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We will need three roles: employee, manager and hr. To create these roles in :
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If you are using Online, go directly to Step 5. in-house users will have to create a tenant first before adding roles/users. Follow Steps 1-4 to do that:
- Login as the in-house superuser admin.
- Click the
icon to create a new tenant
- Fill in the screen. Refer to this documentation for information details.
- Click the Submit button. Logoff as the superuser.
- 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 Roles" link.
- Click the
- Repeat for the second and third roles.
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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 designerthe designer. A form designed for the desktop could look like the image below: Mobile Mobile forms work best when they are broken up into small, logical pieces. The PageBreak control The PageBreak control lets the designer create a mobile layout 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 panels and sections plus the PageBreak control to illustrate these concepts.
Employee Information Form designed for a Desktop browser
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- Drag a panel from the palette and drop it on the designer canvas below the Your Manager Is control. We will refer to this as the main panel.
- Drop a text control inside the main panel. 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.
- Drop two more panels into the main panel ABOVE the FirstPlusInitial control. Change the widths of these two panels to 55% and 39% respectively.
- Drag and drop a text control with a label of First Name inside the first panel and a text control named Initial into the second panel. Check the required property on the FirstName field but do not make the control named Initial required.
- Add a text control to the MAIN panel underneath the FirstPlusInitial control. Label it Last Name. Check the Required Property.
- Add a text control to the MAIN panel below the LastName - 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. Make sure the will display an error message if the entered data does not match the Make sure the required property is checked.
- Add a phone control below SSn in SSN in the MAIN panel. Name the control Phone. Help text showing different formats for the phone number is provided when you add the control to the form.
Here is what the MAIN panel should look like at this point:
- We will now add another panel similar to the one we just built to collect Address information from the new employee. By default a panel's width is set to 49%, so when you drag two panels into your form, the second panel automatically will line up next to the first panel. We will call this the second panel.
- Drag the MAIN panel to the left of the second panel for now.
- Drag and drop two text fields into this panel for the street address and city. Label them Street and City. Make them both Required.
- Drag and drop an email control into the address panel. Label it Personal Email Address.
- Drag and drop two more panels into the second panel below the Personal Email Address. Give one of the panels a width of 44% and the other one should have a width of 45%.
- Drag a dropdown control from the palette and drop it in the 44% width panel. Name it State and make it Required. Type in the names of some states into the Options section on the dropdown control property pane:
- Drop a text control into the last panel added. Label it Zip Code and make it Required. Designate a Max Length of 5 characters.
- Drag the panels with the State and Zip Code controls above the Personal Email Address control. Rearrange them if necessary.
The MAIN and Second panel should look like this:
- Click the Finish button to save the work we have done.
- On the Forms Home Page, Click the
icon for the Employee Information form to continue editing. - Add a Add a hidden text control named FullAddress beneath the panels named FullAddress 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 width 95%. 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 the new enhanced 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.
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 png if you only want to allow the upload of files with that extension.
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The Employee Information form should look like this at this point:
- Click the Finish button to save the work we have done.
- On the Forms Home Page, click the icon for the Employee Information form to continue editing.
- 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.
- 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 Rules button on the designer toolbar to access the Rules Editor. Click the icon to open the Rules validator screen. Give your rule a meaningful name: in this case we will call it Form Load. Copy/Paste the rule below into the rules canvas.
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- 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 Controls button in the designer toolbar to return to the form. Your rules will be saved.
- As a precaution, click the Finish button to preserve the work we have done so far.
- On the Forms Home Page, click the icon for the Employee Information form to continue editing.
- 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 hover between the MAIN and Second panels and drop it in the form. Check phone and uncheck tablet on the PageBreak property panel. With these PageBreaks in place, the MAIN and Second panels will appear as separate pages on the iPhone and iPad.
- Your form should look similar to the image below:
- Click the Finish button to save the Employee Information form.
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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.
- 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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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 columns in a table.
Education History form in the designer
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- 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.
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- 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 FInish button to save the form.
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The purpose of the Confirmation form in the Employee On Boarding flow is to give the new employee the opportunity to review the information in the generated W-4 PDF and then sign to indicate the information has been reviewed and verified. Drag and Drop one Signature control from the palette to the form. Change the label of the Signature control to "Employee's Signature - by signing you agree to the content of the W-4 PDF Form". We will add the Form Viewer control to this form when we create the Employee On Boarding flow. This will display the section of the W - 4 Pixel Perfect PDF that we will map with the data later in this tutorial. 
Create the Approval Form
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 Finish button to save the form.
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The last step in the Employee On Boarding flow is performed by Sue, who works in the HR department of the company. Sue receives the task from the manager, Jerry and proceeds to complete the final form, sign it and submit the data to the company database when it is completed. Create a form similar to the image below.
- Drag a section from the palette and drop it on the canvas. Select the HR role on the section security tab
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- Use a message control for the instruction: "Confirm that the new employee has completed the following:".
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- One way to bold
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- the message text is to use HTML tags in the message control. For example, the text should be encased in
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- <b>text</b>, as shown in the image.
Use the T/F control for the policy questions. The Signature contol can be added to the section, if desired. Select a signature choice from the dropdown.
