Admins can manage permissions to allow Primary and Secondary Managers to submit forms on behalf of others and determine who can view those completed submissions on an employee’s file.

1. Log in to Employment Hero.

2. On the left-hand menu, click the Compliance option, then select the Forms tab.

   

3. Locate your desired form, click the three dots, and select Manage Form.

   

4. Go to the Settings tab. Locate the Who can make submissions for this form? section.

   

   • Submitter is enabled by default and cannot be removed, allowing assigned employees to submit for themselves.
   • Select Primary Manager or Secondary Manager to allow managers to submit for their direct reports.
5. Locate the Who can view this submission on the employee file? section and select the relevant roles:
   • Affected Employee (Selected by default for all forms).
   • Primary Manager of Affected Employee.

   • Secondary Manager of Affected Employee.

     

6. Click the three dots then click Save Form to apply the changes.

   

Authorized users, including Primary and Secondary Managers, can file a submission for themselves or another team member across the web platform and the EH Work app.

1. Navigate to Compliance > Forms and click Submit on a form template.

   

2. At the start of the flow, answer the question: "Who is this form submission for?". Select Someone else.

3. Search for and select exactly one employee from the list.

   

4. Complete the form and click Submit.

   The system will store the submission on the Affected Employee's file and trigger any workflows based on their profile data.

The Workflow Engine uses the Affected Employee as the single source of truth for triggers, conditions, and actions. This ensures that even if a manager initiates the form, the automation follows the employee's reporting lines.

1. In the Workflows menu, create or edit a Forms workflow.

   

2. Set the trigger to Form submitted. This trigger targets the Affected Employee context automatically.

   

3. Configure IF conditions. These evaluate against the subject's profile, such as their specific Team, Location, or Employment Type.
4. For THEN actions, such as Request Approval, select the updated dynamic labels:
   • Primary Manager of Affected Employee.
   • Secondary Manager of Affected Employee.
   • Group Leader of Affected Employee Group.
5. When using Send Email Notification or Create Task actions, use Affected Employee fields to reference the subject of the form and Submitter fields to reference the person who initiated it.

6. Click Save flow & publish.

   

• Cannot see "Someone else" option: Verify that Primary/Secondary Manager permissions are enabled in the Form Settings and that you have a direct reporting relationship with the employee.
• Missing submission on employee file: Submissions are stored on the Affected Employee's file, not the submitter's. Check that your role is included in the Who can view this submission... setting.
• Unauthorised access denied: Users not included in the visibility multi-select cannot see submissions in lists or access them via direct URL or deep links.
• Approval went to the wrong manager: Check your workflow configuration. Older workflows may still reference the "Submitter" and should be updated to the "of Affected Employee" dynamic labels.