1. Create a Custom Workflow Template
Navigate to the Workflows section.
Click on Templates.
Select Create Workflow Template.
Choose Custom Workflow.
Name the workflow and add “Employee Data” to the list of workflow types (leave the Anchor Date blank).
2. Add a Task to Fill Out a Form
Click Add Task.
Set the task type as Fill Form.
Name the task e.g. Employee Form.
Leave the Due Date blank, as this workflow isn't relative to an Anchor Date.
Set the Assignee as Employee.
Under Assignment Date, choose Immediately. This ensures employees receive the form as soon as the workflow is started.
3. Customize the Message to Employees
Write a message that will accompany the form. You can personalize this using dynamic variables like the employee’s first name.
Example:
Hi {{First Name}}, Please complete the following form to help us set up your profile in Shapes.
4. Build Your Form
Click Edit next to the Form Name & Description.
Add your company logo, form title, and a brief description.
Drag and drop the fields you'd like employees to complete.
You can:
Mark fields as required
Reorder questions
Remove fields you don’t need
When you're happy with your form, click Apply Changes and then Save.
5. Run the Workflow
Go to the People Directory section.
Select:
The relevant employees
Click Run Workflow.
Type: Employee Data (or your chosen name)
The template you created
Click Run.
All selected employees will now receive an email with the form. Once the form has been submitted, the employee's data will automatically be transferred to the relevant fields in their Shapes profile.
If you have any questions, please don’t hesitate to contact support@shapes.co