• Digital Application Forms

Digital Application Forms

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  • Last Post 22 October 2019
tismail posted this 21 October 2019 - Last edited 05 June 2020

This screen allows the management Digital Application Forms. From this screen, you will be able to create, edit and delete Digital Application Forms.

Creating Digital Application Forms

To create a Digital Application Form, navigate to News & Docs > Digital Applications > Digital Application Forms. Click on “Add” and fill in the necessary fields using the information below

  • Name: This is the unique Digital Application Form name
  • Description: This is a brief description of the form
  • Type: Select the application type
    • Loan: Use this for forms used for loan applications. When applications made using this form are approved, it automatically creates a loan entry
    • Expense Reclaim: Use this for forms used for expense reclaim applications. When applications made using this form are approved, it automatically reimburses the expense to employee at the next paycycle
    • Bill: Use this for submitting bills for payment with salary, the bill will be subject to tax
    • Salary Item Payment: Use this for payment of a salary item which needs to be paid along with salary but needs approval such as leave allowance
    • Other: Use this for any other form
  • Salary Component: This option is only visible when “Salary Item Payment” is selected as the form type. Select the relevant salary item from the list.
  • Prevent Duplicate Application: This option is only visible when “Salary Item Payment” is selected as the form type. Set this option to “Yes” to prevent an applicant for making an application using this application form more than once in a tax year otherwise set this option to “No”
  • Include in payroll: This only applies to “Loan”, “Bill”, “Salary Item Payment” and “Expense Reclaim” types and it determines whether the application total is handled through the payroll
  • Restrict Applicants: Select this application to “Yes” to restrict the applicants who can use this application form
  • Restrict By: Select the appropriate restriction group.
    • Job Categories: Select this option to restrict by job categories, then tick the relevant job categories from the list of tick boxes
    • Job Titles: Select this option to restrict by job titles, then tick the relevant job titles from the list of tick boxes
    • Custom Field: Select this option to restrict by dropdown type custom fields. Select the relevant custom field and then select an option from the custom options dropdown
    • Salary Component: Select this option to restrict by a salary component. Select the relevant salary component to restrict by, then select an operation i.e. “Greater Than”, “Greater than or equal to” etc. Finally select the criteria (number) for the restriction.

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tismail posted this 21 October 2019

  • Approver Type: Select the approver type for this form
    • Specific employee: Select this option to specify a particular employee to be added to the approval list
    • Approver Groups: Select this option to add a group type to the approval list
      • Job Titles: Select this option and select the relevant job title from the approver group dropdown to add that job title to the approver list
      • Line Management: Select this option to add the employee’s first line manager to the approver list
      • Custom Field: Select this option to dropdown type custom fields. Select the relevant custom field and then select an option from the custom options dropdown
    • Approver: Enter part of the name of an approver and then click the “Search” link. This is only relevant when the approver type is set to “Specific Employees”
    • Department Scope: Select “All” to give this approver ability to approve for all departments, otherwise select “Selected” and tick the relevant departments. This is only relevant when the approver type is set to “Specific Employees”
    • Location Scope: Select “All” to give this approver ability to approve for all locations, otherwise select “Selected” and tick the relevant locations. This is only relevant when the approver type is set to “Specific Employees”
    • Add Approver / Remove Approver: Use these buttons to add or remove approvers as required
    • Status: Select Active to allow applicants see and use this application form otherwise select Inactive
    • Header / Footers: Use these fields for form headers and footers
    • Save Button: Click this button to save changes.
    • Cancel Button: Click this button to cancel changes.
    • Preview Button: Click this button to preview the form
    • View Approval Scopes: Click this button to view the approval scope for each approver.
      • Select the approver from the drop down button to view the relevant scopes.

Note: The approval scope can only be set at the point the approver is being added. Once the approver has been added, you will need to remove the approver and then re-add to get another chance at modifying the approver’s approval scope

Editing Digital Application Forms

To edit a Digital Application Form, navigate to News & Docs > Digital Applications > Digital Application Forms. Click on a Digital Application Form and change the information as required (See Creating Digital Application Forms). When done, click the “Save” button to save changes or the “Cancel” button to discard changes.

Deleting Digital Application Forms

To delete a Digital Application Form, navigate to News & Docs > Digital Applications > Digital Application Forms. Select the checkbox beside the Digital Application Form(s) you want to delete and then click the “Delete” button.

tismail posted this 22 October 2019 - Last edited 05 June 2020

Form Questions

This screen allows the management of Digital Application Form Questions. From this screen, you will be able to create, edit and delete Form Questions.

Creating Form Questions

To create a Form Question, navigate to News & Docs > Digital Application Forms > Digital Application Forms. Locate the relevant form and click the name, from the Digital Forms Questions section on the ensuing screen, click on “Add” and fill in the necessary fields using the information below

  • Name: This is the unique Form Question name
  • Display Text: This is question that will be displayed to the applicant
  • Field Type: This is the type of field shown for user input
    • Textbox – Select this to allow text input
    • Dropdown – Select this to allow a dropdown selection
    • File Attachment – Select this to allow a file attachment
    • None – Select this when no input is required
    • Total – Select this to create a summation field
      • Once the option is selected, a list of relevant fields will be shown, select the relevant fields for the list and then save
    • Answer Type: When the field type selected is “Textbox”, you can use this field to specify the type of text box. The following are the possible options
      • Text
      • Multiline Text
      • Date
      • Number
      • Email
    • Save Button: Click this button to save changes.
    • Cancel Button: Click this button to cancel changes.

Note: ‘Total’ fields will calculate the total for all selected ‘Number’ fields and are not editable

Editing Form Questions

To edit a Form Question, navigate to News & Docs > Digital Application Forms > Digital Application Forms. Locate the relevant form and click the name, from the Digital Forms Questions section on the ensuing screen, click on a form question and change the information as required (See Creating Form Questions). When done, click the “Save” button to save changes or the “Cancel” button to discard changes.

Deleting Form Questions

To delete a Form Question, navigate to News & Docs > Digital Application Forms > Digital Application Forms. Locate the relevant form and click the name, from the Digital Forms Questions section on the ensuing screen, select the checkbox beside the Form Question(s) you want to delete and then click the “Delete” button.

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