How do I review a form in preview and hand it back with feedback?

Last updated: October 16, 2026

Review each form built for you as its own piece of work. Fill it in through preview the way a candidate would, check that every answer lands in the right place on the PDF and that the form asks for and shows what you want, make small fixes yourself in Form Studio, then hand the form back to Onboarded with a note, or clear waiting to approve it.

Before you start

Find the forms waiting on you

Go to Forms → My Forms and set the Waiting for filter to your organization's name. Every form in that list is ready for your review.

Take them one at a time: open a form, review it start to finish, hand it back or approve it, then move to the next. Start with forms built from a PDF you sent. They're the quickest to check, because you can hold the PDF Onboarded generates up against the document you know.

Steps

Open the preview

  1. Click the form's name in My Forms. The form opens in a new browser tab.

  2. On the Versions tab, click Preview on the latest version. For a Draft version, click the â‹® menu on the version and choose Preview.

    A new tab opens with Form Preview: and the form name at the top, plus a note saying when the preview expires.

Enter information like a candidate

  1. Fill in every field on the page with realistic answers. Pick values you'll recognize on the PDF, like a made-up street name or a date you'll spot right away.

    To go faster, click AI Generate Form Data in the toolbar, then adjust the answers it fills in.

  2. Move to the next page. Your answers are kept as you go. The badge next to the form name shows who each page is for, such as the candidate or the employer.

  3. Repeat until every page is filled in, including any signature.

Check the PDF

  1. Click Preview PDF in the toolbar. Onboarded fills the form's PDF with your answers and opens it in the same tab.

  2. Compare the PDF with what you entered. For each answer, confirm it sits in the right spot, the full text fits without being cut off or shrunk, dates and checkboxes look the way you expect, and the signature shows where it should.

  3. Use your browser's back button to return to the form. Change answers and click Preview PDF again as often as you need.

Some values on the PDF don't come from the form's questions. The candidate's name, the client, and the job come from the employee, client, and job records, and preview fills those with sample data. Values that come from the placement, like a start date or pay rate, can be blank in preview. To see them with real values, run an end-to-end test, covered at the end of this article.

If the form has no PDF behind it, Preview PDF is greyed out and hovering shows Upload a PDF in PDF Mapping first. That's expected for checklists and other tasks with no source document. Click Audit instead to see a PDF of every question and answer.

Ensure the form collects and displays information the way you want

  1. Go back through the preview and check:

    • How do all the fields look? Does each one have the right options?

    • Is the form collecting the right information from the employee? Is it asking for the right information?

    • Do you like how the content blocks look? Content blocks are the text, headings, and images between the fields.

    Note anything you'd change as you go. You'll fix it yourself or pass it to Onboarded in the next steps.

  2. If the form asks the candidate to read and acknowledge a document, like a remote work policy, decide which layout you want for it: the full document scrolled before signing, a short summary with a link to the full document, or the document's text copied into the task. 📄 Understanding layouts for policy acknowledgment forms compares the three, with pictures and what each one is good for.

    Here, "policy" means the document the candidate signs, not an Onboarded policy (the rule that decides which forms a placement gets).

Make fixes yourself

Onboarded makes the changes in your handover notes with Form Studio, the form editor, either by hand or with Onboarded AI. You have the same tools. For some changes, like a field label, a dropdown option, or a sentence in a content block, it's often quicker to make it yourself than to describe it in a note. Handing the form back with a note is still fine, especially for more complex changes.

  1. On the form's Versions tab, click Open Editor on the Draft version. If the latest version is published, click New Draft on it, then Create.

    The draft opens in Form Studio.

  2. Make the change in one of two ways:

    • By hand. Click the gear on a field to open its settings, change what you need, and click Save. To add a content block, use Add Field.

    • With Onboarded AI. Click the blue AI pill in the bottom-right corner and describe the change in plain words, like Add "Part-time" to the Employment type options. Click Accept on each proposed edit you want to keep. Onboarded AI doesn't add content blocks, so add those by hand.

    The draft saves as you go. Your edits stay in the draft: nothing reaches candidates until the version is published and deployed.

  3. Preview the draft to confirm the change. On the Versions tab, click the â‹® menu on the draft and choose Preview.

Hand the form back or approve it

  1. Go back to the form's tab and find the Build card.

  2. Choose the button that matches your review:

    • Something still needs to change. Click Hand to Onboarded. In Note, list each change with the page, the field, what you saw, and what you expected. For example: Page 2, Start date: prints as 2026-11-03 on the PDF. Should be 11/03/2026. If you made fixes yourself, list those too, so Onboarded knows what changed. For a policy document, name the layout you picked, like Remote Work Policy: option 2.

    • The form is right as it is, or right after your own fixes. Click Clear waiting. That's your approval: it tells Onboarded the form is done and nothing else is needed. The note is optional here, so use it only for something worth recording, like the policy layout you picked or a fix you made. Clearing waiting doesn't deploy the form. Deploying is a separate step.

  3. Click Hand over, or Clear waiting if you're approving.

    You should see Waiting for change to Onboarded after a handover, or to Nobody after you clear waiting. Any note you added shows at the top of the Handovers card.

Test the full flow

Once each form looks right on its own, test them together. Create a test employee and a placement with the details your policies check, confirm the right forms are assigned, and open the tasks. To work through the test employee's tasks yourself, open the employee and click Create Link. See 📄 How do I test forms end to end with a test employee and placement?

Verify

After you hand a form back, its Build card shows Waiting for as Onboarded. After you clear waiting, it shows Nobody. Either way, the form drops out of your organization's Waiting for list, and any note you added is at the top of Handovers.

If something gets in the way, check:

  • The preview won't load. Preview links expire after 24 hours. Go back to the form's Versions tab and click Preview again.

  • You don't see the toolbar. Widen the browser window. The toolbar is hidden on narrow screens.

  • Preview PDF is greyed out. The form has no PDF behind it. Use Audit to review the answers instead.

  • You don't see Open Editor. The version is published, and published versions can't be edited. Click New Draft to make an editable copy. See 📄 How do I edit a published form by creating a new draft version?

  • Onboarded AI won't add a content block. It doesn't build content blocks. Add one by hand from Add Field.

  • You want to start over. Click Reset Form in the toolbar to clear your answers.

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