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 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 3 form body types we can choose from:

The form body you choose will also determine the submission type you’ll be able to use. Learn more about Form Bodies here.

There are three form submission types:

You can learn more about the submission types here.

In your submission section, you also have a few other features you can use.

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.

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 found in the Rehire Options section.

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.