Setting Up a New Company Requirement
A step-by-step guide to implementing, automating, and tracking new policies and documentation.
When your organization introduces a new requirement, such as a Cell Phone Policy or a new Employee Handbook, it is essential to ensure that the document is present in every team member's file. By following these five steps, you can leverage the system to automate collection and monitor compliance.
1. Create a New Record Type
The first step is to create a specific Record Type for the new document. This ensures the system knows exactly where to store the file once it is completed.
- Guide: How to Create Record Types
2. Create a Digital Form
Once the Record Type exists, create a digital Form to collect the information. This form can be sent to both new applicants and current employees.
- Be sure to set the Record Output of this form to the new Record Type you created.
- Guide: Creating Digital Forms
Pro-Tip: For lengthy handbooks, create a simple Policy Acknowledgment Form instead of typing the whole document into a form field. You can host the full PDF via the Public File Manager and insert a download link directly into your digital form.
3. Add the Form to Your Workflow
To ensure that all future hires complete this requirement during the onboarding process, you can add the new form to your recruiting workflow.
4. Configure Compliance Rules
To proactively manage your files, set up a compliance rule with the new Record Type. You can either create a new one or edit an existing rule. This allows the system to flag any team member who is missing the required document, making it easy to see who has yet to complete it.
- Guide: Configuring Compliance Rules
5. Send a Form Request to Current Employees
If the new requirement applies to your existing staff, you don’t need to reach out to them individually. Use the Mass Actions tool in the Team Member Browser to send the form via email or SMS to your entire team at once.
If you need assistance with any of the steps above, please contact your Client Success Manager or our Support Team!