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.

tip

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 states available for HR form instances of different categories are listed below.

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.
Check pending	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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Fill out an instance

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Read the Service portal – Fill out an instance article to learn how to fill out an instance on the service portal.

To fill out an instance in the agent interface, complete the following steps:

1. In the agent interface, navigate to Human Resource Management → Forms and Surveys → Form Instances.
2. Open the record in which you are the respondent and click Fill out in the upper-right corner.
3. In the browser tab that opens, click Start to begin filling out the instance.
4. Answer the questions. To do this:
   • Click the required option to reply to a single select multiple question: the empty radio button will be filled → .
   • Select checkboxes next to the required options to reply to a multi-select multiple question: empty boxes will be checked → . Click the checkbox again to clear it.
   • Fill in the text box to reply to a brief constructed or constructed question.
   • Use the attachment window to upload files in order to reply to a question with an attachment. To add your files, drag and drop them into the attachment window or click Upload from your device and add files via the file manager.
5. (optional) You can return to filling out the instance later. Click Close and, in the window that opens, confirm your action to save changes and to proceed to the portal or cancel your action to continue filling out the instance in the agent interface without saving.
6. Click Submit to send your answers and proceed to the final page of the instance.
7. (optional) Click View form instance to see your responses and instance information.

View and approve an instance

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Read the following sections of theService portal – HR Form Instance article to learn how to view and approve an instance on the portal:

• View an instance
• Approve an instance

Agent interface users can view filled out HR form instances – for example, to moderate respondent answers – and then follow the approval procedure.

Via an HR form instance

1. In the agent interface, navigate to Human Resource Management → Forms and Surveys → Form Instances.
2. Open the necessary record and click View in the upper-right corner.
3. Review the respondent's answers and click Approve or Reject:
   • if you choose Approve, the instance will enter the Completed state.
   • if you choose Reject:
     1. In the modal window that opens, fill in the required fields.
     2. Click Reject to confirm your action. The instance will enter the Rejected state. The rejected instance will be available to the respondent for editing and resubmission.

Via the HRM Subtasks related list

If an HR form was launched as part of an HRM subtask, an instance of this HR form can be reviewed and approved or rejected via the HRM subtask page. To do this:

1. In the agent interface, navigate to Human Resource Management → HR Task Management → Subtasks.
2. Open the necessary subtask record and go to the Form Instances related list.
3. Right-click the necessary HR form instance record.
4. In the context menu that opens, click Open.
5. Review the respondent's answers and click Approve or Reject:
   • if you choose Approve, the instance will enter the Completed state.
   • if you choose Reject:
     1. In the modal window that opens, fill in the required fields.
     2. Click Reject to confirm your action. The instance will enter the Rejected state. The rejected instance will be available to the respondent for editing and resubmission.