This article serves as a guide on creating custom forms within the system. By utilizing Custom Forms, you gain the ability to design and digitize any forms used within your company. The feature enables you to streamline your processes, ensuring enhanced data security, improved accuracy, and significant time and cost savings.
Part 1: Assign Custom Form Module Administrators
Once the module has been enabled for your company, the Superadmin will have the authority to assign administrators to the module. These designated Custom Form module admins will be granted access to create new forms and make updates to existing forms. This delegation of responsibilities allows for efficient management and customization of forms within the system.
Step 1. Sign in to the Superadmin account.
Step 2. Go to ‘User Admin’
Step 3. Click on the ‘Module Administrator’ tab.
Step 4. Scroll down to Custom Form section. Select the dropdown menu to choose the specific employees you wish to assign as administrators for the Custom Form module.
Once you have made your selections, the chosen employees will be granted the access to create and update forms within the system.
Part 2: Creating a New Form
Once administrators have been assigned, the custom form module admin can proceed with the following steps to create a new form.
Step 1. To set-up, go to .
Step 2. Click .
Step 3. Select “Create New”.
Step 4. Add the details of the form you would like to create.
A. Form Name – Enter the title of the form you are creating. This will serve as the identifying name for the form.
B. Form Description – Include any additional information relevant to the form. For instance, if the custom form is intended for Travel purposes, you can use the description section to provide details about travel dates or any other essential considerations.
Step 5. Click on .
Step 6a. Next, drag and drop the fields you would like to include in the form. Basic information fields are read-only so users will not need to enter their details, as the system will be able to pull information from their account.
Step 6b. Custom fields on the other hand allow you to create fields that can have users edit and input information while filling out the form.
To create a new custom field, click on “+ Add More” button.
Then add in the name of the field and tick the option if this is mandatory to be completed.
Next, select what field type you would like this to be. Text field type will allow employees to input text, such as names, messages, or data. The dropdown field type allows you to create a predefined set of options to choose from, such as selecting a country or category.
Click to create the custom field. Drag and drop the fields into add it into the form.
Step 7. Click on to proceed.
Step 8. Next, you can assign the form to specific or all users by setting the permissions. Click on the option ‘Employee’ and select the option ‘All’ or ‘Specific Employee.’
- “All” option - Provides everyone in the company with access to the form.
- “Specific Employee” – Provides access only to selected employees. If this option is selected, a pop-up window will be reflected for you to select the employees from a dropdown menu.
If an entire department is selected, you may still remove certain employees by clicking on the trash icon or selecting multiple employees and clicking on .
Click on to proceed with your selection.
Step 9. If you allow your approvers to update submitted form data, enable the option ‘Allow editing of form by approvers’. This can be useful in scenarios where employee-submitted data needs to be updated. For example, if an employee submits a budget request amount of $100, the approver would be able to amend or correct the value to $95 instead.
Step 10. Once the form permissions have been updated, click on if you would like to save this and return to editing and publishing it later. Or if it’s ready to be published for employees to use, click on .
Step 11. Once published or saved to drafts, you will be able to see the form created on the configuration page.
Step 12. Forms saved as drafts can be published by clicking on .
Step 13. Form that has been published, can be disabled / enabled using the toggle option. Enabling this option for forms in Draft will be published.
Step 14. Forms created can be updated at any time by clicking on the icon or deleted by clicking on the icon.
Part 3: Assign Approval Workflow
Approval workflow allows you to set different approval flows to follow depending on your organizational requirements.
Step 1. Go to Settings and click on Company settings.
Step 2: Click ‘Approvals’, then click ‘Form’.
Step 3: You can initially set the Default Workflow or create a customized approval flow according to your requirements.
The Default Settings are generally applicable for ALL employees. To edit, click on
then click .
Step 4: Create the name of your workflow.
Step 5: Select the Approving Officer by clicking the dropdown and choose from the options.
Repeat the same steps for any additional approval levels.
Step 6: You can set for a notification email to be sent out after the claim has been approved. Click the dropdown to see the list of employees and select accordingly.
Step 7: Click on Apply, and select:
- Apply to all employees - this will become the approval flow for ALL employees. You will see this pop-up message:
Tick whichever is applicable, and then click on Save Changes.
- Apply to specific employees - will let you choose from the employees' list. A pop-up window will appear:
Select the name/s of employees that this Workflow will apply to, then click on Save Changes.
If you want to create a separate approval flow for a specific staff, you can directly go to the Form Approvals page and click on the icon under the Actions column.
Follow steps 5 - 7 above to set up accordingly.
Part 4: Submit a Form Request
Step 1. To complete a form, go to .
Step 2. Click .
Step 3. Select the tab ‘Form’
Step 4. Click for the form you would like to submit.
Step 5. Enter all fields as required and click .
Step 6. Forms that have been sent can be viewed under the History tab. Those pending approval will be reflected under the ‘Pending’ tab.
While those that have been approved or rejected will be reflected under the ‘Completed’ tab.
Part 4: Approve a Form Request
If an approval workflow is assigned and you are involved in the approval process, you can follow the steps in this section to approve or reject forms that a pending your action.
Step 1. Go to .
Step 2. Click .
Step 3. Select the tab ‘Approval’.
Step 4. Go to the ‘To do’ tab to see the list of forms pending approval.
Step 5. If your configuration allows for approvers to update submitted forms, you will be able to edit by clicking on the icon.
Step 6. Add remarks by clicking on the icon. This will allow you to add messages about the form.
Step 7. Click on the icon to view the details.
Step 8. View the form’s details and list of approvers.
Step 9. Select either or as required.
Step 10. To view a list of all forms that have undergone approval or rejection, go to the ‘History’ Tab.