Set up an administrative form 📋

⚠️ Prerequisites: Accessing the resource settings requires the 'Resources access' permission.

An administrative form is used to group a set of administrative data that the employee can fill in at different stages of their journey.

This way, your employee can fully enjoy their first day or leave without having to fill in and sign administrative documents! 💪

Table of contents

✍ Create an administrative form

🧑‍💻 Add conditions

✚ Increment fields

👉 Specific settings:

• 🔐 Form blocking actions
• ✉️ Notify stakeholders
• 👮 Form access restrictions

💡 Best practices

✍ Create a form

1. Click on the Libraries section in your side menu, then on the Resources page.

2. Click on "Create a resource" > "Form" 

3. In a form, you can:

• Define the title of your form (see our tips).
• Check whether this form requires a validation action from the administrative manager.
• Create sections to organize your fields. Section names are optional.
• Add descriptions to your sections (see our tips)
• Add fields to your sections - fields to fill in or documents to upload.
  • 💡 It is possible to make a field mandatory by checking the star to the right of the label. The employee will not be able to finalize their form until all required fields have been filled in.
• Make a section 'incremental'
• Add conditional display logic to fields
• You can preview your form by clicking "Preview" in the top bar of your screen. This also lets you test conditional logic or an incremental section if applicable.

5. For certain accounts, select the environment and the relevant key moment at the bottom of the page.

🔎 Add fields

Click on + Add a field, then search for the field or create it if it does not yet exist (How to create/edit Fields).

You can reorganize the order of your fields within a section by hovering over the small dots on the left and dragging them to the desired position.

⚠️ A field is an independent building block within a form. If a field is modified, all forms in which it is included will be affected.

 

🖇️ Add conditional logic

Conditional logic controls whether a field is displayed or not, based on previous answers.

If you want a field to be governed by a condition, you must first hide it by default.

⚙️ Conditional logic works in a "When" ⇢ "Then" format.

Example 1:
If you want non-European new hires to provide their work permit, add the "Nationality" and "Work permit" fields to the section, then hide the latter.
The conditional logic would then be > When "Nationality" is not "EU" then show "Work permit".

Example 2:
If you want new hires who have children to be able to enter the child's first and last name, add the "Dependent children", "Child's first name" and "Child's last name" fields to the section, then hide the last two.
The conditional logic would then be > When "Dependent children" is "yes" then show "Child's first name" and "Child's last name".

💡 Conditional logic can only be added to fields with a "Free text" or "Dropdown list" answer format.

 

➕ Increment fields

Reminder: This option allows you to duplicate a section. 
For example, if you need the employee to enter details about their children, they may have more than one. Here, you ask the employee for each child's first and last name. By enabling the Incremental option on the "Children" section, the employee will be able to duplicate the section as many times as they have children.

To do this 🔽
Check "incremental" - a red icon appears on the right:

The employee will then be able to add and remove sections.

🔒 Form blocking actions

A rule in Workelo allows you to condition access to the journey for the new hire, based on the completion of administrative data.

For a form to block other actions in the journey, it must meet both of the following conditions:

- Placed at the start of the journey

- The "to be validated" option is enabled on the form (via the template)

As long as this form has not been completed by the employee and then validated by an HR, the rest of the journey will be locked for the new hire - they will not have access to their actions:

 

 

✉️ Notify stakeholders upon form completion

It is possible to select recipients who will be notified when the form is completed, either at the template level or directly within the journey by clicking the "✏️" icon.

💡 If the form is to be validated, the "Administrative manager" implication will be selected by default and cannot be unchecked.

👀 This notification is for informational purposes only; it does not grant access to the form if the recipient is not associated with a role giving them visibility over administrative data (see roles and permissions documentation).

 

👮 Form access restrictions

When you collect data via a form in Workelo, all users with the View administrative data permission who have access to the journey can, by default, view the responses.

However, certain forms in certain journeys may contain particularly sensitive data. In this case, Workelo allows you to restrict access to them.

⚙️ Where to configure form restrictions?

1. At the template level
   • The form can be restricted to specific stakeholders (e.g., the 'manager' implication).
   • The form can be restricted to specific employees via email address.
2. At the journey level
   • Access can be limited to the mentioned employees only.

🛑 What to know before restricting a form

• An employee with the View administrative data permission and access to the journey will not be able to view a restricted form if they are not explicitly mentioned, even if they are an administrator.
• Only the employees concerned by the restriction at the journey level can modify or remove it. Users not listed, even if they are administrators, will not be able to intervene.

⚠️ Use this feature only to protect extremely confidential and sensitive data (example: the journey of a very senior employee), so as not to unnecessarily restrict access to standard administrative data in employees' HR files, and to facilitate collaboration. 👉 It should be used exceptionally and is not intended to replace the administrative access rights configured at the roles level (see roles and permissions documentation).

💡 Best practices

• Title and description: A short, informative title attracts employees' attention and gives them a clear idea of what is expected of them in this form - they can anticipate the time needed for completion and the documents to prepare. 

  Examples: Personal information form, Personal protective equipment (PPE), Documents to submit for your employment contract, Health insurance and benefits...

• Sections: Divide your forms into sections to ensure an optimal experience for employees. You can give each section a specific title to make it easier for employees to understand and to streamline administrative tracking for internal stakeholders.

  Examples: Personal information, documents to submit, emergency contact, dependent children, certifications...