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The admin user will also need to setup three users, assigning one of the three roles to each one:
- Login to as the administrative user for your tenant.
- If you do not already see the Manage Tenant page, click the Manage link at the top right of the page.
- On the page that is displayed, click the "Manage Users" link.
- Click on the
Add Add User icon.
- Complete the new user form for Jerry Mouse, the manager, Tom Cat, the employee (Select Jerry from the Reports dropdown for user Tom) and Sue Smart - HR personnel
- Assign the roles shown in the image above to the users.
- Submit the form.
Make one more user named designer and assign this user the frevvo.Designer role. Use the designer user to create the Employee On Boarding flow.
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Typically, information about a new employee would include: name, address, SSN, Telephone Numbers, email address and possibly a profile photo. Creating this form for a desktop view would be very simple in the designer. A form designed for the desktop could look like the image below: Mobile forms work best when they are broken up into small, logical pieces. The PageBreak control lets the designer create a mobile layout consisting of multiple pages where each page contains a small number of controls (logical groupings). The user navigates between the pages via Back/Next buttons, or on a device that supports it, by swiping left/right. We will use sections plus the PageBreak control to illustrate these concepts.
Employee Information Form designed for a Desktop browser
Refer to Designing Forms for in-depth information on the features and controls described in the steps below:
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Logon to as a designer. We will create the screenflow in the Forms designer and then drag them into the Flow designer to make the Employee On Boarding flow. Click the to to create a new Application. Click on the
to to edit that application. Invoke the new form wizard by clicking on the
New New icon at the top of the Forms Home Page. Click the Next button to navigate through the wizard. Name the form Employee Information.
- Drag and drop an image control from the palette to the canvas. Use this to upload a company logo image, if desired.
Drag a message control from the palette and drop it next to your logo. Type the text "New Employee Onboarding Form" in the message area. You can bold the text by checking bold on the Style tab for the message control.
- Drag and Drop a date control and label it Date of Birth. The Date Format defaults to Automatic. Check Required on the date control's property panel.
- Add a text control next to the date of birth. Change the label to "Your Manager Is". Change the name of the control to manager. Uncheck the enabled property for that control. We'll use a rule to fill in the new employee and manager's names using the _data.getParameter.
- Drag and drop text controls for the First Name, Middle Initial and Last name fields. Click the Style tab and adjust the widths of the three fields so that they are next to each other on the same line. Check the required property on the FirstName and LastName fields but do not make the control named Initial required.
- Drop another text control below these controls. Uncheck the visible property for this control. Name this field FirstPlusInitial. This control will not be visible on the form. We will use a rule to combine the new employee's first name and middle initial and populate this field with that information. Then we will map the FirstPlusInitial field in the mapper for the W - 4 pdf later in this tutorial.
Add a text control below the FirstPlusInitial control - name it SSN. A pattern can be used to ensure the correct format number for the Social Security Number. Here is an example of a valid pattern: \d{3}-\d{2}-\d{4}. Apply this pattern to the field by typing it into the Pattern field on the Control property pane. will display an error message if the entered data does not match the Make sure the required property is checked.
- Drag and drop an email control to the right of the SSN field. Label it Personal Email Address.
- Add a Phone control below SSN. Name the control Home Phone. Help text showing different formats for the phone number is provided when you add the control to the form.
- Add a second Phone control to the right of the Home Phone field. Name the control Cell Phone.
- Add a text control to collect Address information from the new employee. Make the width the size of the form and name it Street.
Drag and drop a text field below the Street control. Label it City. Make it Required.
Drag a dropdown control from the palette, name it State and make it Required. Type in the names of some states into the Options section on the dropdown control property pane:
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- Drop a text control to the right of the State dropdown. Label it Zip Code and make it Required. Designate a Max Length of 5 characters.
Your form should look like similar to the image at this point:
- Click the
- On the Forms Home Page, Click the
- Add a hidden text control named FullAddress beneath the city, state and zip code fields that will be populated with the City or Town, State and Zip Code via a rule. Uncheck the Visible and Enabled properties. Click the Style tab on the Properties pane and make the field the width of the form. This hidden field will then be mapped for the W - 4 pdf.
