Humaans allows you to automate and send forms to your members through Workflows. These forms can automatically sync data to the users profiles.
In this guide, we'll discuss how to set up and publish workflow forms.
Accessing workflow forms
In the Home menu, click Workflows.
You can build a new workflow by clicking Create new workflow in the top right-hand corner.
You can also edit an existing workflow by clicking on the workflow you want to modify, and then clicking Edit template in the top right-hand corner.
Changes made to a workflow template will only apply to new users enrolled in the workflow. Existing users will not be affected.
Adding form actions
Once in the workflow template builder, you can add a form with the following steps:
Click Add new action in the top right-hand corner, or Add action at the bottom of the edit window.
Click Send form.
Enter a descriptive name for your form action.
Creating forms
The form action has two parts, the email that will be used to send the form, and the form that will be sent within the email. You can set up both of these with the following steps:
Create the email that will send the form, as you would a workflow email:
- Specify the Sender Email.
- Choose to send it to the Personal Email of the employee.- Add a Subject and edit the Body of the Email using text and dynamic tags.
The @form-link dynamic tag needs to be added to the email before being able to send.
For more, see Workflow emails.
The second part of the action to set up is the form itself.
click Edit form button the bottom right-hand corner to open the form edit menu.
Add a Form Title and a Description. This title and description will be visible to the member/new hire receiving the form.
Select the Profile fields you want the user to fill in. Both default and custom fields are available to add to the form.
These fields are linked to specific data fields in Humaans. Fields with a sync icon will automatically update the corresponding data fields in the employee's Humaans account.
Use Form Elements to add text fields, long text fields, choice fields, etc., that are not connected to Humaans fields. This can useful for collecting information that doesn’t need to be stored in Humaans.
You can customise the cover image of the form by clicking Change cover.
Edits to the form are saved automatically. When you're ready to publish the changes, click Leave to exit the form edit menu.
Available profile fields
Profile fields include all default and custom fields in the following areas:
Basics
Health
Diversity
Social
Banking
Identification
Documents
Emergency Contact
The Identification field allows you to have users upload identification documents directly to their profile.
The Documents field allows you to request users to upload a document, where it will be added to their profile under the Document type of your choice.
Available form fields
Form fields allow you to collect information from users that does not sync into their profiles. For example, you want to collect survey information that doesn't need to live within their user profile.
You can also use styling elements to structure your form.
The available form fields to choose from are:
General fields:
Text field
Long text field
Single choice
Multiple choices
Date
Document attachment - This allows you to attach a document to a form for uswrs to review, and also can request that users confirm that they have reviewed the attachment by checking a box.
Styling:
Heading
Text area
Divider
Setting required fields and hints
After adding fields to the form, you can add hints to suggest responses, or make the field required to be filled out before submitting the form. You can set this up with the following steps:
In the form builder, click on a field that you already have added.
Check Hint or Required depending on your needs.
Setting triggers for forms
Once the form action is created, you can set triggers for when the form is sent. By default, it is set to Manual. This can be edited by clicking the tigger icon located in the top right-hand corner of the form action card.
The current triggers are available:
Manual
Immediately (sends directly after a new hire/member is enrolled to the workflow).
Enrolment date
First working day
Last working day
Employment start date
Employment end date
Probation end date
Custom date
Publishing the workflow
Once all configurations are set for the form, click Publish in the top right hand corner to have the form active for future enrolments.
Reviewing individual form submissions
You can review form submissions with the following steps:
In the Home menu, click Workflows, then click on the desired workflow.
Select the member that you wish to review.
Click on the Form action, and their responses will appear in the right-hand menu.
Exporting form responses
You can export all workflow form responses in a CSV format with the help of the following steps:
In the Home menu, click Workflows, then select the workflow you wish to export the responses from.
In the top right-hand corner, click the ... icon, then click Export form responses.
Manually sending a form
If you have a form selected to send manually, you can do so after a new hire/member with the following steps.
In the Home menu, click Workflows, then click the workflow with the form action.
Click on the user you wish to manually send the form to.
Click on the form action, and then click Send now in the bottom right-hand corner of the screen.
