This site allows employees and prospective employees to submit information to fill out employment forms.  The data entered by the user/employee is then utilized to prepare the PDF documents for download.

 

RECEIVING FORMS When a user/employee completes a form, an email is issued.  There is a link on the email which will produce the form for download.  Download the form, store it in your computer files for future reference, and/or print it out as desired.

  
Note: You must be logged into the site in order to download the forms: otherwise you will receive a "not authorized" error.  Employees can only download their own forms; management accounts and site administrators can download all forms.

 

ADDING EMPLOYEES TO THE SITE  Most of the employee forms are hidden from view to the general public, with the exception of the initial job application form.  Anyone can fill out the job application form.  After an application is received and your interview process is complete, the new prospective employee is added as a site member, anfter which that person will be provided with a list of the appropriate forms for the employee onboarding process. 

  • On the admin toolbar, navigate to: People (or https://jobs.marzanoandsons.com/admin/people) and then use the "add user" button to add the new user to the site.
  • Give the new employee a username (or "handle") and a password  (the password can be temporary, as the new user will have an opportunity to change it if desired).
  • Then enter and confirm the email address for the user.  
  • Select the category: either "employee" or "employee-driver" so that the new user will have access to the proper forms.  
  • You can also check the box so that the new user gets an email informing him that his web account has been created.

  • Then when you "submit" at the bottom of the new user page, the new user's name will appear on the list at /admin/people. Confirm that the information is correct:  you can use the "edit" button to the right to review and make corrections.

     

RETRIEVE OR RE-SEND A FORM:

The site does save the data to recreate a document, should the pdf be accidentally deleted or lost.  You can go to the form in question and click the "Results" tab to see a list of the form's submissions and locate the one you need to duplicate.  Note that the data for the forms is stored here, but not the pdf document itself.  Choose the result listing you need from the list: there is an "edit" button to the right (you may need to scroll sideways).  You can either use the drop-down arrow alongside the edit button and choose "resend," or go to the edit form and use the "resend" tab.

Scroll down near the bottom of the "Resend" page and you will find a copy of the original notification email, containing the link that creates the form.  You can either send the mail again, or simply use the link to recreate the pdf document.

 

EMPLOYEE WARNINGS:

You can issue an employee warning, with the menu option "Issue Warning."  The employee will then see the warning listed on his "My Account" page, with the opportunity to review the information and sign the form. When the employee signs the form, the customary email will be issued containing the printable form link.

A list of all recently issued warnings is available on Managers' "My Account" page, so that managers are able to easily review the submissions.

There is a "Supervisor" role available that can be added to any user account, which will permit that person to issue an Employee Warning.  The supervisor role adds only the Employee warning privilege, and therefore should be added on to any other roles that employee may have.  Supervisors are not able to view the list of all issued warnings.

 

FORM CREATION (requires admin permissions):

This site uses Webforms module and FillPDF module to populate the form fields within fillable PDF documents.  

Access permissions for each form is created granularly, through the Content Access module settings.

If you do not already have a fillable PDF you must create one, using Acrobat, LibreOffice, or similar tools.

Upload the PDF to the FillPDF module and create the field list (structure>FillPDF).  Create the list of fields and their element keys here.

Next, create a Webform (structure>Webforms) with elements that match your PDF fillable fields.  

It is advantageous while creating the webform, to create matching names for the element keys on the webform with the PDF fillable form keys, to facilitate mapping.  After creating the Webform you must map the keys from the webform to the PDF (edit the FIllPDF form list, using appropriate tokens, e.g.:  [webform_submission:values:element_key]  ). 

Set the default type near the top of the mappings page for FillPDF to "webform submission".  At this point, you can test your setup by creating a test webform, and then entering it in the default webform submission field on the FillPDF page.  Click on the resulting link to populate the pdf.  Ensure that all of the pdf fields are properly mapped to the webform.

On the webform's Settings tab, go to "access" and set the access level for the form:   anonymous for public, employee for all employee forms. Non-driver forms should be set for access by both "driver" and  "employee" roles.  (Driver-only forms should not be accessible to the "employee" role).  Also include management and administrator access but do not check the Authenticated User box.  Be sure to also scroll down and set the "view own submissions" permission likewise on the same form, then submit the access settings.  

After thus creating the Webform,  using the References tab, create a Webform content node for the form. Before submitting the new Webform node, select in the taxonomy field whether this is a "public" form, an "employee" form or a "driver" form.  After creating the new node, use the "Access Control" tab and set access permissions identical to those of the corresponding webform permissions (see above).

Then return to Structure>Webform, and select "Settings" on the webform you just set up. Choose "confirmation" to set the confirmation action:  redirect to the appropriate custom page upon form completion (example: /user ), and in the message section below that, include a "successful" message containing a PDF download link, so that the user can download the form just submitted (the "subject" area can be left blank).

The structure for the download link url is as follows:

https://jobs.marzanoandsons.com/fillpdf?fid=<FID>&entity_type=webform_submission&entity_id=[webform_submission:sid]

(Replace <FID> with the form number from the FillPDF module.  You can find this number in the information section at the top of the form's list of keys)

Similarly, you should also go to the Email/Handlers section and create an email to the "site address" containing the same link, including any other pertinent information about the form submission, for administration notification purposes.  You can use tokens in the email, to indicate the name of the submitter and/or other details (e.g.:  [webform_submission:values:employee_name] ).

Note:  --The site email address serves as a repository for submission emails and other mail.  The site address can also forwarded to any number of other email addresses, using the email administration function (Virtualmin email settings for default address), depending upon who should receive copies of the submission emails.

Finally, create the appropriate menu link for access to the Webform node from the main navigation menu.  Do not link the menu directly to the webform itself, use the node url.