How do I assign a single form to an employee outside a policy?

Last updated: September 25, 2026

When an employee needs one form that no policy assigns — a single direct deposit form, a one-off acknowledgment — use Create Task on their record. It assigns the latest published version of that one form and nothing else.

Before you start

  • A user group with the task-create permission. Without it, Create Task is greyed out.

  • A form with a published version. Create Task pulls the latest published version and can't assign a draft.

Policies assign a bundle of forms when a placement is created. Create Task is the path for a single form outside that flow, one employee at a time.

Two jobs it doesn't do. It doesn't re-run policy rules against an existing placement, and it doesn't reopen a form the employee has already submitted — that's Request Change. Both are linked under Related.

Create the task

  1. Open the employee's record from Employees.

  2. Click Create Task.

    The Create Task panel opens.

  3. Search for the form under Form and select it.

    Forms without a published version don't appear in the list.

  4. Fill in the scope fields that appear.

    If the form is scoped to an employer, client, or job, Employer, Client, or Job appears marked * Required. A form with no scope shows none of them.

  5. Set Due Date and Expiration Date if this form needs them. Both are optional.

  6. Click Create Task to confirm.

    You should see Task created: followed by the form name.

A second copy of the same form is blocked by default. If the employee already has a task for this form with the same employer, client, and job, Onboarded won't create another one. You'll see Task already exists: with the form name, and you'll land on the task that already exists.

When a second copy is deliberate — an annual acknowledgment being re-signed, for example — check Allow creating duplicate tasks before you confirm.

Send it to the employee

Creating the task doesn't email anyone. The employee sees it the next time they open a valid onboarding link, so send one if they aren't already mid-onboarding.

  1. Click Create Link on the task, set Assignee Type to Employee, then pick a Delivery Method — Create Link to copy a URL yourself, or Send via Email to have Onboarded send it.

Verify

The task appears under Other Tasks on the employee's record, and in Tasks.

It sits under Other Tasks rather than under a placement because a task created this way isn't attached to one. That's expected, and it's the main difference from a policy-driven task: placement facts aren't available to it, so a form that reads placement data won't populate. Assign that kind of form through a policy instead.

If Create Task is greyed out, your user group is missing the task-create permission. If the form you want isn't in the Form list, it has no published version yet.

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