How to Fill Out a Dynamic Form on Behalf of Another User

In some situations, an administrator, manager, HR representative, or other authorized user may need to complete a Dynamic Form on behalf of someone else.

For example, an employee may be unavailable, a manager may be entering information collected during an interview, or HR may be completing administrative sections of a form after receiving information through another channel.

ClayHR allows authorized users to complete forms on behalf of other users while maintaining the integrity of the business process and preserving a complete audit history.

Note: If you're new to Dynamic Forms, we recommend first reading Getting Started with Dynamic Forms, which explains how forms integrate with workflows, approvals, employee records, and business automation.

1. When to Complete a Form on Someone's Behalf

Completing a form on behalf of another user is typically used when:

• An employee is unavailable.
• HR is entering information provided outside the system.
• A manager is documenting information discussed during a meeting.
• Administrative staff assist employees with data entry.
• Information must be recorded before system access has been granted.
• A candidate or employee requires assistance completing the form.

Organizations should establish internal policies regarding when this capability may be used.

2. Before You Begin

Before completing a form on behalf of another user, verify that:

• You have the required permissions.
• The form has already been assigned or is otherwise available.
• You are authorized to enter information for the other participant.
• Completing the form on someone else's behalf complies with your organization's policies.

Not all users have permission to complete forms for other individuals.

3. Complete a Form on Behalf of Another User

To complete a form on behalf of another user:

1. Go to the Open Forms: Stack of Papers icon towards the top.
2. Open the Public Forms link.
3. Locate the form to complete.
4. Open the form.
5. Select the name of the person the form belongs to (not you, you are just filling it out. The form belongs to the other person's record). Complete the sections you are authorized to fill out.
6. Save or submit the form, depending on the stage of the process.

If the form includes multiple participants, only the sections currently assigned to you or available for completion can be edited.

4. What Happens After Submission?

Once the form is submitted, the process continues according to the form's configuration.

Depending on how the form was designed, submission may:

• Route the form to another participant.
• Request approvals.
• Capture electronic signatures.
• Send notifications.
• Update employee records.
• Update custom employee fields or Custom Tables.
• Trigger workflows or other business automation.
• Complete the process.

The fact that a form was completed on behalf of another user does not change the configured workflow or approval process.

5. Audit History

Dynamic Forms maintain a complete audit history of the process.

Organizations can review information such as:

• Who completed each section.
• When each section was completed.
• Approval decisions.
• Comments entered during the process.
• Workflow progression.

This helps maintain accountability and supports internal compliance requirements.

6. Best Practices

When completing forms on behalf of another user, consider the following recommendations:

• Use this capability only when necessary.
• Ensure you have the appropriate authorization before entering information for another individual.
• Encourage users to complete their own forms whenever possible.
• Review submitted information for accuracy before final submission.
• Maintain organizational policies regarding delegated data entry and administrative assistance.

Following these practices helps preserve data quality while ensuring flexibility for exceptional situations.

Related Articles

• Getting Started with Dynamic Forms
• How to Assign a Dynamic Form to a User or Candidate
• How to Access Open (Public) Forms
• Multi-Participant Forms
• Dynamic Form Approvals
• Smart Data Integration

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ClayHR Forms offers a feature that enables users to fill out forms on behalf of another user. The feature is for public forms only, ensuring that sensitive or private information remains secure. Only the people with permission are allowed to fill out the form on behalf of another user.

Steps to fill a form

1. Go to the top right → Public Forms.

2. Click on the form to fill.

3. On the top, two options appear. These options indicate whether the form is to be filled by self or on behalf of another user.

4. To fill in on behalf of another person, select the option “Other User’s Profile” and select the user from lookup.

5. “Form - Fill for Others” permission is required to fill the form on behalf of another user.
6. Once permission is assigned to the user or user group, those users can go to any “Public Form” to access the option to fill out the form on behalf of another user.