Admin Guide: Creating Custom Forms in EHX

Admin Guide: Creating Custom Forms in EHX


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. 
    • Note: Fielded form size must be 1MB or smaller to be a custom form 


Adding Fields - Step-by-Step:

  1. Open the Custom Form Field List provided by Efficient Hire (link above) in Adobe Acrobat Professional; ensure it is not opened in Reader.
  2. Follow instructions in your version of Adobe Acrobat to view Form Fields
  3. Open your custom PDF Form you will be uploading to EHX, follow the Adobe Acrobat instructions to enable Form Field editing in your PDF
  4. In the Efficient Hire Custom Forms Field List, navigate to the field you wish to add to your custom PDF form
  5. 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.

  • Tabs not to be configured for Text Field Properties highlighted below:

  • Once you are finished with the Text Field Properties, click Close to exit.


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. 

  1. Login to your Efficient Hire Admin Portal
  2. Click Setup
  3. Select Custom Forms
  4. 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!




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