Resend an Online Form Within an Existing Onboarding Packet

Sometimes, mistakes can be made by either the new hire or the approver when completing an onboarding form. Once an onboarding form has been approved by the listed approver, edits can no longer be made to the form. In order to resolve any errors by either party, the existing form will need to be removed from the packet and a blank form will need to be added in replacement for both parties to redo their portions of the form.

Follow the steps below to learn how to delete an erroneous form and re-assign a new form for a new hire.

Instructions: 

1. Navigate to Tools > Onboarding. 

2. Click Onboards.

3. Use the filters at the top to find the new hire in question.

4. Example: If the new hire completed their onboarding packet, change the Status from ‘In Progress’ to ‘Completed’. Additionally, you may need to change the Onboard Coordinator from yourself to show ‘All Onboarding Coordinators’. Use the Date Filters (From & To)to find a new hire with a specific Hire Date.

5. When the new hire is listed, click on their name, which is highlighted in blue, as shown below. A new tab with the packet contents should open in your browser.

6. On the new tab, you’ll find a list of assigned tasks on the left-hand side of the page. Navigate to the task for the erroneous form in question.

7. Click the ‘x’ icon to the right of the task to delete the task.

8. A pop-up window will appear asking you to confirm the deletion. Why are we doing this: By deleting the form, the system will clear the previously stored data that was entered on the form. This allows us to assign a blank version of the form and store the newly given information accordingly. One thing to note, ensure you've selected the correct form during this step as we cannot restore information once it's deleted.

9. Click, “Permanently Delete”.

10. Next, we will assign a blank version of the form for the new hire to complete. Click the blue, ‘Add Item to Packet’ button in the top right corner.

11. Within the pop-up, complete the listed fields as follows:

    • Name: Give the task a name - this informs the new hire what they’ll be completing.

    • Packet  Task Type: New Hire Task.

    • Type: Select ‘Online Form Tab.

    • Form: Use the search bar in the dropdown menu to find the form in question.

    • Approver: If applicable, assign a user to approve this form.

      Please Note:

      We advise against using the "No Approval Option" on tax forms. Organizations are responsible for ensuring that all tax forms, both state and federal, are completed accurately. Additionally, Personal Data Sheets and Direct Deposit/Payroll Forms contain sections that must be filled out by an internal user. This information is essential when submitting new hire documentation.

    • Click ‘Submit’ to add the new item to the packet.

Then, notify the new hire to log back into their onboarding packet and complete the newly added task. Instructions on how to notify them by sending an email through the system can be found here: Sending a New Hire a Link to their Onboarding Packet. Once you click 'Re-send Welcome Email', you'll be able to edit the email contents before it's sent to the candidate. Here is where you can mention the new task for them to complete once logged in.