- takes full advantage of the cameras built into mobile devices. You can give the new employee an opportunity to attach a profile picture by adding an Upload Control to your form below the FullAddress hidden field. Users will see a prompt on mobile devices giving the user a choice to upload an existing image or take a photo with the device camera.
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You can specify the allowed file types to be uploaded by checking selections in the Restricted Content Types section on the Properties pane. For Example, check jpg if you only want to allow the upload of files with that extension.
- Drag and drop a section below the Upload control. Name it Hidden for Office Use Only. Add a text field for the Employer Name and another one for the Employer Identification Number. Type the Employer's Name and Address into one and the Employer's Identification Number (EIN) into the other. Uncheck the visible property on the section control. This section will remain hidden on the form but we will map it later for the W - 4 pdf.
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The Employee Information form should look like this at this point:
Employee Information form in the designer
- Click the
- On the Forms Home Page, click the
- Rules add behaviors to forms. We will add 4 rules to this form to accomplish the following:
- The first rule will fill in the First and Last Name of the new employee and the name of the manager they report to, from the login information using the _data.getParameter when the form loads.
- The second rule will combine the employee's First Name and Initial and store it in the hidden field called FirstPlusInitial
- The third rule will combine the City, State and Zip Code information and store it in the hidden field called FullAddress
- The fourth rule will work with the GPS features on mobile devices detect the new employee's location information when they are filling in the Employee Information form.
- Click on the
| Code Block |
|---|
if (form.load)
{
FirstName.value = _data.getParameter("subject.first.name");
LastName.value = _data.getParameter("subject.last.name");
manager.value = _data.getParameter("subject.reports.to");
} |
- Click the
| Code Block |
|---|
FirstPlusInitial.value = FirstName.value + ' ' + Initial.value; |
- Click the
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| Code Block |
|---|
if (form.positionUpdated) {
var x = _data.getParameter ("position.street_number");
Street.value = _data.getParameter ("position.street_number") + ' ' + _data.getParameter ("position.route");
City.value = _data.getParameter ("position.locality");
State.value = _data.getParameter ("position.administrative_area_level_1");
ZipCode.value = _data.getParameter ("position.postal_code");
} |
- Refer to the Rule Validator for help in troubleshooting if there are any issues with the rules that we are adding to the form.
- Click the
- As a precaution, click the
- On the Forms Home Page, click the
- Although automatically adjusts to the screen size of a mobile device, the PageBreak control gives the forms designer a tool to specify the sections of your form that appear on a page. Drag and drop a PageBreak control below the manager control. Click on the PageBreak control and notice the property pane shows both phone and tablet checked. This is the default value and we will leave it as is. This will ensure that the controls above the first PageBreak will appear on the first page when the form is rendered on the iPad or the iPhone.
- Drag another PageBreak control from the palette and drop it below the FullAddress control. Check phone and uncheck tablet on the PageBreak property panel. With these PageBreaks in place, the Date of Birth and manager fields wiill appear on the first page and the name, address SSN, phone and email controls will appear on the second page on the iPhone and iPad.
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- Your form should look similar to the image below:
- Click the
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In this form, we will collect information for the Personal Allowances section of the W - 4 Employee's Withholding Allowance Certificate. The section is shown below. The e-form will have controls for the A, C, D allowances and a control to store the total number of allowances designated by the new employee.
- Create a simple form to collect this information. Name the form Allowances. Here is an example. We will map the data in these fields, along with some others, to the W - 4 pdf later in this tutorial.
Allowances Form in the designer
- Drag three Quantity controls from the palette and drop them on the designer canvas. Name them A_Allowance, C_Allowance and D_Allowance respectively. Type the instructions for A, C and D allowances as the labels for these controls. Add a fourth Quantity control where the result of the calculation of the total allowances can be stored. Name this control Total_Allowances and type "Total number of allowances you are claiming" as it's label. Uncheck the Enabled property for this control.
