Smart Forms + Workflow for Human Resources

Digitize every HR form — from onboarding to exit interviews — with automated routing, secure authentication, and permanent records retention.

HR departments run on forms—from onboarding and evaluations to leave requests, benefits enrollment, and exit interviews—all requiring approvals, secure handling, and retention. When managed through paper, email, or shared drives, they create delays, compliance risks, and administrative burden. Smart Forms + Workflow replaces these with intelligent electronic forms that automate approvals, authenticate users via SSO, and deliver records directly to your document management system. AI-powered form creation builds new forms in minutes from plain-language prompts or existing PDFs, with unlimited licensing and deployment as SaaS or on-premises.
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Scalable and Flexible Solutions

The HR forms problem

Every HR team deals with the same set of frustrations. The volume of forms is high, the processes are multi-step, the data is sensitive, and the consequences of errors or delays are felt directly by employees.

Onboarding is a paper avalanche

A new hire’s first days should be focused on learning the role and meeting the team — not drowning in paperwork. But paper-based onboarding means a stack of forms: personal information, tax documents, emergency contacts, direct deposit authorization, policy acknowledgments, equipment requests, parking permits, benefits enrollment. Each form must be completed by the employee, reviewed by HR, and routed to other departments (IT for account setup, facilities for equipment, finance for payroll). Forms get lost, signatures are missed, and HR spends hours chasing completeness.
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Seamless Workflow Automation

Performance reviews stall and lack consistency

Annual or quarterly reviews are critical for employee development — but paper-based review processes are painful for everyone. Managers delay completing them. HR can’t track who has finished and who hasn’t. Forms are inconsistent across departments because each manager uses their own format or skips sections. When reviews finally arrive in HR, they’re filed in physical folders where they’re difficult to retrieve, compare, or analyze.

Sensitive data lives in insecure places

HR forms contain Social Security numbers, addresses, salary information, medical disclosures, and disciplinary records. When these forms travel as paper or email attachments, the data passes through unsecured channels and sits in places where unauthorized people can access it — on printers, in shared inboxes, on unattended desks. There is no log of who accessed the information or when.
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Transfer and leave requests move slowly

When an employee requests a transfer, leave of absence, or schedule change, the form needs multiple approvals — the employee’s current manager, the receiving manager, HR, and sometimes a director. With paper or email routing, each step introduces days of delay. The employee waits without visibility into where their request stands. HR has no dashboard showing pending requests, bottlenecks, or overdue approvals.

Records retention is manual and unreliable

Employment law requires organizations to retain HR documents for specified periods — often years or decades. When completed forms are stored as paper in filing cabinets or as email attachments in individual inboxes, retention is inconsistent, retrieval is slow, and proving compliance during audits is difficult. Finding a specific employee’s performance review from three years ago can take hours if the records exist at all.
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How Smart Forms + Workflow solves it

Build any HR form with drag-and-drop — no coding

Smart Forms includes a visual form builder with 20+ field types: text, date, dropdowns, checkboxes, file uploads (for ID copies, tax documents, certifications), electronic signatures, rating scales, matrix grids (for multi-criteria evaluations), and more. Multi-page layouts with progress indicators keep complex onboarding packets manageable. Conditional logic shows or hides sections based on the employee’s responses — for example, displaying dependent information fields only if the employee indicates they have dependents.

HR builds and modifies forms independently without IT involvement. Need a new benefits enrollment form for open season? Describe it to the AI assistant or upload the existing PDF — the form is ready in minutes. Forms are organized by category (Onboarding, Benefits, Performance, Compliance) or by workflow, making them easy to find and manage.

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Seamless Workflow Automation

Automate multi-department routing

When an employee submits a form, it enters an automated workflow with queues, conditions, and email notifications. Each step routes to the right person or department based on the form type and field values.

A typical onboarding workflow looks like this: New hire completes the onboarding form → HR reviews and approves personal information and policy acknowledgments → IT receives a notification to set up accounts and equipment → the hiring manager confirms department-specific details → finance/payroll receives direct deposit and tax information → all completed documents export to the DMS with full indexing.

For transfer requests, the workflow can route through the current supervisor, the receiving department head, HR for policy review, and a director for final approval — with conditional logic that skips certain steps based on the transfer type or assignment level.

