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, from the greytHR Admin portal, hover over the 9 dots and select 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,from the greytHR Admin portal, hover over the 9 dots and select Employee > Setup > Company Policies & Forms.

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. 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, from the greytHR Admin portal, hover over the 9 dots and select Employee > Setup > Company Policies & Forms.

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:
- 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.
- 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:
- You can also search for a particular field from the Search Fields textbox.
- 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, from the greytHR Admin portal, go to the NAVOS search box and enter Employee Onboarding.

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.

Frequently Asked Questions

What are company policies, and why are they important?

Company policies are the guidelines and rules established by a company to govern employee behavior and actions. They are crucial for maintaining a positive workplace culture and supporting the company's overall success by providing clear expectations and a framework for operations.

What are company forms for employees?

Company forms are legal documents that employees must complete and submit to their employer, typically during the onboarding process. These forms collect essential employee information for various HR and administrative purposes.

What is the greytHR Prefilled Forms feature?

The greytHR Prefilled Forms feature allows administrators to create form templates that automatically populate with relevant employee data already present in the greytHR system. This eliminates the need for employees to manually enter the same information multiple times across different onboarding forms, saving time and reducing errors.

Where can an admin manage company policies and forms in greytHR?

As an admin, you can configure, manage, track, and maintain all company policies and forms on the Company Policies & Forms page. To access it, hover over the 9 dots and select Employee > Setup > Company Policies & Forms in the greytHR Admin portal.

How to configure a company policy?

To configure a company policy, hover over the 9 dots and select Employee> Setup > Company Policies & Forms.

Click the Company Policies tab.
Click Create New.
Enter the Policy Name, Description, and Serial No.
Click Add Attachment to upload the policy file (must be in PDF format).
Select the Company Policy Category.
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 Submit to create the policy.

How to release and enforce a company policy to employees?

After creating the company policy, if you want to release a company policy, select the Release to employee self service portal checkbox and the employee group from the Employee filter for whom you want to publish or release the company policy.

Click Enforce this policy option to ensure your employees read and acknowledge the policy before using the greytHR ESS portal.

Employees can view and download the Company Policies and Form from the Document Center in the greytHR ESS portal.

How do I configure a company form?

To create a company form, hover over the 9 dots and select Employee > Setup > Company Policies & Forms.

Click the Forms > Create New.
Enter the Form Name, Description, and Serial No.
Select the Form Category.
(Optional) Select the Create Prefilled Form Template checkbox to enable prefilled form options.
In the Upload Form Template section, click Add Attachment.
- For non-prefilled forms, you can upload various document formats (docx, odt, pdf, xls, xlsx, doc, txt, ppt, pptx).
- For prefilled forms, only the PDF format is allowed.
If creating a prefilled form, a preview will open. In the "Form Fields" section, select a category and drag/drop relevant fields onto the form. Adjust size and position as needed. Click Preview to check the layout, then Save.
Click Submit to create the form.

How to release company forms (including prefilled forms) to employees?

To release company forms (prefilled or non-prefilled) to employees, usually as part of onboarding:

From your greytHR Admin portal, search for Employee Onboarding in the NAVOS search box.
On the Employee Onboarding Settings page, click the Company Policies & Forms tab.
Click + Add Form to select a form.
From the dropdown list, select the required form template.
From the Employee Filter dropdown list, select the employees to whom you want to release the form.
(Optional) Enter Instructions for Employees.
Click Next to finish adding the forms and policies to the employee onboarding form.
Once you create the forms and policies, you must release it to your employees from the Employee onboarding page.
Select the status as Closed/Not initiated, the employees to whom you want to release the form, and click Initiate Onboarding.

How do prefilled company forms work during configuration?

When creating a new form, you can select the Create Prefilled Form Template checkbox. This allows you to upload a PDF form and then drag and drop fields from various greytHR categories onto the form. These fields will then be automatically populated with existing employee data when the form is released to an employee.

Can employees view policies and forms on their self-service portal?

Yes, if you select the Release to employee self-service portal checkbox when configuring a policy, the selected batch of employees can view the policy via their ESS portals. Similarly, released forms will be accessible to employees as part of their onboarding or as otherwise configured.

Other related links:

Was this article helpful?

More resources:

▶ Video - Watch our how-to videos to learn more about greytHR.

❓ FAQs - Solve your queries using FAQs.

📢 Product Update - Read about the product updates.