Open Forms (also called Public Forms) are Dynamic Forms that users can initiate themselves at any time, without requiring an administrator or workflow to assign them first.

Unlike Assignment-Based Forms, which only become available after being assigned to a specific user or candidate, Open Forms are always available to authorized users through the Forms Library. This makes them ideal for employee self-service processes such as PTO requests, expense claims, equipment requests, travel requests, and other forms that employees may need to complete whenever required.

Note: If you're new to Dynamic Forms, we recommend first reading Getting Started with Dynamic Forms, which explains the different types of forms available in ClayHR, including Public Forms and Assignment-Based Forms.

1. Before You Begin

To access an Open Form:

• The form must have been configured as an Open (Public) Form by your administrator.
• You must have permission to access the Forms Library.
• If the form is not available, contact your system administrator to verify that it has been published and that you have the necessary permissions.

2. Access an Open Form

To start a new Open Form:

1. Log in to ClayHR.
2. Click on the "Stack of Papers" icon towards the top right
3. Go to the "Public Forms" link
4. Browse the available forms.
5. Select the form you want to complete.
6. Complete the required information.
7. Submit the form.

Once submitted, the form will automatically follow its configured process, which may include approvals, workflow routing, notifications, or updates to employee records, depending on how the form was designed.

3. What Happens After Submission?

The behavior of an Open Form depends on its configuration.

Depending on how administrators designed the form, submitting it may:

• Start an approval process.
• Notify managers, HR, or other participants.
• Route the form through multiple sections for different contributors.
• Capture electronic signatures.
• Update standard employee fields.
• Update custom employee fields or custom tables.
• Trigger a workflow or other business automation.
• Store the completed form within the employee record.

Some forms are immediately completed after submission, while others continue through a multi-step business process involving additional participants.

4. Viewing Submitted Forms

Depending on the form's visibility settings, employees may be able to review forms they have previously submitted.

Organizations can configure forms to be:

• Employee-Visible, allowing users to review completed submissions from their employee profile.
• Hidden, where submissions remain stored within the employee record but are only accessible to authorized administrators or managers.

Related Articles

• Getting Started with Dynamic Forms
• How to Create Dynamic Forms
• How to Assign a Form
• How to Review Form Submissions from Users/Candidates
• How to Give Access to a Form

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1. To access ‘Open’ forms known as “Public” form, go to the “Forms” icon to the top right of the menu → “Public Form” sub-menu.

1. Select the form you would like to complete.
2. Fill out the form fields.
3. Submit form.

To access “Open (Public)” Survey

1. To access the ‘Open’ survey known as the “Public” survey, go to the “Forms” icon to the top right of the menu → “Public Survey” sub-menu.

1. Select the survey you would like to complete.
2. Fill out the survey fields.
3. Submit the survey.