Every routing step is configurable visually in the workflow designer. Approvers receive email notifications, can review the form and any attached documents, and approve, reject, reassign, or comment — all from a web browser.

Authenticate employees with corporate SSO

Smart Forms supports single sign-on through Microsoft Entra ID, Okta, Active Directory, LDAP, and any SAML 2.0-compliant identity provider. Employees log in with their existing corporate credentials — no separate accounts, no forgotten passwords, no registration process. This also ensures that every form submission and approval action is tied to a verified identity, creating a credible audit trail.

For organizations with multiple identity providers — for example, Active Directory for full-time employees and Okta for contractors — Smart Forms supports both simultaneously.

ERP Integration
AP Reporting

Protect sensitive employee data

HR data requires the highest level of access control. Smart Forms provides role-based permissions at the form, workflow, and document level. HR staff see all forms. Managers see only forms for their direct reports. Employees see only their own submissions.

Document-level security in the DMS ensures that sensitive records (disciplinary actions, medical information, salary data) are visible only to authorized personnel.

For organizations with strict data sovereignty requirements, Smart Forms is available as an on-premises deployment — keeping all employee data within your own infrastructure, behind your firewall, under your IT policies. The SaaS option provides the same access controls with CASO managing the hosting environment.

Deliver completed records to your DMS automatically

When a form completes its workflow, Smart Forms generates a PDF rendering of the submission and exports it — along with all indexed metadata (employee name, employee ID, form type, department, submission date, approval date) — directly to your document management system. AppEnhancer (AppXtender), Easyfile, and any SQL database are supported as export targets. Data can also flow to HRIS or payroll systems via REST API. Records are filed and indexed automatically, ensuring consistent retention and instant retrieval.

No manual scanning. No manual filing. No paper to lose.

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Why HR teams choose Smart Forms

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AI creates new forms in minutes

Describe what you need — “Create an exit interview form with structured questions and open-text feedback” — and the AI builds it. Or upload an existing PDF form and the AI converts it. No waiting for IT.

Unlimited licensing scales with your workforce

No per-user fees. Deploy across every employee, every manager, every HR coordinator, every location — one flat price regardless of headcount.

Built-in analytics for HR reporting

Track completion rates for onboarding packets, performance review submissions, and survey participation in real time — without exporting data.

Onboarding that doesn't overwhelm new hires

Multi-page forms with progress indicators, conditional sections, and auto-populated fields make the experience clean and manageable. Employees complete everything from a browser on any device — desktop, tablet, or phone.

Every form routes to the right people automatically

No more chasing managers for signatures or wondering if IT received the account setup request. Automated workflows with email notifications ensure every step happens on time, every time.

Sensitive data stays secure

Role-based access control, SSO authentication, document-level security, and audit logging protect employee information from unauthorized access. On-premises deployment is available for organizations that need data to stay within their own infrastructure.

Permanent records with instant retrieval

Completed forms export automatically to your DMS, fully indexed by employee name, ID, form type, and date. Finding any employee’s records takes seconds, not hours. Retention policies are enforced by the DMS, not by a filing cabinet that may or may not be maintained.

HR owns the process — not IT

The drag-and-drop form builder and visual workflow designer let HR create, modify, and manage forms and approval chains independently. When a new form is needed for open enrollment or a policy change, HR builds it in hours — not weeks waiting for a developer.

Consistent processes across every department

Every manager uses the same performance review form, with the same required sections, the same rating scales, and the same approval routing. No more inconsistency between departments. No more missing fields or skipped sections.

Works for distributed and remote teams

Responsive forms work on any device. Employees in branch offices, remote locations, or the field can complete and submit forms from anywhere. SSO through Entra ID or Okta means they use the same credentials they use for everything else.

SaaS or on-premises

Deploy in the cloud for fast rollout across locations, or on-premises to keep all employee data within your infrastructure. Both options offer the same feature set.

Common HR workflows we automate

New hire onboarding

New employee completes multi-page onboarding form (personal information, tax documents, emergency contacts, direct deposit, policy acknowledgments, equipment requests) → HR reviews and approves → IT receives notification for account and equipment setup → hiring manager confirms → finance/payroll processes tax and banking information → all documents export to DMS indexed by employee name, ID, and date.

