HR Form

Main information about the forms registered in the system is stored in the Forms (hrm_form) table. The form serves as a template, individual copies, or form instances, of which are sent personally to every respondent for completion.

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Roles required:

• Read – hrm_supervisor, hrm_form_manager, hrm_form_launch_manager*, hrm_admin, and employees following the form.
• Create, update, delete – hrm_form_manager, hrm_admin.

Create a form

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To create a form, complete the following steps:

1. In the agent interface, navigate to Human Resource Management → Forms and Surveys → Forms.
2. Click New in the upper-left corner and fill in the fields.
3. Click Save or Save and exit to apply the changes.

Form fields

Field	Mandatory	Description
Title	Y	Specify a form title.
Description	N	Add a description of the form.
Created by	N	A reference to the user who created the record. The field is completed automatically.
Created at	N	The field displays the time when the record was created. The field is completed automatically.
Launch type	Y	Select a launch type. Available options: One-time Regular
Launch frequency	N	Select a launch frequency. Available options: Weekly Monthly Annually Periodically The field is available if the selected launch type is regular.
Available on portal	N	Select the checkbox to allow users who have access to the service portal to launch the form using the portal interface.
Category	Y	Specify the category of the form.

Related lists

Questions – the list contains form questions. Launches – the list contains form launches. Responses – the list contains user responses to the form questions. Respondents – the list displays respondent names who received the form.

Form UI actions

UI action	Description
Add question	Click to create a question and add it to the Form. The form questions are available in the Questions related list.
Available for launching	Click if the Form contains all necessary questions. If the question format implies options, add them to the question. The Form then enters the Available for launching state.
Edit	Click if you need to update the fields of a Form that is already available for launching or if you want to change its related question. The form then enters the Draft state.
Deactivate	Click to make the form unavailable for creating new launches. The Form then enters the Deactivated state.
Duplicate selected questions	In the Questions related list, select the questions you want to duplicate and click Duplicate selected questions to copy them to the current form. The questions are added to the end of the list.
Launch	Click to start sending the form instances to respondents. Read more in Launch form.

Form states

Draft – the record enters this state when saved for the first time. The fields of the record are available for editing. You can also add questions to the Form.

Available for launching – the record enters the state after you click Available for launching. The fields of the record are read only. A Form available for launching can enter the Draft state, be launched, or deactivated.

Launched – the record enters the state after the Form launch is saved for the first time. When the last launch is completed, the form enters the Ready for launch state.

Deactivated – the record enters the state after you click Deactivate. The fields of a deactivated record are read only and the Form is unavailable for new launches.

Availability for launching

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A form is considered available for launching if it contains at least one question. If the form contains a Single choice or Multiple choice question, the question must include at least one answer option.

Move a Form into the Available for launching state to allow users with the hrm_form_launch_manager role could send the form to respondents. To do this, complete the following steps:

1. In the agent interface, navigate to Human Resource Management → Forms and Surveys → Forms and open the record of the form you want to launch.
2. Click Available for launching in the upper-right corner.

Edit a form available for launching

If you want to edit a Form that is in the Available for launching state, complete the following steps:

1. In the agent interface, navigate to Human Resource Management → Forms and Surveys → Forms and open the record in Available for launching state you want to edit.

2. Click Edit in the upper-right corner and update the fields.

3. (optional) Duplicate the related questions:

   1. Open the Questions tab in the related lists area and select the checkbox to the left from the question you want to duplicate.
   2. Click Duplicate selected questions.

4. (optional) Edit the related questions:

   1. Open the Questions tab in the related lists area and select the checkbox to the left from the question you want to edit.
   2. Update the fields and click Save or Save and exit.
   3. Return to the Form.

5. Click Save or Save and exit.