What are Smart Forms?

There are two types of Smart Forms: "Onboarding forms" that a certain user can complete and "supplemental attribute data".

Onboarding Forms

Onboarding has forms such as background check, benefits, and background profile. Through Smart Forms, you can modify the existing forms or add your own. By using these forms, you can make sure the user will agree to different policies or anything that needs to be understood. There are different features through these Smart Forms, including being able to enable uploading documents, attachments, or collaboration with other users.

Supplemental Attribute Data

This is used for specific customization for an attribute. You can get as specific as you want with this feature, so that it limits who can see or do what. For instructions on how to add, edit, or delete supplemental attribute data, click here.

How do I add a Smart Form?

Click on the Menu Icon and then click on Add/Update Revision.

Menu Dropdown

Make a content revision by clicking Add a New Value.

Create Revision Page

Put in Content, a date, description, and business process ID.

Click on Reserve.

Manage Revision

Click on Configure.

Manage Revision Page

Click on Add.

Manage Content Revision Page

Define Smart Form Fields

Fill out the fields, see the chart below for more information on the fields.

Define Smart Form Page

Overall Specifications

Field	Behavior
Description	To find the Smart Form easier, name it accordingly
Participation Pool	The role type that will see the Smart Form
Required/Optional	Required: the user needs to complete the form before continuing Optional: the user has the option to complete the form
Override Save Button Label	What it will say on the button that the user must click in order to save or continue The default word is 'Save,' so if you leave this field blank, it will say 'Save' Examples of replacement words: E-Sign Acknowledge Agree
Enable Print	Yes: the page will contain an icon that will allow the user to print the form No: the user will not be able to print the form
Print Source	This field only shows up if you click on 'Yes' for Enable Print Current Form: it will print in the form that the file is originally in PDF Template: selecting this will spawn another field below it Clicking on the lookup will pull up all of the PDF Templates that are in your system Clicking on the box with the arrow going out of it on the right side will: pull up the 'Revise PDF Template' page if you leave it blank (the box between the lookup and this icon) pull up the 'Define PDF Template Form' page for that particular PDF Template that you selected For more information about PDF Template, click here

Form Fields and Attachments

Field	Behavior
Create/View Form Fields	Form fields allow you to create specification in Supplemental Attribution Data Once created, form fields are saved into your database and can be used in different Smart Forms.
Enable Attachments	Allows for attachments on the Smart Form Clicking on the lookup will allow you to select an attachment in your system The Description will match the Attachment's description Add generates another line that allows you to add another attachment Note: if you have Enable Attachments selected, then the system requires you to attach one for as many attachment lines that you've added If you added extra lines, Delete the ones that are not in use For more information about Attachments and how to get them into your system, click here
Enable Upload Documents	Allows the user to upload a document when it's in the onboarding process

Text Editor

Field	Behavior
Maximize Source	Makes the whole page into the text editor Turns everything into html, allowing you to edit or expand the form's text and formatting possibilities
Cut, Copy, Paste, Paste from Word	Respectively, left to right: Cuts Copies Pastes Pastes from Word
Undo, Redo	Respectively, left to right: Undo the action last taken Redo the last Undo's action
Insert Horizontal Line Table Link, Unlink Insert Special Character	Inserts a horizontal line Spawns options for a table, adjust, then click OK, and it should make the table Link on a word will allow you to directly refer to a URL (which you can command to pop up, open in another window, the same window, and others through the Target tab), anchor in the text, or an email Unlink any of the previously linked words A 'Select Special Character' box appears like this, so that you can put one in your text:
Paragraph Format Font Name Font Size	How the font will be formatted, in regards to it as a paragraph or line The different font-types Changes the font size
Bold, Italic, Strikethrough, Remove Format	Respectively, left to right: Bolds the font Italicizes the font Strikes through (a line through the center) the words Removes all of the formatting from this category (only removes bold, italics, strikethrough)
Insert/Remove Numbered List Insert/Remove Bulleted List Decrease Indent Increase Indent	Will begin the numbered list/will remove the numbered list Will begin the bulleted list/will remove the bulleted list Will remove the numbered/bulleted list if it is the first number/bullet, or will negate the effects of the 'increase indent' Will indent the already placed number/bullet, but only after the first number/bullet
	Inserts a bind, a user specific reference
	Highlights the binds that were inserted, just for editing reference (won't show up when used)
	Inserts an image from your system
(for more specifics on this, see Insert Form Field's Fields)	Inserts a form field in the system Customize how it will be formatted/interacted with using Input Type Choose whether or not it is a mandatory form field Choose what label to use on it
Text Box	Write in the Text Box This is where all of the Text Editing applies You can expand or shrink the box by dragging the bottom-right triangle symbol

Tip

For examples of both types of Smart Forms, you can modify a Smart Form. That can give you a better idea of how they work.

