Overview
iForms are electronic data collection forms housed within the iCIMS Applicant Tracking (ATS) and iCIMS Onboarding. 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 stored within the system and are typically associated with Recruiting Workflow or Person profiles. Less frequently, iForms may be associated with Job profiles, Onboarding Workflow 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. For a list of standard iForms that are already built into Applicant Tracking and Onboarding solutions, access the following list:
iCIMS Standard iForms Library iForms can also be used on iCIMS Applicant Tracking (ATS) career sites and new hire portals to collect required information from candidates and new employees. Common documents that clients convert to iForms include employment applications, offer letters, policy acknowledgment forms, direct deposit forms, and tax withholding forms. System 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 Applicant Tracking career site or new hire portal to complete the form. For more information on requesting an iForm to be completed by a candidate, employee, or new hire, see
Accessing iForms and Requesting iForms to Be Completed.
The following article describes how to review a completed iForm or edit an iForm from within the system and details how to access iForms associated with different types of profiles. Depending upon how your organization has configured user permissions, some of the options described in this article may not be available to you. Contact your user admin for more information.
This article is composed of the following sections:
Working with iForms on Person Profiles
- Navigate to the desired Person profile via a dashboard report or quick search and select the iForms tab.
- Select the desired Person iForm from the iForm dropdown list. If desired, the – Type to Search – field may be used to narrow down your results. The dropdown list is sorted by status; see the Understanding iForm Statuses section of this article for more information. This list is not configurable.
- Review the completed iForm displayed within the tab or click Download to download a Word doc or PDF copy for printing. To edit the form, continue to step 4.
- Click the Edit button to make changes to the values in fields on the form.
- Change the form values as needed. Click the Save & Exit button to preserve the changes or click the Cancel button to exit without saving.
Alternatives:
- An individual's completed or requested Person iForms can also be accessed through a Person search by adding the Person iForms Icon as a column in the output of the search.
- Person iForms are also available in the iForms Center found on Recruiting Workflow profiles, as detailed in the following section of this article.
Working with iForms on Recruiting Workflow Profiles
- Locate the Job profile the candidate is connected to and select the People tab.
- From the list of candidates, click the chain link icon found to the right of the appropriate candidate's name to navigate to their Recruiting Workflow profile. Select the iForms tab.
- Choose the desired Recruiting Workflow, Job or Person iForm from the iForm dropdown list. If desired, the – Type to Search – field may be used to narrow down your results. The dropdown list is sorted by status; see the Understanding iForm Statuses section of this article for more information. This list is not configurable.
- Review the completed iForm displayed within the tab or click Download to download a Word doc or PDF copy for printing. To edit the form, continue to step 4.
- Click the Edit button to make changes to the values in fields on the form.
- Change the form values as needed. Click the Save & Exit button to preserve the changes or click the Cancel button to exit without saving.
Alternatives:
- From the People tab of the Job profile, select the checkbox to the left of the appropriate candidate. Then, click More Actions button (located on the bottom right of the screen) and select iForms to open the candidate's iForms Center popup.
- From a Recruiting Workflow Search (including saved searches displayed on the Dashboard), check the box to the left of the appropriate candidate, then select the iForms button to open the iForms Center popup.
- Note: The iForms button may be located within the More menu, depending on how many search actions you have access to.
- From a candidate's Person profile, select the Workflows Tab and click Applicant Tracking. Check the box next to the appropriate job from the list, then select the iForms button to open the iForms Center popup.
Working with iForms on Job Profiles
- Navigate to the desired Job profile via a Job search, a saved search displayed on the Dashboard, or quick search. Select the iForms (Job) tab.
- Choose the desired Job iForm from the iForm dropdown list. If desired, the – Type to Search – field may be used to narrow down your results. The dropdown list is sorted by status; see the Understanding iForm Statuses section of this article for more information. This list is not configurable.
- Review the completed iForm displayed within the tab or click Download to download a Word doc or PDF copy for printing. To edit the form, continue to step 4.
- Click the Edit button to make changes to the values in fields on the form.
- Change the form values as needed. Click the Save & Exit button to preserve the changes or click the Cancel button to exit without saving.
Working with Onboarding Workflow iForms
- Navigate to the appropriate new hire's Person profile via New Hire Category profile, saved search displayed on the Dashboard, or quick search. Select the Workflows tab and click Onboard.
- Check the box next to the desired onboarding workflow and select the iForms Center button to open the iForms Center popup.
- Choose the desired Onboarding Workflow or Person iForm from the iForm dropdown list. If desired, the – Type to Search – field may be used to narrow down your results. The dropdown list is sorted by status; see the Understanding iForm Statuses section of this article for more information. This list is not configurable.
- Review the completed iForm displayed within the tab or click Download to download a Word doc or PDF copy for printing. To edit the form, continue to step 4.
- Click the Edit button to make changes to the values in fields on the form.
- Change the form values as needed. Click the Save & Exit button to preserve the changes or click the Cancel button to exit without saving.
Alternative:
- From an Onboarding Workflow search (including saved searches displayed on the Dashboard), select the checkbox to the left of the appropriate new hire and select the iForms Center button to open the iForms Center popup.
- Note: The iForms button may be located within the More menu, depending on how many search actions you have access to.
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 (Expired) 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 (Canceled) status when an iForm request email was 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. (Note: If an iForm in a Completed status is requested again at a later time, its status will remain "Completed".)
Note: On the iForms tab, you may see two radio buttons above some iForms: Latest Signed Version and Latest Modified (Unsigned) Version. These buttons appear when a candidate makes a change to an iForm that they had previously signed, and then selects Save & Return Later without checking the signature box again. This applies strictly to iForms that have been configured to require a signature every time the form is updated.
In the system, selecting Latest Signed Version shows the iForm at the point in time when it was last signed; selecting Latest Modified (Unsigned) Version shows the current values of the iForm fields that were saved by the candidate.
This situation can also occur on iForms that have fields that are synced. When a profile field is modified in the system, the synced iForm field is modified, too, automatically. This means that the iForm is updated without another signature by the candidate, causing the two radio buttons to appear.
Additional Resources: Working with iForms
The iCIMS Knowledge Base includes additional resources on working with iForms.
Click here to access related resources.