Click 
- Use the T/F control for the policy questions - Drag 4 of them from the palette into the section. Make sure they are below the Message control.
- 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.
- Add a panel with a date control for the Performance Review Date and another panel with a dropdown control for the Pay Grade.
- Move the two panels to the top of the form.
- Click Finish to save the form.
Create the Employee On Boarding Flow
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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 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 Button Label to something like "Send to ECM" if you want. Click on the Approval form and assign the role of manager. Continue to setup Quick View for the Approval form, Geo Location for the Employee Information form and Task Email notification for the flow.
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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
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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. You can use Templatized Strings in your statement – 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 Finish button to close the wizard. You will see the
lightening bolt on the Approval flow activity if Quick View is setup correctly.
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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. Users with a manager role must have a valid email address to test this feature.
Click the Finish button 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 it
to later in the tutorial.
There is a three step process to configure PDF form generation.
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Open the Employee On Boarding workflow in the flow designer. Click on the Gen Forms button on the Toolbar to display the generated PDF forms view screen. Drag and drop the "New PDF Form" from the palette into the editor to create a new PDF form generation activity. The default name will be "Generated Form N", where N is a unique number starting at 1. Click on the activity to select it. Change the default name on the Properties Panel to Federal Forms. You may have to completely exit the flow and then go back in to see name changes.
Return to the Gen Forms Editor after you have changed the name of the PDF activity. Click on the Federal Forms activity to select it. The activity will display with a green color and contain the edit and
delete icons. Click on the
icon to continue editing..
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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
Download the Mapper by clicking on the icon. The downloaded mapper is a modified template so it will have the same name as the template that you uploaded.
Open the mapper with an external PDF viewer/editor, such as Adobe Reader (version 11 or higher) or Mac Preview. Here is an example of the downloaded mapper for the W-4 PDF. Notice the Acroform fields are re-written with editable combo box controls. The combo boxes are pre-populated with the names of relevant e-form fields from the flow for the purposes of field mapping.
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We will not map all the fields on the Acroform PDF for this tutorial. Minimally, selections should be made for these fields in the W-4 mapper. If you have been naming the controls as suggested in this tutorial, control names should be the same as the Live Form Control Name column shown in the table.
Your First name and Middle Initial
| Acroform PDF Field | Live Form Control | Live Form Control Name | Your First name and Middle Initial|
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| 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 |
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Click on the Form Viewer control to select it. Select the W-4 form from the Form dropdown on the properties pane. Click Finish to return to the Flow View in the Flow editor. Click Finish again to save your changes.
Assign a thumbnail to the Employee On Boarding Flow
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- Log in as the designer. Click on Spaces.
- 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 Tsk Task List as a menu item in the newly created space.
- To access your space from a mobile device, in this case, the iPad, click the
5. 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.
6. Your space will look similar to the image below, when accessed from the iPad.
Test the Employee On Boarding Flow
- Open a browser window on the iPad. Enter the URL for your server i.e. http://<SERVERNAME>:<PORT>/frevvo/web/login
- Logon to your tenant as Tom on the iPad.
- Paste the share URL for the space into the browser on the iPad
- Select the Employee On Boarding flow on the iPad by tapping the icon for it.
- Fill in the screen flow. Use the Back and Next buttons or swipe to navigate the pages of the forms established by the designer's use of the PageBreak control. The Next button will change to Continue when the flow is navigating to a new form. You will only see a Save button if the Save/Load property on the flow has been selected. This property saves a partially complete form/flow on the Live Forms Form Server. Later the user can re-open the form either in the same browser or a different browser or even from a different computer, and reload the partially completed form and continue working on it. Saved forms are accessed from the users Task List. The Cancel button will take you back to the Space menu.
- The Manager's name should be filled in by on the first page of the screen flow if you added the rule to do that from the logon information.
- Check to see that the correct keyboards and date pickers are shown for the iPad.
- The address should be filled in if you implemented the location feature on the Employee Information Form.
- Test to see that you can take a profile picture with the iPad camera and upload it to the Employee Information form.
- Verify that the calculation to compute the W - 4 allowances are working and are yielding correct results on the Allowances form. Check that today's date is filled in the Today's Date field if you added the rule to do so.
- Sign the Wet Signature control using your finger.
- Enter Enter data into the table control on the Education History page. Be sure to try the Degree attained dropdown choices
- Review the data in the W - 4 PDF. Remember, we only mapped a small section of the Employee's Withholding Allowance Certificate
- Click the Send to Manager button when the screen flow is complete. Verify your customized message is displayed to the new employee The flow should progress to the Approval phase now.
- Logoff the iPad. Logon to the iPhone as Jerry. Verify Jerry received a task Notification email if you set that up.
- Check that the Employee On Boarding task from Tom Cat shows up in Jerry, the manager's Task List
- Tap the task for Tom Cat's Employee On Boarding information. Since we enabled the Quick View feature, you will see the task information, a field to enter a comment and Approve, Reject, Details and a Cancel button. Enter a comment and approve the task. You can run through the flow again to see what happens if the task is rejected.
- Check to see that the correct completion message is displayed.
- Logon to from a desktop computer as user Sue. Click the Perform this Task icon from Sue's Task List to complete the flow.
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