HR Form

Main information about the HR forms registered in the system is stored in the Form (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 an HR 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.

HR Form fields

General

The General tab is available for forms of all categories.

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.
Category	Y	Specify the category of the form.
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.

Information for respondents

The Information for respondents tab is available for forms of all categories.

Field	Mandatory	Description
Introduction image	N	Attach a background image for the opening page of the form.
Introduction message	N	Add welcoming words or information about the form.
Conclusion image	N	Attach a background image for the final page of the form.
Conclusion message	Y	Add a final word or gratitude.
Estimated completion time	N	The time required for a respondent to complete the form. It is calculated automatically based on the number and type of questions. The field is editable.

Test Settings

The Test Settings tab is available only for forms of the Test category.

Field	Mandatory	Description
Maximum test score	N	The field is completed automatically with the sum of scores for the correct answers in all questions of the test.
Passing score	Y	Specify a score that must be achieved to pass the test. The value can only be applied to future launches. The field is editable if the current form does not have related launches in the In progress state.
Show correct answers	N	Select the checkbox to show correct answers before moving to the next question or completing the test.
Retake allowed	N	Select the checkbox to allow respondents to retake the test.

Score interpretation widget

You can interpret a respondent's result depending on their score. To do so, define the score ranges and add an interpretation for each level.

Field	Mandatory	Description
Lowest score	N	Specify the lowest score in the range.
Highest score	N	Specify the highest score in the range.
Score interpretation	N	Descride the respondent's level of knowledge that matches this range.

To add a new range, click Add range.

To delete an existing range, click the cross icon next to the Score interpretation field.

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.

HR 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.
Add range	Click to ceate a range of questions. The questions of this range will be 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.

HR 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 an HR 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.

View an HR form on the portal

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On the portal, you can view only the forms that have the Available on portal checkbox selected and have entered the Launched or Available for launch state.

To view a form, complete the following steps:

1. On the portal, go to Main page → Forms and Surveys → Forms.
2. (optional) Go to one of the available subcategories: Questionnaires or Surveys.
3. Open the necessary form record.

HR Form widget

The HR form page on the portal consists of the following widgets:

• HR Form preview – displays the introduction, question list, and conclusion of a given form. A form in the preview mode is read-only.
• HR Form launcher – displays the information about a given form, its launch settings, the icon to comment the form, and the Launch button to launch the form.