Next Gen Forms: Portal Roles for Section

Admins with privileges to create and edit Next Gen forms can now leverage the Portal Role associated with a designated team in relation to the Section element. This will allow users from a team with a matching Portal Role to complete section specific fields, such as Signature Elements. Existing permissions are maintained, and team tab dropdowns are checked for role matches, so that users with the correct Portal Role can complete assigned sections, while others cannot.

AI Task Summary visibility

A backend schema update was made to enable all users to see the AI Task Summary, and the configured URL to also correctly show in the AI Summary URI under the UI tab in the Administration Settings.

Dynamic Templates Updates

Dynamic Templates are now being merged directly into Forms with enhanced capabilities. This approach will ensure a seamless experience, giving users access to a more robust set of features that bring together flexible template creation with streamlined submission and approval processes; centralized management, reducing duplication and simplifying maintenance; and consistent user interface and workflows across all use cases.

Highlights:

• Existing Dynamic Template data has been moved and synced within Forms.
• New and existing tasks that had templates assigned to them still have those attachments.
• The Rule section that was previously available in Dynamic Templates is available in Forms.
• Under ‘Create a new task’, the Dynamic Templates option is no longer available.

The full set of functionalities for Forms is as follows; note that several of these were previously not available in Dynamic Templates:

• Selection Controls:
  • Single Select – Radio button allowing the selection of one response (e.g. Accept or Decline an offer in an offer letter)
  • NEW Multi-Select – Checkbox allowing the selection of multiple Forms
• Advanced Access Controls:
  • Trigger Tasks – Allows a user to trigger a task based on a specific answer or form completion (e.g. accept/decline)
  • NEW Multipart Form – Allow multipart forms with section permissions using Portal Roles in Builder forms.
  • Acknowledgements – Requires users to click a policy handbook link before checking the acknowledgment box.
• Personal Information Controls:
  • Personal Information – A block of fields that includes a section header of Employee Information. Includes address, email and date of birth.
  • Full Name – (Name of person responsible for completing the task) Determines the first, middle and last name of the user filling out the form. Middle can be removed.
  • Address – For location definition purposes: Street 1, Street 2, city, state, zip
• Administrative Controls:
  • NEW GetForms API – Allows a user with webservice access to retrieve form data or pdfs in bulk (this will support clients who wish to extract offer letters)
  • NEW Migration – ability to import forms across staging sites or from staging to production
  • Coming soon: Ability to duplicate a Form in order to create a similar version of an existing template without having to recreate the entire form manually.

Task Complete notification

The Task Complete notification was not sending with ‘Send Attachment’ was enabled for a task configured to use a Next Gen Form. The issue has been resolved and the Form attachment is included in the email after completing the task.

Create New Employees not working with certain privileges

We resolved a critical bug affecting a certain client’s users who cannot create new employees in Workflow after a system upgrade on 6/30/2025 due to validation errors linked to team privileges and required profile fields. A suggested workaround was not feasible due to security concerns.

Event Summary UX overhaul

Updates to Event Definition, Task Definition, Individuals Tasks pages, and dependency management will bring a more seamless and user-friendly self-service experience to Workflow.

Event Tree UI

The Workflow Event Tree hierarchy will be modernized to help users better view and manage the flow of the event tree.

ROSI Employee Agent

ROSI will soon help employees too! Rival OS Intelligence – our in-product AI assistant – will leverage documents uploaded to the portal to answer employees’ questions related to their job, company policies, processes and procedures.