HR Form Launch

Main information on the form launches is stored in the Form Launch (hrm_form_launch) table of the agent interface.

A form must be launched for a respondent to receive their personal form instance for completion. Launching is available for agent interface users with special HRM roles.

Only the forms that are in the Available for launching or Launched state can be sent to respondents.

tip

Roles required:

• Read:
  • hrm_agent and hrm_supervisor can view only the launches they created,
  • users specified in the Readers field of an HR form can view only the launches of this HR form,
  • users specified in the Approvers field can view the launches of the Survey and Questionnaire HR forms,
  • users specified in the Checkers field can view the launches of the Test HR form,
  • hrm_form_launch_manager and hrm_admin can view all launches.
• Create – hrm_agent, hrm_supervisor, hrm_form_launch_manager.
• Update:
  • hrm_form_launch_manager can edit the launches in the Pending state only,
  • hrm_agent can edit the Checkers, Approval required, and Approvers fields for the launches they created that are in the Pending state only,
  • hrm_admin can edit the Checkers, Approval required, and Approvers fields for the launches that are in the Pending state.
• Delete – hrm_admin, admin.

Create a launch

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note

Only the HR forms with the Available on portal checkbox selected and in the Launched or Available for launching state can be launched on the portal.

To launch a form, follow one of the paths below:

Path	Steps
Via a Form record	In the agent interface, navigate to Human Resource Management → Forms and Surveys → Forms. Open the necessary form record and click Launch. Fill in the required fields in the modal window that opens and click Launch.

Read about launching an HR form via the service portal in the Service Portal – HR Form Launch article.

HR Form Launch fields

Field	Mandatory	Description
State	Y	Possible values: Pending In progress Completed Canceled
Launch title	N	Specify the launch title.
Form	Y	Specify the form that needs launching.
Launch now	N	The checkbox is selected automatically if the launch was created immediately after saving the launch record. A clear checkbox means the launch was scheduled for a later time.
Start date and time	Y	The field displays the date and time when the launch started. The field is completed automatically.
Time limit	N	The field displays the deadline for submitting completed form instances.
Respondent selections	Y/N	Specify an employee selection to make a list of respondents according to certain conditions. The field is mandatory if neither the Respondent groups nor the Respondents are specified.
Object	N	Select an object you want to gather information about from the respondents. Available options: Company Branch Section Department Unit Group Team Employee If you select an object, the title of the form instance contains the name of the object.
Organization	Y/N	Specify a company or its unit. The field is mandatory if the Object field contains one of the following options: Company, Branch, Section, Department, Unit, or Team.
Group	Y/N	Specify a group. The field is mandatory if the Object field contains Group.
Employee	Y/N	Specify an employee. The field is mandatory if the Object field contains Employee.
Respondent groups	Y/N	Specify a group of respondents to receive form instances. The field is mandatory if neither the Respondent selections nor the Respondents are specified.
Respondents	Y/N	Specify one or more respondents to receive form instances. The field is mandatory if neither the Respondent selections nor the Respondent groups are specified.
Approval required	N	Select the checkbox if you want the responses to be reviewed before acceptance. The field is displayed if the HR form category is Survey or Questionnaire.
Approvers	Y	Specify approvers to review form instances before acceptance. The field is available if the Approval required checkbox is selected.
Checkers	Y	Specify checkers. The field is displayed if the HR form category is Test and is mandatory if the check type is Manual.
Created by	N	The user who created the launch. The field is completed automatically.
Created at	N	The date and time when the launch was created. The field is completed automatically.

Edit a launched form

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If you need to edit a form that is in the In progress state, we recommend doing it only when there is just one scheduled launch for which no responses have yet been received.

In such a case, complete the following steps:

1. In the agent interface, navigate to Human Resource Management → Forms and Surveys → Form Launches and open the form that requires editing.
2. Click Cancel in the upper-right corner. The form enters the Available for launching state.
3. Edit the form available for launching and create a form launch.

Now you have edited and relaunched the form.