How to request forms and authorizations from candidates and team members through A-Suite.
A Form Request allows you to send a message prompting your candidates or team members to submit missing, expired, or out-of-compliance documents.
To create a new form request, navigate to an team member's or candidate's profile. Click the "Create" button, and choose "Form Request" from the menu.
Alternatively, you can send a Form Request to multiple people using a Task List Mass Action from the Team Member, Candidate, or Records Browser.
In the dialog box that opens, choose the form or task that you would like the recipient to complete from the drop-down menu.
Next, choose if you want to prefill fields with available information (ALWAYS Prefill Fields), leave all fields blank (NEVER Prefill Fields), or to follow the Form's default settings.This step simply helps your requestee get the request completed faster, if possible.
Next, choose who is sending the request. This will control who is notified and who the email/text message sender is. Then, choose a due date, and how you would like the request to be sent - via text, email, or both.
You can also elect to send the Form Request to the Prospect/Team Member, that individual's Recruiter/Manager, or to any other person. This could be useful if a third party can better facilitate the completion of the request - an example would be a road test administrator scheduling a road test with the requestee.
Finally, enter any additional message you would like to include in the email that gets sent, and then click "Request".
What The Candidate/Team Member Does
When a request is received by a candidate or team member, they receive a link to A-Suite that asks them to complete the form. If they complete the request within 72 hours, they do not have to log in to their account; beyond that 72-hour window, however, they will need to log in.
If they have forgotten their password, there is an easy way to get a one-time authentication code or link. Click the article on One-Time Authentication to read more.
When the form is completed, the specified record will be created and added to the user's account. Note that if the form requires dual signatures, the record will not be created until both signees sign the form.
View All Requests
To view requests that you have sent, navigate to "Browse" and choose "Form Requests." Here, you will see all requests that have been sent, and you can view active requests, ones that need to be cosigned, expired, and completed requests.
Clicking the person's name in the Form Request browser will take you to that person's profile; clicking anywhere else on the line will open the form request itself.
Un-Signing Form Requests
If you should need to un-sign one or more form requests and remove the signer, co-signer, or both, you can do so using a mass action. From the Form Request browser (Browse > Form Requests), simply filter down to which form requests you want to un-sign, create a Task List, and click the Unsign Form Requests button.
In the dialog box that opens, there are two options: Unsign cosignatures only, which when selected will not remove the main signer's signature, and Send re-request emails, where you can notify the signers to re-sign the request.
Outstanding Form Request Profile Alert
If a team member or candidate has an outstanding form request, an alert will appear in their profile underneath their name. If you hover over the alert, it will show you which forms need to be completed by that person.