Getting Around the Forms Settings Page

Getting Around The Forms Settings Page

Depending on how familiar you are with this part of your WorkBright account, you’ll either see the Forms Settings Page as a way to customize your forms, or an overwhelming mess of check-boxes and buttons. Whether this is your first form, or you just need a refresher, this article will help you get a healthier grasp on the Forms Settings page, we’ll end up covering:

Begin by clicking Onboarding in the top navigation bar > Forms. On the forms list page, click the New form button to take us to the forms settings page.

Note: If you are instead wanting to edit the Settings of a Form that already exists, click on the form’s name and then click Edit Form button to take us to the Settings page for that form.

We are greeted by the Form Name field. Its worth noting that depending on your use case and how your forms are structured, it may help to serialize the titles of your forms, as this may make it easier to organize them in the forms list page.

Title your form and move on to the Instructions for Staff section of the page. This field offers you a good opportunity to help make both yours and your Employee’s lives easier by adding any extra instructions or details you may think to put here.

Example:

You know a certain section of the Health Information and Consent Form confuses your Employees, ultimately resulting in you having to reject the form, re-assign it to your Employee and then have them re-submit it. You could use the Instructions for staff section to include a message that may look like this:

Let’s familiarize ourselves with the buttons at our disposal on this simple WYSIWYG editor, starting from the left:

B - Bold

Use the icon to make a selected portion of text bold. Clicking the bold button on while selecting text that is already bold will un-bold the text.

I - Italicize

Same as above, but for Italicizing text

U - Underline

Same as above, but for Underlining text

(E) - Remove font styling

This may ring a bell; you’ve been doing some work in your favorite word processor (like Microsoft Word) and want to now copy and paste the text into another program/editor but when you do, the text pastes in all weird and funky looking. Word processors like Microsoft Word often include additional encoding/formatting data that gets copied over when you do a copy and paste. The remove font style button will allow you to remove the formatting from a selected region of text.

S - Strikethrough

behaves similar to the Bold, Italicize and Underline button.

The font size button follows and clicking this will reveal a few font sizes you can choose from.

Need to bring your Employees attention and focus to specific parts of the instructions? Use the highlight button. Click on it to reveal a color picker menu that - in addition to the default yellow will give you access to a whole new host of colors.

After that is our bullet/unordered list button, allowing us to easily create a list of bulleted items. Either click the button and start typing your list items, or highlight a few lines of text and click the button to put them into an unordered list.

The button after that is the ordered list button, also known as a numbered list, which will behave similarly to the bullet list button, but instead of adding bullet points, it will organize the lines in an ordered number list.

Next is the Text Alignment button, helping you to control how the text is aligned and indented on the page. Click the button to have a look at your alignment options. You may recognize these from your favorite text editor - the top row of buttons will allow you to align the text to either the left, right, center or to justify it, while the bottom row will allow you to add/decrease the indentation text to either the left or right.

The last button in our editor will allow you to add a link to your message to your employee. This may come in handy if you want to link to a Youtube video, or any other kind of web page.

Groups is the next section. Groups play a very important role in WorkBright, as they help drive form assignments. In other words, Employees will get assigned forms depending on the Group they’re in.

To see a list of Groups currently on the system, click the drop-down button. To add a form to a Group, click the checkbox next to the Group’s name. Clicking an already selected checkbox will remove the form from the Group.

Important Note on Groups (what None selected means):

One important point to make here is that if a form is in no Groups at all, it will be assigned to All Employees on the system, so unless you want that to happen, make sure the form is assigned to at least one Group. If your Groups section says None Selected, you may want to ask yourself “Do I want this form to go out to everyone on the system?” if you do, leave it as None Selected.

Using Inactive/Archived Form Groups

Do you have a form that falls into any of the following categories?

Using an Inactive/Archived Group would help you take care of all of these. This kind of Group may already be added to the account and you may find it under other names such as :

However, as these groups need to get added to the account manually, there is a chance that it may not have been added to yours just yet.

If you think that’s the case, you can feel free to do so by clicking the the Add New Group button:

Current convention is to just keep it simple and name this group something like Inactive/Archived.

Now, when you have a form that you either want to “put on pause” or anything else we discuss above, feel free to throw it into the Inactive/Archived group. Don’t forget to also remove the form from any Groups it may have been in prior when you do this.

Below Groups is our Deadline section. Click the drop-down arrow to have a look at your deadline options.

You’ll be able to choose from your Regular or Extended deadlines here. There’s nothing special about Extended deadlines - it’s just a longer deadline you can use on forms that may require more time to complete once they’ve been assigned.

You’ll be able to edit your Deadlines by clicking Settings > Submission Deadlines

(note the Switch to Exact Date button in the top right)

Following deadlines is the Exclude from Progress Bars option.

This will allow you to exclude the form from appearing on the Staff page - it won’t be counted towards the aggregate you’ll see (4 assign and 1 internal form):

(checking the exclude from progress field may make sense for some forms, but most of the time you’ll be leaving it unchecked.)

The “All submissions for this form MUST be reviewed in the inbox” option will allow you to specify whether you want to review a form after an Employee has submitted it.

If you leave this box unchecked, the form will be accepted automatically after it is submitted by the Employee. If the box is checked, the Employee’s submission will make its way to the Inbox page, where you will be able to review it and reject/approve accordingly.

