What are Smart Forms?

Smart Forms are used as the basis for many activities within Smart Onboarding.  They are very powerful and flexible, allowing the user to build simple and complex activities.  In addition to being used for onboarding activities, Smart Forms can be used to specify supplemental attribute information.

Onboarding Forms

Using Smart Forms, you can modify the existing activities or add new activities to the onboarding process.  There are many features available within Smart Forms, such as including bind variables within text, the ability to upload documents or attachments, and collaboration with other users.

Supplemental Attribute Data

You can use a Smart Form to add supplemental data for many attributes. Supplemental attribute data can be seen when the associated attribute is prompted, and can be used when specifying criteria for presenting activities to users. For details of how to add, edit, or delete supplemental attribute data, click here.

How do you add a Smart Form?

Click on the Menu icon and then click Create Revision under Revisions.

Create a content revision or modify a content revision that is in progress.

Click Add a New Value.

Select Content as the Type, and enter the Revision Date, Description, and Business Process ID.

Click Reserve.

Click Configure.

Click on Add for the content type Smart Forms.

Define Smart Form Fields

Enter the Smart Form information.  Refer to the chart below for information on the fields.

 Overall Specifications

 Form Fields and Attachments

 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 Link, Unlink Insert Special Character	Inserts a horizontal line 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, for editing reference (won't show up when used)
	Highlights the hidden sections of the text
	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
	Spawns options for a table, adjust, then click OK, and the table is created Some points about tables: 1) Do not create a table with only rows. Columns are required when you use tables. 2) If you don’t need at least 1 column in the table then you don’t have to insert the table. You can directly paste the content in the rich text editor. 3) If you need a table with 2 or more columns with different widths (not the default) and multiple rows of same property, then do not insert all the rows while inserting the table. Insert one row and adjust the column widths and then right click on one if the cell and use option ‘Insert Row Above/Below’. This will insert the rows with the same properties that you have configured already. 4) If you need multiple rows and columns in a table with different widths for few/all the cells, then do not insert them as one table. Insert them as separate tables.
	Inserts the content from the given url
	Removes the borders around the text
Text Box	Enter information 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

After you finish entering information, click Save.

How do you create a Form Field?

Click on Create/View Form Fields.

This will open a new tab.

Click on Add a New Value.

Enter a Field Description.

Select a Field Type.

For example, Character. After you have defined the field click Save.

Similarly, define new phone number field and select field type as Number. After you have defined the field, click Save.

In Define Smart Form, on the fifth tab, click on Insert Form Field.

Insert Form Fields

Follow the chart below to fill out the fields.

Select Input Type.

Click on Look Up to select the field.

Select the field that you want to insert.

Click OK.

The field will display on the form as shown.

Similarly, insert another form field that you have created for phone number. Click Save.

How do you modify a Smart Form?

There are two different methods to access/modify a Smart Form:

• • Add a New Value.
  • Search if you have an existing Smart Form in progress (click here to go directly to the second method).

Method 1:  Add a New Value:

Enter the information and then click Reserve.

Click Configure, and then click here to continue.

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

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

Click on View/Edit.

Click on Review/Update for the Smart Forms.

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

Make the desired changes, and then click Save.

Click Return.

Scrolling down, you can see the changes made 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 created for this Content Revision is shown as number. You can make multiple additions or modifications in one Content Revision.

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

Click Apply.

If your changes are not complete, 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 modify, apply or withdraw later.

How do you include a Smart Form in the onboarding process?

After creating or changing a Smart Form, it can be introduced into the onboarding process through a Process Revision.  Create a Process Revision or modify a Process Revision that is In Progress.

On the Process Revision page, click on Configure Business Process Rules.

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.

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

Click OK.

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

Either select Always Route or Route if criteria is met. These options are explained here.

Then click Save.

Scroll down and click Save on the Business Process Rules Page.

On the Process Revision page, click Return to Manage Revision.

Click Apply.

The Smart Form added can be seen at run time for the candidate as shown below.

How do you enable bypass option in a Smart Form?

You can enable bypass option while defining a new Smart Form or modifying an existing one. Check Allow Bypass option on the Smart Form.

When the option is set, the participant pool that will see the Smart Form, will have the ability to bypass this activity. So it is users choice that they can either complete the activity or opt for bypass.

Enter Smart Form data and save.

Apply Content Revision and include the Smart Form into the onboarding process using Process Revision. For details on adding Smart Form to onboarding, check above steps.

When the Smart Form appears in the New Hire process, the New Hire will have the ability to bypass the activity. 

Click on the Bypass Activity gadget on the right corner of the page.

Enter your comments and click Submit.

The completed bypass activity is shown as below. After the activity is bypassed, the user can still complete the activity if they want to.