Admin Guide: Creating Custom Forms in EHX
Purpose:
The Custom Forms feature
provides clients the ability to add their own unique documents to the Efficient
Hire process and make it available for employee, manager, and admin
signature/approval as necessary. The signed form is stored with all other
EHX documents associated with that request and placed in the Efficient Hire
secure vault.
What you will need:
Adobe Acrobat
Professional - or the ability to edit a PDF
A PDF version of the
desired form to include in your forms bundle
To include
additional/custom questions in the interview for the responses you would like
to collect on the form. These questions are configured in Company Profile or Location
Profile or are included as standard data.
The Custom Form Field
Master List provided by Efficient Hire - Included in this Guide
SuperAdmin access to
your EHX Company Admin Portal
Overview:
Create or acquire your
document in an Adobe PDF layout that will allow for the addition of data
fields.
Add fields to your PDF
form by copying and pasting fields from the Custom Form Field List.
Upload your completed
PDF form to EHX
Enter a name, description, effective date, and
status
Associate your Custom Form with the appropriate
request (Onboarding, Application, Driver etc.)
Associate your Custom Form with all or selected
Locations
Creating a PDF Form:
Refer to your Adobe Acrobat Professional help
menu to create your unique PDF.
Note: Only Check Boxes or Text Boxes are
supported
EfficientHire Custom Forms Master
Field List:
Click the link below or scan the QR Code to
access the PDF Custom Forms Master Field List available for EHX:
Fielding your PDF Form:
Before your custom PDF form can be displayed or printed with data collected
in EHX, you must add the desired blank data fields to your form.
Create or open your PDF form in Adobe Acrobat Professional (not
Reader).
Once created, use the instructions below to add data fields to
your form.
Adding Fields - Step-by-Step:
- Open the
Custom Form Field List provided by Efficient Hire (link above) in Adobe Acrobat Professional; ensure it is not
opened in Reader.
- Follow
instructions in your version of Adobe Acrobat to view Form Fields
- Open your
custom PDF Form you will be uploading to EHX, follow the Adobe Acrobat
instructions to enable Form Field editing in your PDF
- In the
Efficient Hire Custom Forms Field List, navigate to the field you wish to
add to your custom PDF form
- Copy the
field (Ctrl+C) and paste (Ctrl+V) into the blank field area
on your custom PDF where you wish the data to display. The new
field will appear in RED on your custom PDF form.
- The
most important piece is the name of the field. That is the key to pull
the data from EHX onto your Custom Form.
6. Use
your cursor to move and adjust the field into the appropriate position for
fit
- TIP: Click and drag the
top, sides or corner of the field box to size the field to your form
requirements.
7. Text
size of the data that will populate is determined by the size of the
field. You can edit the properties of the field and set the text size,
color and position - refer to Adobe Acrobat instructions.
8. Continue
adding as many fields as necessary until your custom PDF form is complete
- repeat steps 4-7 above.
Configuring Field Properties:
- All
available fields on the Custom Form Field List have been configured to EHX
standards, allowing you to quickly and easily field your own custom PDF
forms.
- There
is no need to configure text field or check box properties unless a check
box requires an export value or you would like to make an
appearance/options change.
- Note: Export Values for
check boxes can be found on the Custom Form Field List in the column to
the far right of the field you are copying, named: Variable
Export Values (check box only).
Text Field Properties:
Do not alter the field name and characteristics
of the field name, as they have been set by Efficient Hire to properly map your
data.
The other options on this tab should be left as is for best
display of data.
Check Box Properties:
Do not alter the field name and characteristics
of the field name, as they have been set by Efficient Hire to properly map your
data.
Using the guide in the
Variable Export Values Column of the Efficient Hire Custom Forms List, modify
the Options tab to reflect your desired data on your PDF form.
- Choose
the style, export value, and whether or not the box is pre-checked by
default.
- Defaults:
- Check Box Style: Set to Check
- Export Value: None unless variable requires a
value (i.e. Gender, Marital Status, etc.)
- The Export value is where you match up what
values the field will accept such as… 1 or 2 or Male or Female.
- Example: If you had a question with a ‘Yes’ or
‘No’ response then you would want to create a field over the ‘Yes’ check box
and enter a 1 in the Export Value box since in our system ‘Yes’ has a value of
1. Then you would want to do the same for the ‘No’ checkbox, but instead,
put a 2 in the Export Value box since in our system ‘No’ has a value of 2.
- Check
box is checked by default: Remain unchecked
- Locked:
Remain unchecked
Uploading your Custom Form to EHX:
Now that you have created your custom form using
Adobe Acrobat Professional and have fielded the form to allow collected data to
be displayed/printed, you are ready to upload your form to your Company Portal
in EHX. Also, you will define how it will be used within your workflow.
- Login
to your Efficient Hire Admin Portal
- Click Setup
- Select Custom
Forms
- Select New
Custom Form
5. Complete
New Custom Form requirements:
a. File
name: Click Choose File to browse for and upload your saved PDF form
b. Form
Name: Enter the name of your new EHX form
c. Form
Description: Enter a brief description for your reference
d. Effective
Date: Enter the date to make the form active
- Required Format: mm/dd/yyyy
- Form
will not appear in forms bundle until specified effective date
- Once
the form is effective, it becomes part of the forms packet for the
request and location(s) it has been associated with
e. Status: Select from the drop down menu Active or Inactive - (this does not remove it from any unsigned requests)
f. Associated Request Types: Select request type the form should be associated with
g. Associated Locations: Specify which locations(s) will utilize this form in the request bundle
- For
one or more locations, hold down the Ctrl key while selecting from the
drop down
- For
All Locations , select All
Locations from the drop down
6. Click Upload to upload PDF, save from options and make form available.
7. A successful upload will return a confirmation
8. Click on any other EHX menu option to remove message and continue
*Note:
We are making some changes to how Custom Forms are managed within your EHX
Portal, stay tuned!