HR Form Instance

Main information on HR form instances registered in the system is stored in the Form instances (hrm_form_instance) table, which is based on the Task (task) table of the platform.

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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

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HR form instances are created automatically for the specified employees every time an HR 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.
Final score	N	The field is completed automatically with the sum of scores for the respondent's answers to all questions. The field is displayed only on HR forms of the Test category.
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

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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

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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 HR 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 HR form launch record.

View an HR form instance on the portal

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On the portal, you can view the instances of the HR forms in all states excluding Canceled.

To view an instance, follow one of the paths below:

Path	Steps
Via the Forms and Surveys card	On the portal, go to Main Page → Forms and Surveys → Form Instances. (optional) Go to one of the available subcategories: New, In progress, or Completed. Open the necessary instance record.
Via the Activities header category	On the portal, go to Main page → Activities → Form Instances. Open the necessary instance record.