HR Form Instance
Main information on form instances registered in the system is stored in the Form instances (hrm_form_instance) table.
tip
Roles required:
- Create – hrm_supervisor, hrm_admin.
- Read – assigned user, hrm_supervisor, hrm_form_launch_manager, hrm_admin.
- Update – assigned user; hrm_admin if the record is in the New or In progress state.
- Delete – hrm_admin.
Create an instance
Form instances are created automatically for the specified employees every time a form is launched.
Instance fields
| Field | Mandatory | Description |
|---|---|---|
| Respondent | Y | The field is automatically completed with the respondent's name. |
| Start time | N | The field is automatically completed with the date and time when the respondent started filling out the instance. |
| Completion time | N | The field is automatically completed with the date and time when the respondent completed filling out the instance. |
| Due date | N | The field is automatically completed with the date and time when the respondent should complete filling out the instance. |
| Form launch | Y | The field is automatically completed with the title of the launch that generated this instance. |
Related lists
- Responses – the list contains the responses submitted by the respondent.
- Approvals – the list contains the list of approval tickets with states and the names of the approvers.
State description
The table below lists the states available for HR form instances.
| State | Description |
|---|---|
| New | The record enters this state after it is saved for the first time. |
| In progress | The record enters the state when the respondent starts filling out the instance. |
| Pending approval | The record enters the state after the system sends the instance for approval. |
| Rejected | The record enters the state when any of the approvers clicks Reject on the instance. The respondent may edit the instance again and resubmit it for approval. |
| Completed | The record enters the state when the all the approvers click Approve on the instance. |
Instance UI actions
| UI action | Description |
|---|---|
| Reject | Click to reject the instance if the responses are not formatted correctly. The action is available if the Approval required checkbox is selected on the Form launch record. |
| Approve | Click to accept the instance if the responses are not formatted correctly. The action is available if the Approval required checkbox is selected on the Form launch record. |