When building any of the different types of forms within Natural HR, there are many different types of fields which can be used in the form. To build a form go to

Administration -> Company -> Form builder

Or

Administration -> HR -> Form builder

Field display label - this is the text you wish to show on the screen on your form

Mandatory - if you choose yes the form will not be able to be submitted unless there is a value in the field

Field type - there are several options which you can choose for the field type. They are divided into several different categories.  Click on the category heading below to view the different types of fields in that category.

• Common Fields
• Custom Value Fields
• Pre-Built Fields
• Assigned Employee
• Lists
• Lists (Application Forms)
• Populated Fields
• Formatting
• Layout
• Grid
• Completed
  
  

Common Fields

These are common field types which are used in many types of form.

1. Date field - A field which allows the user to either enter or select a date using a date picker.
2. Electronic signature - A field which allow the user to electronically "sign" the form by typing their name to generate a signature image, or by drawing a signature using a mouse, trackpad, touchscreen or other pointing device where available.
3. Email address - A field which allows the user to enter an email address.  This is validated to ensure that it is in a valid format for an email address, but not that the address itself is valid.
4. File upload – A field which allows attachments to be uploaded and attached to the form.
5. Number - A field which allows the user to enter a number.  This is validated to ensure that only numbers can be entered.
6. Text area - multiple line - A multiple line text box, allowing the user to enter long-form text. 
7. Text box  - single line - A single line text box, allowing the user to enter short-form text.

Custom Value Fields

These fields allow the user to choose from a list of pre-determined custom values when completing the form.  In each case, the values the user can choose from are determined by entering a comma-separated list in the "Values" field in the form builder.

1. Checkboxes - Each item in the "values" field produces a checkbox.  The checkboxes are displayed in a continuous horizontal line, wrapping at the edge of the screen.  The user can check multiple checkboxes when completing the form. 
2. Checkboxes - one per line - As above, except each checkbox appears on its own line.
3. Multi select dropdown - A multiple-select dropdown populated with the values from the "values" list.  The user can choose multiple items from the dropdown.
4. Radio boxes - Each item in the "values" field produces a radio button.  The radio buttons are displayed in a continuous horizontal line, wrapping at the edge of the screen.  The user can choose just one from the list of available radio buttons.
5. Radio boxes - one per line - As above, except each radio button appears on its own line. 
6. Select dropdown - A drop-down list populated with the values from the "values" list.  The user can choose one item from the dropdown.

Pre-Built Fields

These fields offer some common options with the "values" already defined.

1. 1 to 5 - A dropdown list pre-populated with numbers 1 to 5.
2. 1 to 10 - A dropdown list pre-populated with numbers 1 to 10.
3. Score 1 to 10 - A dropdown list populated with numbers 1 to 10, used specifically for scoring purposes.
4. Score 1 to 5 - A dropdown list populated with numbers 1 to 5 used specifically for scoring purposes.
5. Stars 1 to 5 - 5 greyed out stars which when clicked will light up to show the designated score.
6. Stars 1 to 10 - 10 greyed out stars which when clicked will light up to show the designated score.
7. Happiness scale – A graphical scale including three "faces" which the user can click to indicate a level of "happiness" on a scale of 1 to 5.
8. Yes and No - A dropdown list pre-populated with Yes and No.
9. Not Given, Yes and No - A dropdown list pre-populated with the values Not Given, Yes and No.

Assigned Employee

This section contains just one field type which should be used on all forms of type "Other" or "Performance Review" to ensure that the form is correctly associated with the employee to whom it refers.

1. Assigned employee (use once per form) - This is a drop-down field containing a list of employees in your environment.  This field must be used in "Other" or "Performance Review" forms to assign a form to a specific employee.  This field should be used only once per form and is often (but not necessarily) used as the first field on each form.
   
   

Lists

These field types produce drop-down boxes containing data from your Natural HR environment. 

