Setting Up Onboarding Forms
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Administrators often need to configure an advanced form-building solution that offers more flexibility and control over form creation and distribution. This configuration ensures that essential options — such as attachment settings, external domain configurations, and user-facing messaging — are aligned with specific organizational requirements. A common use case might include creating specialized vendor onboarding forms that handle varied requirements for different vendor types or regions, while maintaining consistency and compliance.
This article provides an overview of how to enable and configure the Advanced Form Builder, focusing on key settings like enabling or disabling the feature, managing attachment folders, and customizing external domain settings. It also covers the creation of specialized vendor forms, demonstrating how administrators can tailor form content, email details, and the overall user experience.
By following these processes, you can streamline form-related workflows while ensuring that vital configuration elements remain consistent and well-organized.
Enabling the Advanced Form Builder provides administrators with a streamlined interface for creating, editing, and deploying custom forms within your organization. This feature includes various settings — such as the Form Attachment Folder ID, External Domain Name, and SSL configuration — that you can tailor to match specific use cases.
Before proceeding, consider whether you need to integrate with an external domain or SSL, especially if you plan to deploy forms via SSP (SuiteScript Server Pages) or a similar environment.
If you want to enable or disable the Advanced Form Builder, go to your Setup dropdown, select the Advanced Form Builder tab, and click the Settings option:
This navigates you to the main AFB Settings page, where you can modify feature availability:
To adjust AFB availability, click Edit on the AFB Settings page:
This unlocks the option to toggle the feature enable or disable:
Whenever you want to enable or disable the Advanced Form Builder, check (or uncheck) the Enabled box.
Once you are ready to manage form attachment storage, review the Form Attachment Folder ID field:
Remember that this is automatically generated during installation. Although it is editable, it is generally advised not to modify it unless you have a specific requirement, as changing it can impact how attachments are organized.
If you need to specify a custom domain for SSP enabled forms, configure the External Domain Name and External Domain SSL fields:
Ensure these fields are populated only if you are using SSP for form deployment. If you are unsure about your SSP status, check with your onboarding manager or IT team before making changes.
Once you finish adjusting any relevant settings, click the Save button:
Ensure you only configure these if you know your account has SSP enabled; otherwise, leave them blank.
Creating vendor forms allows you to gather critical information — such as contact details, tax documents, or region-specific compliance data — directly from your suppliers. By customizing each form, you ensure that only the necessary fields and instructions are displayed, reflecting the unique requirements of various vendor types (e.g., US-based suppliers, international contractors, or specialized service providers).
To develop a new vendor form, go to the Advanced Form Builder section under Setup, click Forms, and choose New to initiate the creation of a new form:
Whenever you want to build upon an existing structure, select a Form Template (e.g., a default Vendor Onboarding Form (US) or Blank Form) and click the Next button:
Preview the default form content to understand which fields and instructions are included out-of-the-box:
To make the form easy to identify, choose a Form Name:
Maintain naming conventions that differentiate vendor types or geographic regions, such as Vendor Onboarding Form (US) or Vendor Onboarding Form (APAC).
When you need to tailor the messaging for vendors, update the Form Title, Form Message, and any other on-screen text:
Remember that vendors will see these elements, so keep them clear, concise, and relevant to the vendor onboarding process.
To define how email notifications are sent, specify the Email From address, Email Subject, Message Header, and Email Message Footer:
Consider using a catch-all address (e.g., vendoronboarding@yourcompany.com) rather than a personal employee email to maintain consistency and professionalism.
After you finalize your form settings, click the Save button:
