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Introduction to iForms

Release: 16.3

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Overview

iForms are electronic data collection forms housed within the iCIMS Talent Platform. These forms can be configured to mimic existing client paper forms. These electronic forms reduce manual data entry and streamline searching and reporting on submitted information. All iForms are permanently stored within the Platform and are typically associated to Recruiting Workflow or Person Profiles. Less frequently, iForms may be associated with Job Profiles and other profile types within the system. iForms enable users to see all completed forms for a particular profile within one tab in a standardized format.
 
iForms can also be used on Career Portals and New Hire Onboarding Portals to collect required information from candidates and new employees. Common documents that clients convert to iForms include acknowledgement letters, direct deposit forms, employment applications, offer letters, and tax withholding forms. Platform users can request that candidates and employees complete iForms by either emailing the URL for the iForm to the contact or by asking the contact to log in to the Career Portal or New Hire Onboarding Portal to complete the form.

For a list of standard iForms that are already built into iCIMS solutions, access the following list: http://media.icims.com/training/iForms%20Library/iFormsLibrary.html

Working with iForms on Person and Recruiting Workflow Profiles

  1. Locate the desired Person or Recruiting Workflow Profile, and select the iForms Tab to view the iForms Center.
  2. Select the form from the iForm dropdown list. If desired, the Type to Search field may be used to narrow your results prior to selecting the appropriate form. The selected form will automatically display in the iForms Center.
  3. Click the Edit button to make changes to the values in fields on the form.
  4. Change the form values as needed. Click the Save & Exit button to preserve the changes, or click the Cancel button to exit without saving.
Tips:
  • To navigate to a new hire's iForms from the New Hire Category Profile, locate the appropriate New Hire Category Profile, and select the People Tab. On the People Tab, expand any of the available groupings to view new hires associated with the new hire category. Then, select a person's name to visit their Person Profile and follow instructions 2-4 above. 
  • iForm synchronization allows iForm fields to be linked to profile fields in the Platform. Changes are bidirectional, meaning modifications to one field will carry over to the other. Users have the option to view historical versions of iForms. When an electronically signed iForm has been changed, users have the option to view both the current and historical versions of iForms. (Note: Clients interested in iForm synchronization should call iCIMS Technical Support to enable this feature.)
  • Any form that contains a signature field with the Require Re-Check Each Time option selected will display a message if any question on the iForm is modified after the form is electronically signed.
Warning: iForm fields can only be linked to standard fields of the same type in the platform. For example, a text field in the iForm must map to a text field in the Profile. When fields within existing iForms are linked, all iForm data that had been represented in those fields will be wiped out in the most recent version of the iForm and will be replaced with the corresponding Profile data.

Working with iForms on Job Profiles

  1. Locate the appropriate Job Profile, and select the People Tab.
  2. On the People Tab, select the By Status grouping and ensure that you are in the Detailed View for that grouping.
  3. Select the checkbox to the left of the Person Profile that requires an iForm, expand the More Actions menu (located at the bottom right of the screen), and finally click iForms to launch the iForms Center popup.
    • Tip: The iForms Center will only be available when a single individual is selected from this screen. Without any selected profiles or with more than one selected profile, this functionality will be grayed out and inaccessible.
  4. Select the desired form from the iForm dropdown list within the iForms Center.
  5. Click the Edit button to make changes to the values in fields on the form.
  6. Change the form values as needed. Click the Save & Exit button to preserve the changes, or click the Cancel button to exit without saving.
  7. Close the popup window to exit the iForms Center.

Viewing iForm Statuses

  1. Select Search from the menu bar, and then select iForms to navigate to the iForms Search. (Note: iForms search may be located within the More... dropdown of the greater Search dropdown).
  2. Update the default criteria as necessary, making sure that Form Status is selected under the Pick Columns section of the search form. Click Search.
  3. Review the search results, paying close attention to the Form Status column, which will list each iForm’s current status (see the list below for information on each status which may display).

Understanding iForm Statuses

  • Requested: An iForm has a Requested status once an iForm request email has been sent.
  • Requested (Expired): An iForm has a Requested status once an iForm request email has been sent, but the Expiration Date for the form has already passed without the form having been submitted.
  • Requested (Canceled): An iForm has a Requested status once an iForm request email has been sent, and subsequently canceled.
  • In-Progress: An iForm has an In-Progress status if the Save & Return option is used when completing the form.
  • Completed: An iForm has a Completed status when the form has been filled out and submitted.

For additional information about iForms, view the following articles: