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The Employee On-Boarding template is a  workflow that's used by new employees to provide information required for on-boarding. It automatically generates U.S. Government W-4 and I-9 forms. First, the employee completes the needed information, views the generated PDF documents and confirms. The workflow is then routed to HR for review and completion. 

Employee Information > Allowances > Eligibility > Confirmation > HR Review

The video at right guides you through installing and using this template or you can follow the steps below.

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Install and try out the Employee On-Boarding template in less than 10 minutes. Follow the Tutorial Video by clicking on the image above.

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titleStep 2. Upload the Purchase Order Employee On-Boarding Template
  1. Click this link to download the template and save it (PurchaseOrderEmployeeOn_Boarding_app.zip).
  2. Logout of the tenant admin account and login as f_designer@<replace with your tenant id> (this user was created by the previous step).
  3. Click the  Upload icon at the top of the Applications page.
  4. Leave all checkboxes unchecked and upload the PurchaseOrderEmployeeOn_Boarding_app.zip file.
  5. Click the Edit button for the Purchase Order the Employee On-Boarding application that was created and click the Flows button at left.
  6. Click the  Deploy icon for the Purchase Order the Employee On-Boarding workflow.
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titleStep 3. Create a Space

A space is a built-in portal that's very easy to create and makes it easy to test your workflow.

  1. Make sure you have deployed your workflow at the end of Step 2 above.
  2. Click the Spaces link at left. Click the Image Modified New icon.
  3. Enter Portal as the Space Id and click Create. Make sure the Space Id is the string Portal exactly.
  4. Click the Image Modified Edit icon on the Space Home page. 
  5. Click the Image Modifiedicon to hide the left panel.
  6. Click the Image Modified save and exit icon to save the changes to your space.
  7. Click the Image Modified Share icon. Copy the share URL for your space and save it.
  8. Logout of the f_designer account.

Use Template

Click each step below to expand it.

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titleStep 1. SalespersonEmployee
  1. Go to the space you just created using the URL you copied in Step 3 of the installation above.
  2. Click Login and login as f_tom@<replace with your tenant id>.
  3. Select the Purchase Order workflow from the Purchase Order menu.In the form that shows up, fill the Employee On-Boarding workflow from the Employee On-Boarding menu.
  4. Fill in the required fields and Sign. Make sure to use an email address that you have access to. Click Continue.
  5. Complete the Personal Allowances form. This information is used to generate your Federal W-4. See that you don't have to sign again. Click Continue.
  6. Complete the Employment Eligibility form. This information is used to generate your Federal I-9.
  7. Make sure that the Grand Total is less than $10,000 otherwise the workflow will route to the VP for additional approval.
    8. Sign the Section and click Send to Manager. The workflow is routed to Tom's manager Jerry (f_jerry) and a notification email is sent.Click Continue.
  8. Now you can click the W-4 and I-9 buttons to review the generated PDF documents. See that the data from the forms including signatures is rendered on the PDF documents in the appropriate places. If you need to make any corrections, click the Toolbar buttons at the top to go to the proper step. If you are satisfied with the documents, click Send to HR.
  9. Logout.
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titleStep 2. ManagerHR Review
  1. Check your email and click on the link to the space above or simply go to the URL you copied in Step 3 of the installation above.
  2. Login as f_jerry@<replace sue@<replace with your tenant id>.
  3. Select Important Items > Task List. You should see the Purchase Order Employee On-Boarding created above.
  4. Click the  Perform icon.
  5. Review the order (you cannot edit it), enter a Comment and Sign it.
  6. Click the Send to Client button and logout.
  7. The workflow is routed to the Client email address you entered aboveComplete the form, click the Finish On-Boarding button and logout.
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titleStep 3. ClientView W-4 and I-9 PDFs sent in email

Check your email

and click on the link in the email. If you do not receive an email, make sure that the Grand Total was less than $10,000.
  • The Purchase Order will show up immediately. You do not need to login.
  • Review the information, accept the PO, sign and click Send to frevvo Inc.
    • Expand
    titleStep 4. View final PDFs sent in email

    Two separate emails are generated when the workflow ends.

  • The Salesperson (Tom) receives an email with the PO attached.
    • The Client receives a different email with the PO attached as a receipt

    (the email address entered in Step 1 above). You will receive an email with the On-Boarding documents attached including the generated W-4 and I-9 forms. Of course, instead of email, the workflow can be configured to send them to an HR system, document management system, Google Drive etc.