HR Form
Main information about the HR forms registered in the system is stored in the Form (hrm_form) table of the agent interface. The form serves as a template whose individual copies, or form instances, are sent personally to every respondent for completion.
Roles required:
- Read:
- users specified in the Checkers field in a related launch record of the Test HR form,
- users specified in the Approvers field in a related launch record,
- employees following the form,
- hrm_supervisor, hrm_form_manager, hrm_form_launch_manager, hrm_admin.
- Create, update, delete – hrm_form_manager, hrm_admin.
Create an HR form
To create a form, complete the following steps:
- In the agent interface, navigate to Human Resource Management → Forms and Surveys → Forms.
- Click New in the upper-left corner and fill in the fields.
- Click Save or Save and exit to apply the changes.
HR Form fields
General tab
The 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. |
| Viewers | N | Specify employees to allow them viewing the results of the current form on the portal. |
| 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:
|
| Launch frequency | N | Select a launch frequency. Available options:
|
| Day of week | Y/N | Specify the day of the week which to launch the form. The field is displayed and is mandatory if the Launch frequency is set to Weekly. |
| Day of month | Y/N | Select the day of the month on which to launch the form. The field is displayed and is mandatory if the Launch frequency is set to Monthly. |
| Month | Y/N | Specify the month in which to launch the form. The field is displayed and is mandatory if the Launch frequency is set to Annually. |
| Day | Y/N | Specify the day of the month on which to launch the form. The field is displayed and is mandatory if the Launch frequency is set to Annually. |
| Run period | Y/N | Specify the period for which to launch the form. The field is displayed and is mandatory if the Launch frequency is set to Periodically. |
| 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. |
A form with the Regular launch type will be launched on the selected day that falls on the Start date and time specified during the launch or comes after it.
For example, if you create a form to be regularly launched on Fridays but then set its launch Start date and time to Monday, the form will be launched on the Friday that follows the specified Monday.
Information for Respondents tab
The 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 tab
The 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 answers | N | Select when to allow a respondent to see the correct answer options that they did not select during the test. Available options:
|
| Retake allowed | N | Select the checkbox to allow respondents to retake the test. If selected, the Show answers field is completed with the default value Never. |
| Number of retakes | N | The field is displayed if the Retake allowed checkbox is selected. Specify the maximum number of retries a respondent is allowed to take the test. The default values is 1. |
Score interpretation widget
You can interpret a respondent's result depending on their score. To do this, provide a verbal rating for each level and indicate score ranges with numbers. The widget is available for interaction if the form is in the Draft state.
| Field | Mandatory | Description |
|---|---|---|
| Score | Y/N | Describe the respondent's level of knowledge that matches this range. The field is mandatory to move the form to the Ready to launch state if the Lowest score field is completed. |
| Lowest score | Y/N | Specify the lowest score in the range. The field is mandatory to move the form to the Ready to launch state if the Score field is completed. |
Widget UI actions
| UI action | Description |
|---|---|
| Add range | Click to add a score range. The lowest score of each subsequent range must be higher than the previous score and cannot exceed the maximum score. |
| icon | Click to specify the lowest score as the passing score. All other ranges with higher scores will be marked as passing score ranges. The default value is 0 (zero). |
| icon | Click to delete an existing range. |
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 create 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
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:
- In the agent interface, navigate to Human Resource Management → Forms and Surveys → Forms and open the record of the form you want to launch.
- 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:
- 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.
- Click Edit in the upper-right corner and update the fields.
- (optional) Duplicate the related questions:
- Open the Questions tab in the related lists area and select the checkbox to the left from the question you want to duplicate.
- Click Duplicate selected questions.
- (optional) Edit the related questions:
- Open the Questions tab in the related lists area and select the checkbox to the left from the question you want to edit.
- Update the fields and click Save or Save and exit.
- Return to the Form.
- Click Save or Save and exit.