The Forms tab of Administration allows you to view and manage your Custom (fillable PDF documents) and Government (I9 and W4 (federal & state)) forms.

This page will only list custom, I9, and W4 forms and will not list any other forms, such as WOTC.

The "Forms" menu will allow you to switch between the custom and government forms menus towards the top. Clicking either options will show you the respective forms. 

Custom Forms

Custom Forms in Onboarding allow you to upload and configure fillable PDF documents as Custom Forms for your new hires to view and complete. 

You can learn more about custom form best practices here.

Custom Forms Menu

The "Custom Forms" menu will provide the following columns:

• Name - The name of the form for internal reference and within the electronic filing cabinet.
• EFC Name
• Enable Employee?
• Enable Manager?
• Employee Signature?
• Manager Signature?
• Order
• Action
  • View Form - Preview and download the PDF.
  • Edit - Update your form settings. If you want to make any field changes, you must upload a new PDF.
  • Form Activation Settings - Specifies the location or job title that will show the custom form.
  • Delete - Remove the form from your Onboarding workflow.

Adding a Custom Form

1. Click Add Custom Form.
   
2. Enter the appropriate information. Click Add when finished.
   
   • Name - The name of the form for internal reference and within the electronic filing cabinet.
   • EFC Name
   • Sort Order - The display order of the form in the Onboarding workflow.
   • Role Enablement - If the form should be visible for employees and/or managers.
   • Upload the fillable PDF by browsing your computer or drag-and-drop the file.
     • The system will read the fillable fields for the uploaded document.
     • Signature fields can be mapped to Employee or Manager electronic signatures.
     • All signatures will be captured within Onboarding and do not require any third-party tools/apps.
3. Mark any fields as being required. Required fields will be enforced during Onboarding. Field-level configuration is managed directly within the form setup screen.
   • When clicking the name of the document, the fillable fields will display and allow you to mark which fields will be required vs. optional.
   • If you are having trouble with location fields or need general help with creating a fillable PDF file, you can refer to our dedicated article here.

Government Forms

The current Government forms available are:

• I9
• W4 Federal
• W4 State

The above-listed forms cannot be modified, and in the event that any of the above-listed forms are updated by the Government, Arcoro will update the forms. No other forms will be listed here.

The only items that can be adjusted from this page are which job titles and/or locations are presented in the forms.

State W4

The State W4 that is presented to a new hire will be based on the primary state selected on the "Contact" tab of the new hire experience. The new hire's primary state will be pre-populated to align with their work state, but can be updated by the new hire if they work and live in different states.

Form Activation Settings

"Form Activation Settings" are available for both Custom and Government Forms to specify which business units and/or Jobs should see the form(s) during their Onboarding.

After configuring the form activation settings for a form, it can help to test the form and see if it can be completed with a test user. 

• Click  ...  from the Action column and click Form Activation Settings. 
  
• The form activation settings allow you to specify who should view a particular form based on their location and/or job title. Generally, these do not need to be changed for Government forms. If any checkbox is unchecked, the new hire for the location/job title will not be presented with the form.  
  
• If you have not enabled the option for a form to be shown to all locations and jobs by default, you must go back to the form activation settings to enable a form for any new location and/or job added later.