- Add a Wet Signature control so the Employee can sign using the a track pad/mouse or a touch screen to verify the allowance selections entered into the form. This is what the new employee will see when signing.
- Drag and drop a date control under the signature. Name it TodaysDate and uncheck the enabled property.
- We will use rules to calculate the total allowances and fill in the current date. Here's an example of a rule that will add the values for the A_Allowance, C_Allowance and D_allowance controls and store it in the Total_Allowances field. Use the Rule Validator to troubleshoot any issues.
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Here is a rule to populate the Today's Date control when the form loads. Use the Rule Validator to troubleshoot any issues.
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Create an Education form similar to the image below. Use the table control to collect information about the new employee's Education. Name the table control Education History. Refer to this documentation for more information on how to add, move and remove the Add/Remove columns in a table topic for more information.
Education History form in the designer
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- Delete one of the columns in the table by clicking on the column and then clicking on the
- Drag and drop two quantity fields into the table to make the Start Year and End Year columns.
- Change the label of one of the columns you added to Start Year and the name of that column to StartYear. Change the label of the second column to End Year and the name of that column to EndYear
- Move the Start Year column to the leftmost position in the table and the End Year column to the right of the Start Year column . Move the columns by clicking in the column header and clicking the
- Move the other columns to get the Start and End Year columns in the correct positions.
- Change the label and name of the third column to Institution
- Make the Degree Attained column by dragging a dropdown control from the palette into the table. Move it to the righmost position.
- Change the label of the fourth column to Degree Attained and its name to DegreeAttained.
- Changes made to one cell in a column will apply to all cells in the column. Click on one of the cells in the Degree Attained column. Specify choices for the Degree Attained in the Options section of the Property pane. Here is an example:
This is how the Degree Attained column in the table will look on the iPad.
- Click on the Table control then select the Style tab on the Properties panel. Enter these percentage values, separated by a space, to adjust the widths of the four columns: 10% 10% 50% 25%
- Click the
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This form will be used by the new employee's manager to approve or reject the screen flow. In this scenario, the manager, Jerry, will use his iPhone to perform this task when it appears in his Task List. You can use the Quick View feature to make that process easy . Quick View requires an Approval control. An approval control is a section control in your form with a text area control inside of it. You can set up a signed section if you want the manager to sign after approving or rejecting the task . Drag and drop a section control into the Approval form. Name it Manager Review. Add a text area control for manager comments. Click on the Security tab for the section. Assign the role of manager from the role list. Choose Text/Signature Image or Wet Signature type from the dropdown for the signature type. Refer to Electronic Signatures for more information. Quick view is setup in the flow designer but it will not work if the form does not have an approval control in it. 
Be sure to click the save and exit icon to save the form.
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Add a date control for the Performance Review Date and a dropdown control for the Pay Grade. Click
Use a message control for the instruction: "Confirm that the new employee has completed the following:". One way to bold the message text is to use HTML tags in the message control. For example, the text should be encased in <b>text</b>, as shown in the image.
Drag a section from the palette and drop it on the canvas. Select the HR role on the section security tab. Add these controls to the section:
- Use the T/F control for the policy questions - Drag 6 of them from the palette into the section. Make sure they are below the Message control. Check the New Line property on the Style tab to get the T/F controls to line up underneath each other.
- Change the labels of the T/F Controls to: Read Harrassment Policy, Read Email Policy, Read Confidential Data Policy and Received the Employee Handbook.
