With Form Merge, you can send out a custom form to a contact or group with pre-filled information. This is tied to the Form Campaigns module, and is used if we want to send forms to a workflow prior to the form reaching the employee. This typically includes Contracts and Salary Notices.
You will need Allow Import access under User permissions along with the Form Campaigns module enabled.
Go to Tools > My Forms.
1. Click the Form Merge button.
2. Choose the form you want to send from the Form drop-down menu.
3. Click Select Merge File. Then click Next.
Merge files consist of fields (indexes) that are tied into the form that is selected. These need to be set up ahead of time with the information tied to the contacts to which we are sending the forms.
All merge files will be formatted in a CSV or XLSX format and will need to contain an "Email" column header and at least 1 valid email address. We recommend also having a "First Name" and "Last Name" header as well, which should be fields on the custom form we are sending to the contacts. Our Support team will typically create the merge files for each form that is to be used with Form Merge and Form Campaigns.
3. Choose our mappings from the Merge File to the form.
If the merge file was set up properly, we should not have to manipulate the mappings on this screen.
The Field column contains a list of available indexes on the custom form that was selected.
The Value column contains the columns available in the Merge File displayed as {{Column_Header_Name}}.
If you don't have a Value column in the merge file available for one of the Fields we want to map to, you can manually enter a value. This value will apply to all contacts' forms within the merge file. For the example below, we chose a date value under the Contract Expires field.
If there are any required fields on the form, but you do not have these fields filled out on the merge file, you will have the option to check the "Allow Blanks" box. If the field is not required on the form, this will not be available or necessary to check.
Click Next.
4. The Form Merge Wizard will now validate the data and mappings. If there is an issue, it will provide a message on what will need to be corrected. If we see no issues, we can click Finish.
This will then create a form for every row within the merge file.
Form Merge is typically set up to push the form into the workflow for review by staff. Then once the staff reviews from the workflow, there would be a button to email a copy to the employee as a PDF for Salary Notices, or as a link for the employee to sign the Contract.
This is usually set up by our Support team when initially building the module. Please contact Support if you would like assistance with creating or modifying workflows.
NOTE: Form Merge does not lock fields by default. If you would like any fields unlocked for only certain employees, like the form approvers, please contact Support with what fields and what users/user groups should have edit permissions.