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Workforce Management Forms Specification

JSM portal forms for onboarding, offboarding, access requests, and asset management. Forms include privacy-aware validation, HR-appropriate approval chains, and integration with JML workflows.

📖 25 min read 📝 Forms v1.0 💼 Pro Tier

Portal Structure

Organize workforce forms into dedicated portal groups that align with HR and IT operations functions:

Portal Group Forms Primary Users
HR Operations Employee, Contractor, Department, Location, Role HR Operations
Employee Self-Service Personal Info Update, Emergency Contact, Skills All Employees
IT Service IT Asset, Software Access Request/Revoke IT Service Desk
Learning & Development Skill, Certification, Employee Certification L&D Team
Onboarding New Employee, New Contractor HR + Managers
Offboarding Employee Offboarding, Contractor Offboarding HR + IT

Form 1: New Employee

Register new employees during the onboarding process. This form initiates the complete onboarding workflow including IT provisioning, access setup, and training enrollment.

┌─────────────────────────────────────────────────────────────┐
│  NEW EMPLOYEE ONBOARDING                                    │
├─────────────────────────────────────────────────────────────┤
│                                                             │
│  Full Name *                                                │
│  ┌─────────────────────────────────────────────────────┐   │
│  │                                                     │   │
│  └─────────────────────────────────────────────────────┘   │
│  Employee's legal full name                                 │
│                                                             │
│  Email *                          Employee ID               │
│  ┌────────────────────────┐  ┌────────────────────────┐    │
│  │                        │  │                        │    │
│  └────────────────────────┘  └────────────────────────┘    │
│  Corporate email address      From HRIS (optional)         │
│                                                             │
│  Department *                     Location *                │
│  ┌────────────────────────┐  ┌────────────────────────┐    │
│  │ Select department...▼  │  │ Select location... ▼   │    │
│  └────────────────────────┘  └────────────────────────┘    │
│                                                             │
│  Role                            Start Date *               │
│  ┌────────────────────────┐  ┌────────────────────────┐    │
│  │ Select role...     ▼   │  │                        │    │
│  └────────────────────────┘  └────────────────────────┘    │
│                                                             │
│  Employment Type *               Manager                    │
│  ┌────────────────────────┐  ┌────────────────────────┐    │
│  │ Full-Time          ▼   │  │ Select manager...  ▼   │    │
│  └────────────────────────┘  └────────────────────────┘    │
│                                                             │
│              ┌──────────┐  ┌──────────┐                    │
│              │  Cancel  │  │  Submit  │                    │
│              └──────────┘  └──────────┘                    │
└─────────────────────────────────────────────────────────────┘

Field Specifications

Field Type Required Validation
Full Name Text Yes Min 2 characters, max 100
Email Text Yes ^[a-zA-Z0-9._%+-]+@company\.com$
Department Object Picker Yes Filter: Status = "Active"
Location Object Picker Yes Filter: Status = "Active"
Start Date Date Yes Cannot be more than 60 days in past
Employment Type Select Yes Full-Time, Part-Time, Temporary

Workflow Steps

  1. Submitted - New employee request received
  2. Manager Approval - Hiring manager confirms details
  3. HR Verification - HR validates against offer letter
  4. IT Provisioning - Equipment and access created
  5. Completed - Employee onboarded

Form 2: Software Access Request

Request application access for an employee. This form handles both new access requests and access level changes.

Field Specifications

Field Type Required Help Text
Employee Object Picker Yes Filter: Status = "Active"
Application Select Yes Predefined list of applications
Access Level Select Yes Read Only, Standard User, Power User, Admin
Business Justification Textarea Yes Min 20 characters

Conditional Logic

  • When Access Level = "Admin": Show "Admin Access Justification" textarea (required), route to IT Security for approval
  • When Access Level = "Power User": Show "Power User Requirements" textarea, route to Application Owner

Form 3: Employee Offboarding

Comprehensive offboarding workflow that updates employee status and initiates all deprovisioning tasks.

Field Specifications

Field Type Required Help Text
Employee Object Picker Yes Employee being offboarded
Last Day Date Yes Employee's last working day
Termination Type Select Yes Resignation, Termination, Retirement, End of Contract
Access Revocation Timing Select Yes End of last day, Immediate, After transition
Asset Return Method Select Yes Return in office, Ship to IT, Pickup scheduled

Workflow Steps

  1. Submitted - Offboarding initiated
  2. Manager Approval - Manager confirms last day
  3. Access Revocation - All access revoked
  4. Asset Recovery - All assets recovered
  5. HR Finalization - Final paperwork
  6. Completed - Offboarding complete

Form 4: Emergency Contact

Collect emergency contact information for employees. This is sensitive personal data requiring special handling.

Privacy Notice: Emergency contact information is collected for your safety. This data will only be used to contact your designated person in case of a workplace emergency, wellness check, or when you cannot be reached. Your emergency contacts' data is stored securely and deleted when you leave the organization. You can update or remove this information at any time.

Field Specifications

Field Type Required Validation
Contact Name Text Yes Min 2 characters, max 100
Relationship Select Yes Spouse, Parent, Sibling, Child, Friend, Other
Phone Text Yes ^\+?[\d\s\-\(\)]+$
Email Text No Standard email format

Form 5: Employee Certification

Record professional certifications earned by employees. Tracks issue dates, expiry dates, and certificate numbers for compliance.

Field Specifications

Field Type Required Help Text
Employee Object Picker Yes Employee with this certification
Certification Object Picker Yes Select from certification catalog
Issue Date Date Yes Date certification was earned
Expiry Date Date No Auto-calculated from Issue Date + Validity Period
Certificate Number Text No Unique credential identifier

Conditional Logic

  • When Certification is selected: Auto-calculate Expiry Date based on Issue Date + Certification.Validity Period
  • When Certification.Renewal Required = "Yes": Expiry Date becomes required

Validation Patterns

Email Validation (Company Domain)

Pattern: ^[a-zA-Z0-9._%+-]+@company\.com$
Enforces company email domain for employees

Phone Number Validation

Pattern: ^\+?[\d\s\-\(\)]{7,20}$
Accepts various international formats

Employee ID Validation

Pattern: ^EMP\d{6}$
Examples: EMP001234, EMP999999

Approval Chain Design

Workforce approval chains enforce:

  • Manager Oversight: Employee changes require manager approval
  • HR Verification: Status changes require HR
  • Security Review: Elevated access requires IT Security
  • Segregation: Creator cannot approve their own request
  • Audit Trail: All approvals logged with timestamp
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