- Add a Signature control or choose a Signature type from the dropdown on the Security tab of the section
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Create the Employee On Boarding Flow
Open the Flow Designer by clicking on the Flows menu item. Click on the icon to create the new Employee On Boarding flow. Drag and drop your Employee Information, Allowances, Education History, Confirmation, Approval and Office Use Only forms from the palette to the flow editor. Review this documentation for information about the Flow step properties you can set up. In the image below, the new employee will see the Navigation toolbar to chart progress when filling out the screen flow. Click the icon in the toolbar. With the who can use the flow permission visible in the dropdown, select Public in Tenant in the Visibility dropdown. New employees will have to log onto the tenant to access the flow. Check to see that the deployment is set to Production. Click on the Confirmation Form and customize the Continue Label for this step of the flow to say "Send to Manager".
| Tip |
|---|
Forms can be created or edited directly from the flow, if necessary. Click the form to be edited, (the New Form if you are just creating it) then click the |
Click on the Employee, Personal Allowances, Education and Confirmation steps and assign the Employee role to all of them. Click on the Approval form and assign the role of manager. Click on the Office Use only form and select the HR role from the choices shown in the Role section of the Form Property panel. You can customize the Continue Label to something like "Send to ECM" if you want. Continue the tutorial to setup Quick View for the Approval form, Geo Location for the Employee Information form, Task Email notification and the W - 4 pdf for the flow.
| Info |
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If you want to capture the current location of the new employee when they are filling out the Employee Information form, turn on ' location feature. Click on the Employee Information form to highlight it in the flow designer. On the Property panel that displays on the left, there is a section for the Geo - Location feature. We added a rule to the Employee information form to take advantage of the iPad location services earlier in this tutorial. Once you have the rules in place, you can choose to have the rules execute when the form loads (the On Load) option of the Geo-Location dropdown or specify a custom time period of how often the rules should execute (the custom option of the Geo Location dropdown). Check Detailed Loc to capture additional information, like an address, based on the location.
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Setup Quick View
In our scenario, when the screenflow is completed by the new employee, the manager will receive a notification and access their Task List using a smart phone. The Quick View feature lets the manager review a summary of the information and quickly approve/reject the task.
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- The Setup Quick View wizard will display all sections of your form that meet the criteria of an Approval control. In this case, there should only by one - the Manager Review section of the Approval form.
- Check the Enable box.
- Type a Summary statement that will appear on the Task List, if desired. This is essentially the same as the Task Information so if you have set that up already you can leave the summary blank. To add the new employee SSN to the Quick View, type SSN: followed by the templatized string for the Social Security field. Clicking on the Control dropdown will list all the controls in all the forms in your flow in alphabetical order.
- The Manager Review section should be listed in the Approval Control box.
- Click the
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You can customize the message the new employee will see upon completion of the screen flow by typing it into the Pending Message field on the Approval Form Property Panel. Here is an example: "Thank You {FirstName}. Your New Employee Package has been sent to your Manager for approval." In this message, {FirstName} is a Templatized String, meaning it uses the data from the FirstName field on the form in the pending message.
You can setup any control on the form that will give the manager more information on the task to be performed by using Templatized Strings in the Task Info field on the form's property panel. For Example, to display the new employee's Social Security Number in the task , type SSN: {SSN} in the Task Info field. SSN: will show as the label followed by the entered SSN.
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You can configure the email that is sent when the flow is put on someone's Task List. Jerry , the Manager, receives an email notifying him if there is a new task in the Task List. To set this up, click on the Approval form in the flow then click on the "Setup Task Notification Email" link and make changes to the Task Notification wizard. Notice the Templatized Strings in the message shown in the image below. 
Jerry, the manager, will receive an email informing him that there is a New Employee On Boarding task on his Task List. Notice the {task.list.url} is replaced by the link to Jerry's task list. When Jerry clicks this link, he will be directed to his task list. He will have to login if he is not signed on to access it.
Click the save save and exit icon to save your flow.
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- Navigate to the PDFescape website and upload the W-4 Acroform. It will open in the editor.
- Click on Form Field on the menu on the left.
3. Select Text as the field type from the dropdown. Then click on the Select box.
4. Draw a rectangular field next to the Employee's Signature label shown in the red box in the image. Repeat for the Date field. Save and download the form. This modified Acroform will be used as our W4 template. We will upload it to later in the tutorial.