Performance reviews

Manager completes evaluation form with rating scales, matrix grids, and narrative sections → conditional routing sends to department director for review if the rating falls below a threshold → HR reviews for consistency and completeness → employee receives notification to acknowledge and add comments → completed review exports to DMS in the employee’s permanent file.

Benefits enrollment and changes

Employee selects benefit options on a multi-page form with conditional logic (dependent fields appear only if dependents are indicated, plan-specific questions appear based on plan selection) → HR/benefits coordinator reviews → approved enrollment data exports to benefits administration system and DMS.

Leave and time-off requests

Employee submits leave request with date range, type of leave, and reason → current manager approves → HR reviews for policy compliance (checking accrual balances, FMLA eligibility, or blackout dates) → approved request exports to time-tracking or payroll system and DMS.

Employee transfer requests

Employee completes transfer application with current role, requested location(s), and reason → current supervisor reviews performance history and approves → receiving department head reviews and approves → HR verifies eligibility (disciplinary history, performance ratings, tenure requirements) → director gives final approval → approved transfer exports to HRIS and DMS with full audit trail.

Exit interviews

Departing employee completes confidential exit interview form with structured questions and open-text feedback → HR reviews responses → data is aggregated for trend analysis → completed form exports to DMS for permanent retention.

360-degree feedback reviews

Multiple reviewers (manager, peers, direct reports) complete evaluation forms for a single employee → all responses route to HR → HR compiles and reviews before sharing results → completed review package exports to DMS in the employee’s file.

Background check consent

Candidate completes consent form with electronic signature and ID document upload → HR reviews for completeness → form data is shared with the background check provider → results are attached to the record in the DMS.

Frequently asked questions

Can Smart Forms handle the full employee onboarding process?
Yes. You can create a multi-page onboarding form that collects personal information, tax documents, emergency contacts, direct deposit details, policy acknowledgments, and equipment requests — all in a single submission. The form then triggers a workflow that routes to HR for review, to IT for account setup (in parallel), to the hiring manager for department-specific approval, and to finance for payroll processing. Each step has its own queue, notifications, and permissions. Completed documents export automatically to the DMS.
How are employees authenticated when filling out forms?
Smart Forms supports single sign-on through Microsoft Entra ID (Azure AD), Okta, Active Directory, LDAP, and any SAML 2.0-compliant identity provider. Employees use their existing corporate credentials. For new hires who don’t yet have corporate accounts, HR can provide a unique form access link. Every submission is tied to a verified identity, creating a credible audit trail.
Can we create different forms for different departments?
Yes. Forms are organized by category (Onboarding, Benefits, Performance, Compliance) or by workflow. Role-based access controls which forms are visible to which user groups. Each department can have its own set of forms with tailored fields, conditional logic, and approval routing — all managed by HR without IT involvement.
How is sensitive employee data protected?
Multiple layers of security protect HR data. Role-based access at the form and workflow level controls who can view and act on submissions. Document-level security in the DMS restricts access to sensitive records (disciplinary actions, salary data, medical information). SSO authentication ensures every action is tied to a verified user. Full audit logging tracks who accessed what and when. For organizations requiring data sovereignty, Smart Forms can be deployed on-premises within your own infrastructure.
Are completed HR forms stored securely for records retention?
Yes. Completed forms are automatically exported to your DMS (AppXtender, Easyfile, or SQL database), fully indexed with employee name, employee ID, form type, department, and date. Records are managed according to your DMS retention policies — not dependent on individual filing practices. Retrieval takes seconds. The complete audit trail is attached to every record.
Can the platform handle performance reviews with rating scales and manager comments?
Yes. Smart Forms supports rating scale fields, matrix grids (for multi-criteria evaluations across categories like communication, leadership, technical skills), long-text narrative sections, and conditional logic that adapts the form based on role or department.

Completed reviews route through manager → director → HR → employee acknowledgment, with each step configurable in the workflow designer.

Ready to Revolutionize Your HR Workflow Process?

Smart Forms + Workflow digitizes every HR form — onboarding, performance reviews, benefits enrollment, leave requests, transfers, and exit interviews — with AI-powered form creation, automated approval routing, secure SSO authentication, built-in analytics, and automatic export to your DMS. Unlimited licensing. Available as SaaS or on-premises.
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