1. Other employees list - A drop-down list of all of your current, active employees.  Note that this differs from the Assigned employee field above in that it does not assign the form to an employee - it simply allows you to select an employee name.
2. Managers list - A drop-down list of all of your current, active managers.  To appear in this list the manager must have both a manager level user account and a manager level job role.
3. Job roles list - A drop-down list of all the Job Roles in your environment, populated from the list maintained under Admin > HR > Data Management > Job Roles.
4. Job status list - A drop-down list of all of the Job Statuses in your environment, populated from the list maintained under Admin > HR > Data Management > Job Status.
5. Employee status list - A drop-down list of all of the Employee Statuses in your environment, populated from the list maintained under Admin > HR > Data Management > Employee Status.
6. Headcount classifications list - A drop-down list of all of the Headcount Classifications in your environment, populated from the list maintained under Admin > HR > Data Management > Headcount Classifications
7. Departments list - A drop-down list of all of the Departments in your environment, populated from the list maintained under Admin > HR > Data Management > Departments.
8. Divisions list - A drop-down list of all of the Divisions in your environment, populated from the list maintained under Admin > HR > Data Management > Divisions.
9. Companies list - A drop-down list of all of the Companies in your environment, populated from the list maintained under Admin > HR > Data Management > Companies.
10. Sites list - A drop-down list of all of the Sites in your environment, populated from the list maintained under Admin > HR > Data Management > Sites.
11. Regions list - A drop-down list of all of the Regions in your environment, populated from the list maintained under Admin > HR > Data Management > Regions.
12. Cost centres list - A drop-down list of all of the Cost Centres in your environment, populated from the list maintained under Admin > HR > Data Management > Cost Centres.
13. Business units list - A drop-down list of all of the Business Units in your environment, populated from the list maintained under Admin > HR > Data Management > Business Units.
14. Job grades list - A drop-down list of all of the Job Grades in your environment, populated from the list maintained under Admin > HR > Data Management > Job Grades.
    
    

Lists (Application Forms)

There are also several list fields that appear for use only on Application Forms.  These list fields can be used in conjunction with the Field Mapping feature on Application Forms so that, for example, data entered in an Ethnicities List field is mapped to the Ethnicity field on the candidate's file.  If a mapped field is chosen in the "Candidate Field" drop-down, the appropriate list field type is automatically chosen.  So, if you map a field in your application form to Ethnicity, the Ethnicities List field is used automatically.

The available fields of this type are:

1. Ethnicities List
2. Genders List
3. Marital status List
4. Nationalities List
5. Religions List

Populated Fields

This group of fields can be used to pre-populate the form with information related to the employee to whom the form is assigned, based on the "Assigned Employee" field.  The information is drawn from the employee's Job Role, and is taken from the information entered in Admin > HR > Data Management > Job Roles.  These are commonly used in Performance Review forms.

1. Populated - employee job description - This field populates the employee's job description.
2. Populated - employee job responsibilities - This field populates the employee's job responsibilities.
3. Populated - employee job qualifications - This field populates the employee's job qualifications.
4. Populated - employee job competencies - This field populates the employee's job competencies.
5. Populated - employee job experience - This field populates the employee's job experience.
6. Populated - employee job generic description - This field populates the employee's generic job description.
   
   

Formatting

These fields can be used to apply formatting to your form.

1. Heading - Allows you to add headings to your form.
2. Horizontal spacer - A horizontal dividing line which can be used to separate different sections of a form.
3. HTML - The HTML field allows you to add formatted text as well as other items such as images, tables, embedded video etc.
4. Accordion - The accordion element allows you to show a section which is "closed" initially, appearing as a heading, but can be "expanded" to show further information.
5. Image - This allows you to add an image to the form.
   
   

Layout

The fields in this section can be used to divide the form into separate pages or sections, or include "Clone" sections which allow the user to "Clone" a set of fields so that multiple sets of information can be added.