Choosing a Form Body

There are three form body types we can choose from:

The form body you choose will also determine the submission type you’ll be able to use (the field right below this one). Upload PDF will allow us to upload a PDF form; these forms are in conjunction with either a Digital Signature or Acknowledgement form submission types.

Text Editor Forms

Text Editor forms allow you to build a form and format it to your liking as well as add in Merge fields; these are fields that will get dynamically inserted into the form before it gets sent out to the staff member. Some common merge fields are Employee data, such as standard profile fields and, possibly, custom fields like Salary, Position etc.

Note: Forms that have a text editor body can either be of the Digital Signature or Acknowledgement form submission type.

Click the Text Editor button. This should look a bit familiar, it’s similar to the WYSIWYG editor from the Instructions for Staff box, this time with a few more options:

Let’s go over a few of the important ones:

Changing font size

To change the font size of a select bit of text, click the wand icon in the top left corner of the Text Editor.

Let’s change our text to a Heading 1 by selecting it and making it a Heading 1.

Feel free to play around with the other text box sizes.

We’ll skip the next few buttons, as we’ve already gone over them. We’ll also skip some of the not so important ones. That brings us to the Image icon.

The image button allows us to easily upload and insert an image into our text editor document. Although this feature is mostly used when adding in a logo, you can use it to upload any kind of image. Let’s have a look below on how you can do about doing that:

Adding an image into the text editor.

After uploading your image, you may want to resize and/or align it. To resize the image, click on it and locate the bottom right corner.

Click on it so that a few resize controls pop-up. To resize the image, drag your mouse click the little box in the bottom right corner and drage inwards, the image should resize proportionally). Once you’re done resizing your image, it’s recommended that you strip it of any formatting. Images often get uploaded with extra formatting that cause all sorts of annoying and confusing issues down the line.

To remove the formatting from your image, select the image (like you usually do with text) by clicking and dragging from the right of the image to the left of it. Once the image is selected, click the Eraser icon to remove the extra formatting.

Once we’ve done that, align your image by selecting it again and using the alignment icons (just like you would when aligning text).

After the image button is the Embed Video.

This button will allow you to easily embed a video from Youtube, Dailymotion, Instagram and more. To do so, click the video icon and insert a link to your video. You’ll now see it embedded in the Text Editor.

We’ll skip the next few buttons to take us to the Merge Fields button.

This feature is really what makes the Text Editor shine. Click the Merge Field button to show you a list of any of the Standard Profile Fields like Name, Email, Address, or and Custom Fields that have been added to the account. Click the Custom Field button, If you don’t see any fields listed , you’ll need to create them.

Access the Custom Fields page by clicking settings and then Custom Fields. To add in a new field, click the New Custom Field button.

IMPORTANT: In order to see your newly added merge field in the Text Editor, we’ll need to refresh the page, but be sure to Save your work so far before you do so.

Once you’ve saved, come back to the forms settings page for your form and come back down to the Text Editor area. Click the Merge Fields button again and you’ll now see the merge field.

To add a merge field into a form, place your cursor in front of where you want to add in the field and with the Merge Button drop-down clicked, click on the Merge field you want to insert.

You’ll be able to tell it’s a merge field by its special styling.

To remove a merge field, place your cursor to the right of the field and hit the backspace button on your keyboard.

When trying to move merge fields around (like copying it from one place and pasting it in a next), it’s usually a good idea to delete the old one and add the new one into the spot you want it in, as copying and pasting merge fields is sometimes a hassle.

While you can expect a more in depth article on the Text Editor, hopefully what we’ve discussed here will better equip you to use the Text Editor until that time comes!

The None Form Body usually goes together with the Upload Form Submission Type below.

You’ll most often be using this Submission type with the Upload Documents Form Type. Click Upload Documents under the Submissions drop-down below the Form Body section. Note that you will not be able to use any of the other Form Bodies with upload form fields, as the upload from the Employee will end up overwriting any PDFs or Text Editor forms you may have uploaded.

Checking the Internal Only box will mark a form for Internal use only, in other words, only admins, like yourself will be able to “submit” the form on behalf of the Employee.

You’ll be able to find the form under the Employee’s profile just like any other form, but they won’t, which makes this feature perfect for background/reference check forms.

As the name suggests, clicking the optional checkbox would allow Employees to not submit a form if they didn’t want/need to.

The “Prefill new submissions with data from previous submission” checkbox is a feature that may either make your life easier, or cause a little bit of a headache.

Checking this feature would tell the system that if an Employee is filling out a form for at least the 2nd time, pre-fill the form data with the information from the first time they filled it out.

In most cases, this will end up saving your Employees (and you!) a ton of time when filling out their forms, but here is a scenario that may crop up, that you should be aware of:

Employee Hilda fills out her Employee Basic Information Form but made a typo on her address. This typo was also missed by you (the admin) and the original form was accepted. It’s now time for Hilda to re-fill the form, but because the pre-fill option is checked, she isn’t able to edit her information.

The solution? Temporarily disable the option, have Hilda re-fill her form with the correct information and then turn the feature back on.

The final check-box on the Form is the Request New submission box.

Checking this option will ensure that Employees are re-assigned the form when you use the re-hire Wizard.

You would check this option and then go to the Re-hire Wizard to re-hire the Employee. You’ll find the form already checked on the Re-hire Wizard, meaning that once you complete the wizard, the form will be re-assigned to the Employee.

The Forms Settings Page may look a bit daunting at first but once you gain a better grasp on what everything on this page means, it will allow you to control a form's behavior in a few more ways than you may have thought possible.