There is a two step process to configure PDF form generation.
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We will use the Drag and Drop method in this tutorial. Information on using the PDF Mapping dialogue can be found here.
Follow the steps int his section to map fields in the Employee Information and Allowance forms in our flow to the W - 4 acroform pdf.
Open the Employee On Boarding workflow in the flow designer. Click on the view view forms generated by the form/flow icon on the toolbar. Existing mapped pdfs for your form/flow will be listed.
Since we have not mapped a pdf yet, there will be none listed.
Upload PDF Acroform Templates
Use the New Form Generation screen to upload the Acroform for the W-4 Acroform PDF that you downloaded and modified earlier in this tutorial. Click the New New icon to begin. Fill in the name of the template, W-4 in this case, and browse to the location of the W-4 Acroform. Click OK.
The W-4 will be listed as a PDF to be generated for this activity of the flow. makes a copy of the uploaded Acroform template and modifies it with available selections of appropriate e-form fields for each PDF Acroform field. The modified PDF Acroform (Mapper) will be re-generated every time because the e-form fields may have changed.
Map the E-Form Fields to the Acroform Fields
Click the Map Map Fields icon.
Ensure the PDF Page thumbnail Image for page 1 is selected.
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| Acroform PDF Field | Live Form Control | Live Form Control Name |
|---|---|---|
| Hidden control for First Name and Middle Initial | FirstPlusInitial | |
| Last Name | Last Name | LastName |
| Home Address (number and street or rural route) | Number and Street | Street |
| City or town, state and ZIP code | Hidden control for City or Town, State, ZIP code | FullAddress |
| Social Security Number | Social Security Number | Whatever you named it |
| Total Number of Allowances you are claiming | Total Number of Allowances you are claiming | Total_Alllowances |
| Employee's Signature | Employee's Signature | Whatever you named it |
| Date | Today's Date | TodaysDate |
| Employer's Name and Address | Hidden control for Employer's Name and Address | Whatever you named it |
| Employer's EIN | Hidden Control for Employee Identification Number | Whatever you named it |
| Tip |
|---|
If the control names are truncated in the Mapping Form Outline, hover over the control to see the entire name. |
Click the Done button when the mapping is completed.
Click the save save and exit icon to save your work and return to the Flows Home page.
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Click the Edit icon to return to the designer. Highlight the Confirmation form by clicking on it. Click on the
icon icon to edit the form. Drag and drop one Form Viewer control from the flow palette to the form. Change the label of the Form Viewer control to Review PDF Forms. Change the label color and any other style changes you want to make on the Style tab in the Properties pane. See Style Properties for more information.
Click on the Form Viewer control to select it. Select the W-4 form from the Form dropdown on the properties pane. Click the save save and exit icon twice to save your changes and return to the Flow Home page.
Assign a thumbnail to the Employee On Boarding Flow
On the Flows Home page, click the icon icon to assign a thumbnail to your Employee On Boarding flow that will display on the iPad and Iphone. You can upload your own icon or select one that provides.
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There are several ways to test the Employee On Boarding Flow. We will use a space which can be a valuable tool for testing mobile forms on the iPhone and iPad. Before creating your space, make sure the visibility of your Employee On boarding workflow is set to public or public in tenant and that it is deployed to production.
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- Log in as the designer. Click on the Spaces tab.
- Click
- Since we set the state of the Employee On Boarding flow to Production in a previous step, it will automatically be included, along with the Task List as menu items in the newly created space.
- Click the
- If your tenant is in the cloud, click the
- If you are using an in-house installation,
- Click the
- Click the
- Click the
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- Logon to your tenant as the designer on your desktop.
- Click the
3. Live Forms displays your space's URL — this is the link you distribute to those who you want to view your space. Remember, this flow is designed to only be accessible to users who are logged into the tenant.
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4. Type the Share url for your space into a browser session on the iPad. Your space will look similar to the image below, when accessed from the iPad. 
5. Logoff the desktop and logon to your tenant as the user Tom on the iPad.
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