create custom employee forms

Key features of this training course

Overview

Configuring Employee Self-Service Forms & Workflows

Learn how to confidently build custom self-service forms, configure multi-tiered or dynamic approval workflows, manage automated profile overrides, and navigate the Employee Self-Service (ESS) portal for compliance, leave, and performance tracking.

Duration: ~5 minutes
Format: Self-paced, online
Level: Beginner–Intermediate
Assessment: 10-question assessment

What you'll be able to do

Deploy custom employee forms by linking Content Manager templates to specialized self-service classifications (such as generic, leave request, or profile update forms).
Design tailored approval structures by building manual multi-recipient chains or leveraging live org chart data to dynamically assign direct-report managers.
Automate employee profile updates using data-overriding forms that instantly refresh active account details (like updated email addresses or room numbers) upon submission.
Manage concurrent workflow routing by configuring rule conditions that define whether a step requires consensus from all participants or approval from just a single stakeholder.
Navigate the end-user self-service experience to audit how employees view pre-filled account metrics, submit leave requests, action performance reviews, and upload required compliance renewals.

Topics covered

Navigating the ESS Admin panel and launching new self-service forms
Utilizing the Content Manager and eForms engine to curate data entry fields
Form classification rules: Generic vs. Leave Requests vs. Employee Details Updates
Building approval steps and looping in payroll or operational stakeholders
Configuring approval behavior rules: All Participants vs. Single Participant completion
Publishing and activating live forms to the employee-facing ESS portal app
Auditing data overrides: tracking how employee submissions instantly update live account data
Managing central ESS modules: compliance actions, performance reviews, and leave balances

Full transcript from the create custom employee self service forms video.

0:00 And the Employee Self-Service Portal allows you to create custom forms for employees to complete. So to do this, you want to visit ESSAdmin underneath Employees. 0:14 And hit New Self-Service Form. Now, you can create any types of forms that you'd like here. So, say, for example, for employees to be able to update their room details, you can see the form that we have created in our Content Manager using the eForms feature, and we hit employee details update form. 0:46 Now, if it is any other type of form, so a generic form would be a generic form, and a leave request form would be a leave request. 0:56 For this one, we want to set it as EmployeeDetailsUpdate so that it overrides and updates the employee. Then we're going to grab our employee form and hit create. 1:11 Once we have hit create there, we have the option to edit the workflow that this form follows. So some forms might not have this workflow at all, but for things such as change of bank details or leave requests, you might want to involve stakeholders such as payroll. 1:28 We can hit edit workflow here and say add approval step after the employee has submitted. Now in this area, we can assign whoever we'd like, so maybe we want payroll to approve. 1:46 And we can either manually assign any of the individuals within our account. As payroll, or we can choose to dynamically assign a direct report from the org chart, meaning that whoever that employee reports to is who is going to get this form and have to approve it. 2:04 For this instance, we're not going to add an approval step. However, if you do choose to add an approval step, you can also decide to add multiple people in this manual assign area and decide whether or not you'd like all participants to complete that step and approve the form, or only one out of those

2:22 selected participants. Once you're happy with your workflow, you can go ahead and hit make live with this play button here. 2:34 This form is now going to be available for all employees to access via there. self-service portal here. So if we go into our self-service and we visit the forms area, employees can now, say, submit a form and grab any of the forms that you have made live or made available to them from the ESS app. 2:54 So if we hit employee details update and create, we can now see the fields that we have opted for the employee to be able to fill out. 3:04 You can see that my details have been pre-filled here and that is due to it showing the information that I have already entered previously. 3:15 So the employee will have visibility over what is there and have the ability to then save it. If we hit submit, this email address is going to override the email address in the account. 3:30 So if we hit submit there, the employee then can view it as well. And if we revisit our submission form, not only can we see that this individual has completed this form, but if we visit this employee's profile now. 3:58 The options that you have within your self-service portal is all compliance items that have been assigned to employees will appear in the self-service area for them to either renew or action. 4:14 Allowing them to action the fields that you have made available to them. It's the same for our performance reviews. Any performance reviews that you have assigned to the employee will appear here. 4:30 Our leave area here. Employees can hit request leave and grab any of the forms that you have made available to them as well.

Create Custom Employee Self Service Forms