Setting Up Forms and Workflows

A workflow is essentially a wizard—a script that presents employees with a series of forms to guide them through well-defined and highly customizable steps during onboarding and benefit enrollments.

In the Form Library, you can create custom versions of the forms or use the prebuilt versions provided with their default language and settings. Prebuilt forms are shown in bold.

If you plan to include any media items (such as documents or images) in forms or workflows, upload them to the Document Repository before you create the forms in the Form Library.

After you create the forms, you can use them as components to create workflows in the Workflow Library.

Planning Enrollment Workflow Components

A typical enrollment workflow might begin with an optional Welcome form and then present forms for medical, dental, and vision plans; long-term and short-term disability plans; and so on. You can organize forms into categories for easier navigation.

The final forms in a workflow include the following required forms:

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A Benefits Summary form that summarizes the employee's benefit selections and provides the opportunity to make changes.

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A Confirmation form where the employee submits benefit selections and completes the enrollment process.

A Welcome form is recommended for workflows, but optional. The Benefit Summary and Confirmation forms are required for enrollments to process correctly.

Before you begin:

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Plan the organization of the information blocks to present during enrollments so that the process flows well and makes sense.

Managing Documents, Forms, and Workflows

Use the following libraries to manage documents, forms, and workflows for enrollments.

Library	Description
Document Repository	Upload and maintain documents to use when creating forms (graphic files for logos, PDF files containing benefit information, and so on).
Form Library (Enrollments)	Build the forms, typically using documents from the Document Repository. PrismHR provides prebuilt forms that you can use as templates to create new forms, as well as templates for the Welcome and Confirmation forms. You can also build your own custom forms.
Workflow Library (Enrollments)	Create workflows using forms from the Forms Library as components.