Note that the Supplemental Attribute Data default Smart Forms have exceptions to creating Supplemental Attribute Data. It does not indicate that they have form fields, but to add Supplemental Attribute Data that is customized, you must insert form fields.

After you finish filling this out, click on Save.

Define Smart Form Page

How do I create a Form Field for Supplemental Attribute Data?

Click on Create/View Form Fields.

This will open a new tab.

Define Smart Form Page

Click on Add a New Value.

Define Form Fields

Put in a Field Description.

Select a Field Type, which is the type of specification that you want the supplemental attribute to be–some of them will pull up more required fields in order to specify what the field is limited to.

Define Form Field Page

For example, Character:

Define Form FIeld Page

Another example, Number:

Define Form Field Page

Once done with the fields, click on Save.

Define Form Field Page

Back to Define Smart Form, on the first tab, click on Insert Form Field.

Define Smart Form Page

Insert Form Field's Fields

Follow the chart below to fill out the fields.

Insert Form Field Box

#	Field	Behavior
	Input Type	In what type of format the form field will be in
	Form Field	Click on Look Up. Select the form field you want to use.
	Mandatory	Check it if this Form Field's specifications are required.
	Label Type	What the header label will say Default: what the form field's description is Custom: generates a box below. input anything you want it to say None: no label
	Display Label Colon	If the label will have a colon after it or not
	Input Style	The customizable ability using html For example, changing the font color or style

How do I modify a Smart Form?

There are two different ways to modify a Smart Form, by clicking on:

- Add a New Value.
- Search if you have an existing Smart Form in progress (click here to skip the first way).

Create Revision Page

Add a New Value:

Fill out the fields and then click on Reserve.

Manage Revision Page

Click on Configure, and then click here to continue the directions from this way.

Manage Revision Page

2. Search: Instead of Add a New Value, click on Search (you can filter out the results so that it only shows Content In Progress because those are the two requirements to do a Content Modification).

Create Revision Page

Find the revision you want to modify (it must be a content revision and in progress!).

Create Revision Page

Click on View/Edit.

Manage Revision Page

Click on Review/Update.

Manage Content Revision Page

Choose a Smart Form that you want to modify–you can use the Quick Filter to help find the one you have in mind.

Smart Forms Page

Make the desired changes, and then click on Save.

Define Smart Form Page

Click on Return.

Smart Forms Page

Scrolling down, you can see the number of revisions created for this particular Content Revision in the Current Revision Summary. This makes it easy to manage multiple changes in one revision, and also reassures that the changes actually happened

The number of Smart Forms changed from 0 to 1 because I did only one modification for this Content Revision, however you can make multiple additions or modifications in one Content Revision

Manage Content Revision Page

Scrolling back to the top, click on Return to Manage Revision.

Manage Content Revision Page

Click on Apply.

If you are not sure, you can still View/Edit and it will take you to the previous page. You can also leave this Manage Revision page and leave the Content Revision in progress to apply or withdraw later.

Manage Revision Page

How do I apply a Smart Form to the Onboarding Process?

After making a Smart Form, create a Process Revision in order to add it to the onboarding process.

Click on Edit under Manage Business Process Rules.

Revision Configuration Page

Wherever there is an Add option, you can add an activity, in this case in the medium of Smart Form. Make sure that the step is accessible for the participant pool selected in the Smart Form options.

Click on Add.

Define Business Process Rules Page

Select one of the forms. Under Action Type, the Smart Forms are indicated as SMART_FORM.

Click on OK.

Select Actions Page

Click on the Smart Form(s) that you just added.

Define Business Process Rules Page

Either select Always Route or Add Criteria. These options are explained here.

Then click on OK.

Action Details Page

Scroll down and click Save.

Define Business Process Rules Page

Click on Edit.

Revision Configuration Page

Click on Assign Actions to Content Security.

Content Security Information Page