1. Page - start - This is used to start a new page in a form.  The text in the "Values" field will be used as a page heading and as a navigational aid that the user can use to navigate between the pages in a form.
2. Page - end - This is used to mark the end of a page and must be used in conjunction with a Page - start field. 
3. Section - start - This is used to start a new section in a form.  The text in the "Values" field will be used as the section heading.
4. Section - end - This is used to mark the end of a section and must be used in conjunction with a Section - start field.
5. Clone - start - This is used to mark the start of a "Clone Section".  Clone sections allow the user to "duplicate" a set of fields in a form by clicking a button when completing the form.  Any field placed between the Clone - start and Clone - end field is included in these duplicated fields.  Clone fields are further described in the following article: Clone Fields.
6. Clone - end - This is used to mark the end of a "Clone Section".
   
   

Grid

These fields are used in Performance Review forms to populate the 9 box grid.  Further information about 9 box grids are available in the following knowledgebase article: Natural HR - 9 Box Grid.

1. 9 box grid - performance (standard) - A drop-down list pre-populated with Low, Moderate and High which is used to populate the performance element of the standard 9 box grid.
2. 9 box grid - potential (standard) - A drop-down list populated with Low, Moderate and High which is used to populate the potential element of the standard 9 box grid. 
3. 9 box grid - performance (custom) - A drop-down list populated with your custom values (entered in the values field) for the x axis of a custom 9 box grid. 
4. 9 box grid - potential (custom) - A drop-down list populated with your custom values for the y axis of a custom 9 box grid.
5. 9 box grid - risk of leaving - A drop-down list populated with low, moderate and high which is used to populate the risk of leaving element of the 9 box grid
6. 9 box grid - likelihood of leaving - A drop-down list populated with low, moderate and high which is used to populate the likelihood of leaving element of the 9 box grid
7. 9 box grid - impact of leaving - A drop-down list populated with low, moderate and high which is used to populate the impacy of leaving element of the 9 box grid
8.  

Completed

Completed fields are used in forms to mark the completion of a section or of a whole form.  They can also be used to progress workflows when the form is used as part of a workflow.  They take the form of a drop-down containing the values "Yes" and "No".

1. Completed - When set to "Yes" this marks the form as a whole as completed.  This type of completed field should only be used in a form when only one party needs to complete the form, and it is also not part of a workflow.  This will mark the form as completed and lock the responses.
2. Employee completed - Commonly used in Performance Review forms.  When set to "Yes" this marks the form as completed from the Employee's point of view.  This will lock any fields that the employee (only) is able to complete.
3. Manager completed –  Commonly used in Performance Review forms.  When set to "Yes" this marks the form as completed from the Manager's point of view.  This will lock any fields that the manager (only) is able to complete.
4. Workflow step completed - When set to "Yes" this will cause the workflow to continue on to the next "On Last Action" step.  There are 5 of these workflow step completed fields which can be used in sequence to provide a form/workflow process with multiple steps.  For example, the employee fills out a section of the form and marks Workflow step completed as Yes.  The workflow then sends the form to the manger.  The manager completes their section for the form and marks Workflow step completed 2 to "Yes".  The workflow can continue in such a manner using Workflow step completed 3, Workflow step completed 4 and Workflow step completed 5.

Further notes on Completed fields

Completed, Employee Completed and Manager Completed fields within a form have an impact on the ability for certain user groups to make changes to the content of a form.

For example, if you have a Performance Review form and the Employee fills in the first part - once they set Employee Completed to "Yes" they cannot then return and edit the form.  Likewise, once Manager Completed is set to "Yes" then neither the employee nor manager can edit the form.

In all three cases, these fields (when the form is embedded within a workflow) can also serve as the method of updating the workflow to notify that the task is completed.

If you have a situation where you have a form in the workflow but the permissions are such that using the three above completed fields would stop the workflow from functioning as you need (for example: if you needed the form to move from employee to manager and then back to employee) then you can use the Workflow step completed fields as described above - this does not have any impact on permissions or ability to edit the form and simply is used to tell the workflow that the step is completed and can progress to the next step.

Additional Resources

A training video on the topic of Forms is available here:

An introduction to Forms and how to use them, on their own or with Workflows.