You have the option to send a form through a workflow or to send an existing form. The example we will go through here is for an IT form for Onboarding purposes that go to HR, new Employee's Manager and to Facilities. 

The first thing you need to do is create your form by going to:

Administration > HR > Form Builder

There are two important fields to note on this page:

1. Visible to employee - Set this to No if you do not want your employees to see this form in their Forms module. 
2. User group access - Here, you can choose which user groups will have the ability to see and respond to this form. In this example, we have set it to Managers and Facilities. HR will always have access to these. If you have set your "Visible to employee" to No, you must include User groups or only HR will have access. 

As always you can give access to only some job roles if you'd like only managers from certain departments to see things, etc. 

Once done, you can go and build your form by clicking on to Build Form. 

When creating your form, there are mandatory fields you must add when building your form:

• Every form must have an "Assigned to" or an "Employee Name" field: Otherwise the form will not be associated with any employee and it will process correctly - especially when we take into account that we will put this in a workflow. This should be put as a mandatory field. The list of employees will populate in that drop down.
• Every form should have a "Complete" field: It is also mandatory to have a Completed field at the end of the form. This allows the workflow to understand that the last step is done. Please note that unless the form is going to only ONE person to complete, this field CANNOT be mandatory.

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Forms with Multiple Users

As mentioned, this example goes through the Send form and the Send existing form steps. If you are using the Send existing form & have multiple user groups who will contribute to your form, you cannot have any mandatory fields unless they will be completed by the first user. A user cannot submit a form if there are blank mandatory fields.

Once your form is ready to go, you will want to create a workflow, or add steps into your onboarding workflow. 

Workflow Step 1

In Type, you will select Send new form. Then, a second dropdown will populate that allows you to choose the form you'd like to send - in this case, IT form. 

Workflow Step 2

In Type, you will select Send existing form.  It will populate a field called Form in step. From here, you will choose the step that the initial Send form was in. 

It is important to keep in mind when Step 2 happens. We want to make sure that Step 1's recipients has done their part before we send it along to Step 2's recipient. Therefore the best option here is to choose 0 days After Last Action. You may put any number of days, but by choosing Last Action at least it will wait for the first person to have completed their workflow step before it gets triggered for the second person. 

Results

You will notice that when you click on the form the name of the employee triggered against to appears automatically in the Employee Name "Assigned to" Field.

Once Step 1's recipients answers their fields, they will click on 'Submit'. This will trigger the next workflow step. 

When Step 2's recipients goes to complete the form, Step 1's response will show.