UKG Custom Forms – Inova Payroll

The article guides users on creating and editing custom forms in an HR system. It covers creating forms by uploading PDFs or from scratch, adding and editing fields with various types (e.g., radio buttons, employee info, signatures), setting field properties, and using conditional formatting. Users can preview forms, apply security settings for visibility, and use tips like auto filling employee data and adjusting field positions for better form design.

Creating a custom form

Editing a custom form

Security Settings

Creating a custom form

1. Create Form

Go to Admin > Company Settings > HR Setup > Custom Forms
- Click to create a new form
- Give the form a name and description, then click

2. Upload PDF

After your form has been named and saved, click in the upper right corner.
- After the PDF Is uploaded, each PDF page will create a new custom form page.
- If the PDF is not fillable, there is an optional checkbox to have AI use field detection for custom form fields.

3. Creating a form from scratch

Use this method if you need to create an entirely new form. Forms created this way will be very simplistic, and it is recommended to upload a PDF to outline the form when possible.
Click to create a new form.
Utilize the Label field (defined in detail in the next section) to create the form.

Editing a custom form

1. Adding & Editing New Fields

Note: If a fillable PDF was uploaded, the fields on the fillable PDF will automatically be created and set as default to Characters.
It is recommended to save after each field is edited to avoid losing progress.

To manually add a new field:

Select
A new field will appear at the top left of your form. Double click on the field, or select the icon to edit the field.
Move the field into the space that needs to be filled in

2. Field Definitions

Update the Field Settings

a. Enabled: Check this box to enable the field on your custom form
b. Read Only: Check this box to make the field read only, so that it cannot be edited
c. Is Required: Check this box to make the field required
d. Name: Enter a name for the field
e. Description: Optional description of the field. This will not show up on the form
f. Type: Select from the drop down list of options
- Radio Button: Used to add a dropdown list of options for the employee to choose from.
  - If this type is selected, you will need to populate the list items
  - Select the “Is List” checkbox
  - Add options one by one by selecting the button or select to enter several options at once. (If adding multiple items, put each item on a new line.)
- Employee: Used to pull employee information from the employee’s profile
  - If this type is selected, an additional setting option will appear that will allow you to choose the information you want to bring in.
    
    Note: Utilize the Employee option to autofill information whenever possible (ex. Employee Name, Company Name, Employee SSN, Pay Period Profile, etc). Be sure when this is used to mark the field as Read Only.
- Sign: Will bring in an electronic signature field
  - If this type is selected, an additional setting option will appear that will allow you to choose who should sign in this field.
  - Fields that are not checked will be greyed out when the employee completes the form.
- LOA Case (Must have Leave of Absence functionality enabled): Will allow you to bring in details of a Leave of Absence case
  - If this type is selected, an additional setting option will appear that will allow you to choose the information you want to bring in.
    
    Note: Use Date Submitted Type to Autofill the day the form is submitted.
g. Default Value: Optional value that will be pre-filled on the form
h. Maximum Length: Maximum number of characters allowed in the response
i. Label: This field will only be used when creating forms from scratch. What you type into label will show in plain text on the form. Press the to edit the font.
j. Hide Label on Form: When toggled, the label will be hidden.
k. Label Width/Height: This field will only be used when creating forms from scratch. Allows you to change the width and height of your label.
l. Field Order: Used to reorder the display of the fields.
m. Position: Gives the position of the field on the page. This can be used to align fields vertically or horizontally, or to make minor adjustments to the field’s placement.

Note: Hover over a field to view it's X and Y values.
n. Width/Height: Allows you to change the width and height of the fillable field. This can be extended to allow for longer responses, or reduced to allow the field to fit in a smaller space.
o. Include Tooltip: When checked, a Tooltip text field will open where you can enter information regarding the field on the form.

Create a new fillable field for each field on your form, or if the form was already populated double click into each field to edit it as needed.

3. Conditional Formatting

Conditional formatting can be used to display a field based on a previous answer to another question.
The conditional question must be a list, a checkbox, or a radio button.
Click on HR Setup > Custom Forms > (Selected Form) and fill out the questions with the field that determines the conditional question. Select the answer in the conditional question that enables a specific field. Check the box next to the field that would be enabled.
- Example: Employee answers NO to the question 'Do you agree to follow company guidelines?' and it opens up a field prompting the employee to explain their answer.
- Conditional Rule Setup:

4. Preview the Form

Once the form is complete, select the Preview button to review it.
- Ensure that the fillable fields are not blocking any of the background text, and that all fields that are required are marked with an asterisk (*).
Save the form.

Note: Checkboxes look different in preview than they do on an assigned form. To check checkbox placement, it is recommended to assign the form to a Test Employee and view it. Move the checkboxes as necessary and simply refresh the page to see changes.

Security Settings

New custom forms will not be available My Info > My HR > Forms or Team > HR > Forms until they have been added to the security profiles. Company Administrators can set security, but first a System Administrator must enable access for the Company Administrator. Contact your Inova account representative to enable this access.
- Click Apply Security on the HR Setup > Custom Forms > (Selected Form) screen to edit visibility of completed forms.

In Apply Security there is HR options, and ESS options. Select the options that apply to this form.
- HR Applies to Managers/Admins viewing/editing/adding/deleting employee forms.
- ESS applies to Employees (of all levels) viewing/editing/adding/deleting personal forms.