HR Form Instance

Main information on HR form instances is stored in the Form instances (hrm_form_instance) table of the agent interface. This table is based on the Task (task) table of the ESM 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 of an HR form record can view the instances of this form only,
  • users specified in the Approvers or Checkers fields of an HR form launch record can view the instances of this launch only,
  • hrm_agent, hrm_supervisor, and hrm_form_launch_manager can view the 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 of an HR form launch record can assign instances to themselves,
  • users specified in the Checker field of an HR form instance record can set scores and leave comments,
  • hrm_admin can edit HR form instances in the New and In progress states, except the Final score field, Due date, Overdue, and comments.
• Delete – hrm_admin, 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.
Form started	N	The field is automatically completed with the date and time when the respondent started 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.
Form completed	N	The field is automatically completed with the date and time when the respondent completed 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 on HR form instances of the Test category.
Form launch	Y	The field is automatically completed with the title of the launch that generated this instance.
Checker	N	The field is automatically completed with the name of the checker. The field is displayed on HR form instances of the Test category.
Check started	N	The field is automatically completed with the time when the instance's state changed to Check in progress. The field is displayed on HR form instances of the Test category.
Check duration	N	The field is completed automatically and displayed on Completed HR form instances of the Test category.
Attempt number	N	The field is automatically filled in with the number of the respondent's test attempt.
General comment	N	Provide a comment characterizing the respondent's test results as a whole. The field is displayed on HR form instances of the Test category.

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.

Instance states

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The table below lists the states available for HR form instances of different categories.

Survey or Questionnaire

State	Description
New	An HR form instance enters this state after it is saved for the first time.
In progress	An HR form instance enters this state when the respondent starts filling out the instance.
Pending approval	An HR form instance enters this state after the system sends the instance for approval.
Rejected	An HR form instance enters this state when any of the approvers clicks Reject on the instance. The respondent may edit the instance again and resubmit it for approval.
Completed	An HR form instance enters this state when all the approvers click Approve on the instance.
Canceled	A New instance enters this state if its HR form launch is canceled or completed.

Test

State	Description
New	An HR form instance enters this state after it is saved for the first time.
In progress	An HR form instance enters this state when the respondent starts filling out the instance.
Submitted	An HR form instance enters this state after its respondent clicks Submit on the instance.
Check in progress	An HR form instance enters this state after its checker clicks Check on the instance.
Completed	An HR form instance enters this state after the auto check is completed. If an HR form is checked manually, it enters this state after the checker clicks Send results on the instance.
Canceled	A New instance enters this state if its HR form launch is canceled or completed.

Manage an instance

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Read more about managing HR form instances on the portal in the following sections of the Service Portal – HR Form Instance article:

• Fill out an instance
• Approve an instance
• Check an instance
• View an instance