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Version: 1.2.1

HR Form Instance

An HR form instance is a personal copy of a questionnaire or survey template, for example, sent to the respondent for subsequent completion.

Main information on HR form instances registered in the system is available in the agent interface and 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 – HR form instances are created automatically every time an HR form is launched.
  • Read:
    • respondents can view only their own instances,
    • users specified in the Readers field in an HR form record in the agent interface can view instances of this form,
    • users specified in the Approvers or Checkers field in an HR form launch record in the agent interface can view instances of this launch,
    • organizational unit heads can view only the instances of those HR forms they launched,
    • hrm_agent, hrm_supervisor, and hrm_form_launch_manager roles can view HR form instances of all launches,
  • Update:
    • respondents can edit only their own HR form instances in the New and In progress states,
    • users specified in the Checkers field in an HR form launch record in the agent interface can assign instances to themselves; the users can then score and comment the assigned instances.

Create an instance​

HR form instances are created automatically for the specified employees every time an HR form is launched.

Manage an instance​

Fill out an instance​

Find out how to fill out an HR form instance in the Service Portal – Fill Out an HR Form Instance article.

Approve an instance​

If the Approval Required checkbox was selected in the corresponding modal window when launching the form, users specified in the Approvers field can review the request for approval of filled out instances. This stage is used to verify responses to questionnaires or surveys for compliance with corporate ethics or the expectations of HR form authors.

To make a decision on an application, use one of the following ways:

PathSteps
Activities
  • Go to Main portal page → Activities → Approvals.
  • Open the required record.
  • Click Reject or Approve.
Read more in the Activities article.
Active approvals
  • Go to Main portal page → Active approvals area.
  • Click Reject or Approve.
Read more in the Active Approvals article.

Further, an HR form instance enters the Approved or Rejected state depending on your decision.

Check an instance​

The following articles describe how to check an HR form instance:

View an instance​

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

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

HR form instance of the Test category​

On a checked instance of the Test category, the options selected by the respondent are marked the following way:

  • correct answers are highlighted green and marked with the green check in a circle icon,
  • wrong answers are highlighted red and marked with the red cross in a circle icon.

If showing the correct answers is allowed on the Test Settings tab, the respondent is allowed to see the correct options they did not select during the test.

If a respondent wants to know where they made a mistake, they can activate the Only mistakes toggle. After that, only the incorrect options selected by the respondent will be shown.