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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
save and exit icon to save the form.
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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".
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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 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.
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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 |
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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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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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