How do I upload my forms so Onboarded can build them?

Get your files ready

Each file you upload becomes one form, so a little prep saves a rebuild later.

• One form per file. Combine a form's pages into one PDF if they're in separate files. Split a PDF that holds several forms signed by different people or sent to different candidates.

• Text-based PDFs work best. A scan or photo of a paper form can come back with few fields, because its words are an image. Upload the original digital file if you have one.

• Check the Form Library first. For federal and state forms like the W-4, I-9, or state withholding, look under Forms → Form Library. If the form is there, use the library version instead of uploading your own copy. Most forms provided by state agencies or certain federal agencies, such as labor law posters and withholding forms, are in the library.

• Name files the way you want the forms named. The file name becomes the form name, though you can change it on the upload page.

What to tell us about each form

The AI builds the first draft from the file and the Document type you pick. Everything else the Onboarded team needs comes from Instructions for Onboarded support, a notes box on each form. Without a note, the team builds its best guess and you correct it in review. Cover whatever applies:

• Who fills it out and signs, in what order. The candidate, your recruiters or branch staff, a hiring manager, or your client. Say whether the candidate has to wait for a second signature or can move on.

• Who gets it. Every candidate, or only certain states, clients, jobs, or employment types, like W-2 hires only. Include age-based rules, like a parent signature for candidates under 18.

• How the text should appear. Word for word, a short summary with a link to the full document, or the full document to scroll through before signing. Say so if your legal team doesn't allow summaries. 📄 Understanding layouts for policy acknowledgment forms shows each option.

• Where the data comes from. Fields that should fill in from your ATS or HRIS, fields already printed on the PDF, fields to leave blank on purpose, and anything that must never appear on the finished PDF.

• What it replaces. Whether this is a newer version of a form you already have in Onboarded, and which one.

• Versions. If you have versions by state, client, or language, say what's different and when each one applies. Upload each version as its own file.

• Attachments and required answers. Anything the candidate has to upload, like a voided check or a certification, and any question that's required or only shows based on an earlier answer.

A useful note can be a few lines. For example: Candidate fills out and signs, then the branch manager countersigns. Candidate shouldn't wait on the manager. Send to W-2 hires in California only. Keep the text word for word. Fill name and address from our ATS. Candidate uploads a voided check.

Steps

Open the upload page

1. In the left sidebar, under Configuration, click Forms.

2. Click New Form in the top-right corner.

   You should see the New forms page, with Drop files here on the left and a text box on the right.

Add your files

3. Drag your files onto Drop files here, or click browse your computer to pick them. You can add up to 50 files per batch, and a .zip expands into the files inside it. If you have more, create this batch first, then add the rest.

   Each file appears in the list as Uploading, then Ready.

If a form only exists as text, like a list of screening questions in an email, paste it into the box on the right and click Add to list.

Turn on Onboarded support

4. Click Settings for all forms at the top of the file list. These settings apply to every form in the upload. Check Request Onboarded support.

   Each file now has an Instructions for Onboarded support box in its details. Outside an implementation this is optional. During one, check it on every upload: it's how your notes reach the Onboarded team.

5. Under Output language, add any language candidates need beyond the one your documents are written in, like Spanish. Onboarded builds each form in its document's language and translates it into the ones you add.

Describe each form

6. Click a file in the list to open its details.

7. Check Form name. It starts as the file name.

8. Set Document type. Auto-detect lets the AI decide. When you know the type, pick it yourself: Handbook / posters, Policy / disclosure, Tax / withholding, Identity / document verification, Quiz / training test, or Generic. To give every file the same type, click the Use … for all … files link under the menu.

9. In Instructions for Onboarded support, write your note for this form.

10. Repeat steps 6 through 9 for each file. You can leave Description blank and the other settings as they are.

Create the forms

11. Click the create button at the bottom right. It counts your forms, like Create 12 forms.

    You should see a green banner saying your forms are being built, with a Track this upload link. The page stays open, so you can start another batch right away.

Verify

Click Track this upload to open My Forms filtered to this batch. Each form shows AI building while its first draft is built, then Waiting for shows Onboarded. When the team finishes a form, they hand it to your organization with a note, and Waiting for changes to your organization's name. That's your cue to review it: see 📄 How do I review a form in preview and hand it back with feedback?

If something gets in the way, check:

• New Form is greyed out. Your user group doesn't have permission to create forms. Ask an admin on your account to add it.

• A file won't add. Word files and images aren't accepted. Save them as PDF and try again.

• A file shows Failed. Select it and click Retry. If a .zip fails with No supported files found in the archive, unzip it and add the files directly.

• The create button is disabled. A file shows Needs name. Give every form a name. The note beside the button says how many need attention.

• There's no instructions box. Request Onboarded support is off. Click Settings for all forms at the top of the file list and check it. If you already created the forms without it, open each form and use Hand to Onboarded on its Build card to send your note. See 📄 How do I review and hand over forms that were built for me?

Related

• 📄 How do I review a form in preview and hand it back with feedback? (How-to)

• 📄 How do I review and hand over forms that were built for me? (How-to)

• 📄 Understanding how uploaded files become forms (Concept)

• 📄 Understanding layouts for policy acknowledgment forms (Concept)

• 📄 How do I test forms end to end with a test employee and placement? (How-to)