Step 1 (If Necessary): Add the Form
Depending on the complexity of the form in question, you might be able to add it yourself — such a simple read-only form, a simple upload form, or a simple sign-and-date form — but if the form is more complex and you’d like a member of our Forms Team to build it in for you, just submit the form to our Forms Collection Site.
If WorkBright is adding the NEW form for you, we will always place the new form in a group that doesn’t have any people in it, such as a TEST group or Inactive/Archive group, to avoid assigning it to any existing staff just yet. If you are adding the form yourself, WorkBright recommends that you do the same if you are unsure who should receive the new form or when new staff members should receive it.
When updating an existing form, note that new staff members will automatically receive the updated version. However, for staff who have already completed a previous version of the form, you will need to request a new submission to ensure they complete the updated version. This ensures compliance and keeps records accurate.
Step 2: Determine Who Should Receive the Form & Assign to Groups Accordingly
Go to Onboarding > Forms, then the form’s “Edit Form” page:
a. If you want all of your active staff to receive this form, you can simply remove it from all groups.
b. Or if you only want the form(s) to be assigned to a certain group of staff or certain groups, add the form to the proper group(s) as needed.
Once you click ‘Save’ after taking one of the above actions, the form will be assigned to the staff. They have not yet been notified of this assignment, though.
Additionally, when a form is updated and a new submission is requested, the old submission remains in the system for reference, while the new submission reflects the updates. This ensures that historical data is preserved while maintaining compliance.
Step 3: Use the Bulk Actions menu via the Staff page or Reports tool to “Request New Submission” for this form.
For example, if you need an employee to complete the latest version of Form I-9, using the 'Request New Submission' button will send them the most compliant, up-to-date version of the form, ensuring alignment with current USCIS standards.
You’ll receive an opportunity to write a short note that will appear in the body of the notification email you’re sending:
Note that the system will not notify those staff for whom notifications have been turned off or whose notification start date is set in the future.
To ensure all assigned staff receive appropriate notifications, first verify if notifications are enabled for affected staff. If not, enable them by adjusting the notification settings.
You can hover over the text to see which staff members will not be receiving notifications, so you can take action as needed.
When deciding whether to request resubmissions on an updated form or create a brand-new form, consider how many staff have already completed the current version. If only a few employees are affected, requesting resubmissions may be more efficient. However, if significant changes are needed or starting fresh aligns better with your workflow, creating a new form may be preferable.