Company policies are the guidelines and rules established by a company to govern the behavior and actions of its employees. By adhering to company policies, employees can help to maintain a positive workplace culture and support the overall success of the company.

Company forms for employees are the legal documents that employees are required to complete and submit to their employer as part of the employee onboarding process. With the greytHR Prefilled Forms feature, you as an admin can create prefilled form templates for your employees to fill during their onboarding process. The system automates form-filling by populating fields with relevant employee data from the greytHR system. This eliminates the need for employees to manually enter the same information in multiple onboarding forms.

The Company Policies & Forms page allows you as an admin to easily configure, manage, track, and maintain all the company policies & forms.

You can perform the following actions on the Company Policies & Forms page:

Configure and release company policy to employees.
Configure and release company form to employees.
Release prefilled company forms to employees

To view the Company Policies & Forms page, click Employee > Setup > Company Policies & Forms.

You can perform the following actions on the Company Policy and Form page:

Create, release, and enforce company policy on employees.
Create and release forms to the employees.
Release prefilled company forms to employees.

Configure and release company policy to employees

To configure and release a company policy to the employees, perform the following actions:

On the Company Policies & Forms page, click the Company Policies tab.
Click Create New to create a new company policy. The Create Company Policy form opens.
In the Policy Information section, in the Policy Name text box, enter the required policy name.
In the Description text box, enter a brief description of the policy.
In the Serial No text box, enter a serial number for the policy.
Click the Add Attachment icon. A browsing window opens.
Browse the relevant file and click Open.
Note: The file must be in pdf format.
From the Company Policy Category dropdown list, select the relevant category.
Note: Click Edit Category to add/edit a category as per your requirements.
In the Release and enforce policy section, select the Release to employee self service portal checkbox if you want to release/publish the policy to your employees.
From the Employee Filter dropdown list, select the appropriate batch of employees for whom you want to release the policy.
Click Enforce this policy. The Enforce Policy popup appears.
Click Confirm to enforce the policy for the selected employee batch. A success message appears.
The selected batch of employees can only view the policy via their ESS portals only if you choose to enforce the policy.
Click Cancel Policy Enforcement if you want to cancel the policy for the selected employee batch.
Click Submit to create the policy.

Configure and release company form to employees

To create and release a company form to employees, perform the following actions:

On the Company Policies & Forms page, click the Forms tab.
Click Create New to create a new form. The Create Form form opens.
In the Form Name textbox, enter the required form name.
In the Description text box, enter a brief description of the form.
In the Serial No textbox, enter a unique serial number for the form.
From the Form Category dropdown list, select the relevant category.
Note: Click Edit Category to add/edit a category as per your requirements.
Select the Create Prefilled Form Template checkbox to enable the option for creating the prefilled form template.
Note: The option enables you to generate pre-populated form templates for your employees. The employee need not enter repetitive basic information such as their name, gender, date of birth, and so on.
In the Upload Form Template section, Click Add Attachment. The Open browsing window appears.
Note:
1. If you choose to configure non-prefilled forms, you can upload form templates in the docx, odt, pdf, xls, xlsx, doc, txt, ppt, and pptx formats.
2. If you choose to configure prefilled forms, you can only upload form templates in the pdf format.
Browse the required file and click Open. The Form pop-up appears with the preview and the Form Fields section for you to customize the form.
In the Form Fields section, from the Category dropdown list, select a required category. The fields associated with the selected form category auto-populates.
Drag and drop any required field on the preview file. You can also adjust the length and breadth of the field. If required, you can add more than one category in a field such as bank name and IFSC code.
Note:
1. You can also search for a particular field from the Search Fields textbox.
2. Click the ⨉ icon on the field to remove the field from the preview file.
Click the Preview button to view an example of how the prefilled form will look. Once you are satisfied with the information and alignments in the preview, click Save to save the prefilled form template.
Click Submit to create the form. A success message appears.

Release prefilled company forms to employees

Based on your company’s policies, you might require employees to fill out different company/government forms as a part of their onboarding process. The forms you release can be customized based on your requirements from the Company Policies & Forms page. These can be non-prefilled/prefilled forms based on your customization.

To release company forms to employees, perform the following actions:

On the Employee Onboarding settings page, click the Company Policies & Forms tab. A form appears.
Click + Add Form to select a required form for the onboarding form.
From the dropdown list, select the required form template.
Note: You can preview and download the form using the View and Download icons.
From the Employee Filter dropdown list, select the employee filter to whom you want to release the selected form.
In the Instructions for Employees description box, enter the instructions, if any.
Note: You can continue the similar steps for releasing any company forms by clicking + Add Company Policy.
Click Next to finish adding the forms and policies to the employee onboarding form. Note: Once you finish adding the forms and policies, the Employee Information Settings form appears. This form helps you to configure the mandatory/non-mandatory fields.

Once you create the forms and policies, you must release it to your employees from the Employee onboarding page.

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