add Record' done already for the payslips to be uploaded.

The Emp ID here can be the lookup linked to the Employee Form and the Month field can be a drop down. 

Now, these two fields have been grouped as Unique Identifier(s). 

Use Case 2:

Consider a scenario which involves the Training Registration form. Here, the company might want to restrict employees from registering for a training more than once. This can be handled with the help of Unique Identifiers.

  • From your home page, go to Settings > Forms and Tabs
  • Go to the Training Registration Form
  • Under Form Properties, go to Unique Identifier(s)

  • Select the Emp ID and Training ID fields

Emp ID may be the lookup linked to the Employee Form and Training ID may be a lookup linked to the Training Details form.

Now the Emp ID and Training ID are grouped as Unique Identifier(s). There can be only one request added by an employee (in this combination) 

Use Case 3:

Consider a scenario where you would like an employee to raise a request for an asset only once. Here you can also add another field to define that whether it is a new request or an upgrade, the request can be raised only once.

Follow the steps given below

  • From your home page, go to Settings > Forms and Tabs
  • Go to the Asset Form
  • Under Form Properties, go to Unique Identifier(s)

  • Select the Emp ID, Type of Asset, Type of Request

Here, Type of Asset is a drop down with options like Laptop, Mobile etc and Type of Request is another drop down with options - New and Upgrade.

Setting Unique Identifiers for Bulk Upload

Under Bulk upload:

This option can be used even while importing files in a bulk to the form.

To set Unique Identifiers during bulk upload:

  • Go to the form
  • Click on the ellipsis icon on the right-hand side and select Bulk File Upload
  • Under 'Upload data for', Select the field from the drop down
  • Under 'Upload data based on', select 'Unique Identifier(s)' from the drop down
  • Give a separator. By default, a comma will be used. However, you can change it
  • Click on Upload File and upload the required file

  • Click Submit once you are done

Note: The file should be in Zip format and should be within 50 MB size.

The files should follow the same format, as the Unique Identifier(s) and should be separated by the separator that you have given. The separator used should not be part of any of the field values that are uploaded. For example, If the Employee lookup is in the format first name - last name, then hyphen cannot be used as a separator.

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