HR Form Launch
Main information on the form launches is stored in the Form Launch (hrm_form_launch) table of the agent interface.
A form must be launched for a respondent to receive their personal form instance for completion. Launching is available for agent interface users with special HRM roles.
Only the forms that are in the Available for launching or Launched state can be sent to respondents.
Roles required:
- Read:
- hrm_agent and hrm_supervisor can view only the launches they created,
- users specified in the Readers field of an HR form can view only the launches of this HR form,
- users specified in the Approvers field can view the launches of the Survey and Questionnaire HR forms,
- users specified in the Checkers field can view the launches of the Test HR form,
- hrm_form_launch_manager and hrm_admin can view all launches.
- Create – hrm_agent, hrm_supervisor, hrm_form_launch_manager.
- Update:
- hrm_form_launch_manager can edit the launches in the Pending or In progress state,
- hrm_agent can edit the launches they created that are in the Pending or In progress state.
- Delete – hrm_admin, admin.
Create a launch
Read about launching an HR form via the service portal in the Service Portal – HR Form Launch article.
Only the HR forms with the Available on portal checkbox selected and in the Launched or Available for launching state can be launched on the portal.
There are several ways to launch an HR form via the agent interface.
Create a launch via an HR form record
- In the agent interface, navigate to Human Resource Management → Forms and Surveys → Forms.
- Open the necessary form record and click Launch.
- Fill in the required fields in the modal window that opens and click Launch.
HR form launch modal window fields
| Field | Mandatory | Description |
|---|---|---|
| Launch now | N | Select the checkbox for the form to be launched immediately after you confirm the action in the modal window. The field is displayed if:
|
| Link access | N | Select the checkbox to allow portal users to access the form via a link. The users who open the form via a link will be added to the Respondents field. If you clear the checkbox when the launch is in the Pending or In progress state, the link access will be revoked, and users will see an error message. |
| Start date and time | Y/N | Specify the date and time to start the launch. The field is displayed on the form and is mandatory if the Launch now checkbox is cleared. |
| Time limit | N | Specify the deadline for submitting completed form instances. |
| Respondent selections | Y/N | Specify one or several employee selections to make a list of respondents according to certain conditions. The field is not mandatory if the Respondent groups or Respondents are specified, or if the Link access checkbox is selected. |
| Respondent groups | Y/N | Specify one or several user groups to receive the form instances. The field is not mandatory if the Respondent selections or Respondents are specified, or if the Link access checkbox is selected. |
| Respondents | Y/N | Specify one or several users to receive the form instances. The field is not mandatory if the Respondent selections or Respondent groups are specified, or if the Link access checkbox is selected. |
| Approval required | N | Select the checkbox to review form instances before acceptance. The field is displayed if the HR form category is Survey or Questionnaire. |
| Approvers | Y/N | Specify approvers to review form instances before acceptance. The field is displayed if the Approval required checkbox is selected. |
| Checkers | Y/N | Specify checkers. The field is displayed if the HR form category is Test and is mandatory if the check type is set to Manual. |
| Object | N | Select the object you need to gather information about from the respondents. Available options:
|
| Organization | Y/N | Specify a company or its unit. The field is mandatory if the Object field contains one of the following options: Company, Branch, Section, Department, Unit, or Team. |
| Group | Y/N | Specify a group. The field is mandatory if the Object field contains Group. |
| Employee | Y/N | Specify an employee. The field is mandatory if the Object field contains Employee. |
You can send a link to complete the form to any portal user.
The link is automatically copied to the clipboard after you confirm the action in the modal window for launching the form, provided that the Launch now and Link access checkboxes are selected.
You can also copy the link by clicking Copy link.
Automatic copying and the Copy link button are available if:
- the launch has the One-time type and is in the Pending or In progress state.
- the launch has the Regular type, its Launch frequency is set to Periodically, and it is in the In progress state.
Create a launch via an HRM subtask record
- In the agent interface, navigate to Human Resource Management → HR Task Management → Subtasks.
- Open the necessary subtask record that contains HR forms to be launched and click Launch forms.
- Fill in the required fields in the modal window that opens and click Launch.
HR Form Launch fields
| Field | Mandatory | Description |
|---|---|---|
| State | Y | The field is completed automatically and is displayed as a label. Possible values:
|
| Start date and time | Y | The field displays the date and time when the launch starts. The field is completed automatically. It is available for editing if the launch is One-time and is in the Pending state. |
| End date | Y | The field displays the date and time when the launch ends. The field is completed automatically. It is displayed if the launch type is Regular. |
| Time limit | N | The field displays the deadline for submitting completed form instances. |
| Respondent selections | Y/N | Specify one or several employee selections to make a list of respondents according to certain conditions. The field is mandatory if neither the Respondent groups nor the Respondents are specified. If you remove or add a respondent selection, the changes will apply only after you save the launch. |
| Respondent groups | Y/N | Specify one or several user groups to receive the form instances. The field is mandatory if neither the Respondent selections nor the Respondents are specified. If you remove or add a group, the changes will apply only after you save the launch. |
| Respondents | Y/N | Specify one or several users to receive the form instances. The field is mandatory if neither the Respondent selections nor the Respondent groups are specified. If you remove or add a respondent, the changes will apply only after you save the launch. If a respondent opens the HR form via a link, they will be added to the field automatically. |
| Approval required | N | Select the checkbox if you want the responses to be reviewed before acceptance. The field is visible if the HR form category is Survey or Questionnaire, and the launch is in the Pending state. |
| Approvers | Y/N | Specify approvers to review form instances before acceptance. The field is visible if the Approval required checkbox is selected. |
| Checkers | Y/N | Specify checkers. The field is visible if the HR form category is Test and is mandatory if the check type is Manual. If you delete a checker, the changes will apply only after you save the record. The deleted checker can finish their initiated checks but they will not be able to check any new form instances. |
| Created by | N | The user who created the launch. The field is completed automatically. It is displayed once the record is saved. |
| Created at | N | The date and time when the launch was created. The field is completed automatically. It is displayed once the record is saved. |
| Launch now | N | The checkbox is selected automatically if the launch was created immediately after saving the launch record. A clear checkbox means the launch was scheduled for a later time. |
| Form | Y | If you are creating a launch via an HRM subtask record, complete the field with the form that needs to be launched. In saved records, this field is completed with the value specified when the record was created. |
| Task | N | The field displays the subtask for which the form was launched. The field is visible if the launch was created via an HRM subtask record. |
| Object | N | The field displays the object you need to gather information about from the respondents. Available options:
|
| Organization | Y/N | The field displays a company or its unit. The field is displayed and is mandatory if the launch was created with its Object field set to Company, Branch, Section, Department, Unit, or Team. |
| Group | Y/N | The field displays a group. The field is displayed and is mandatory if the launch was created with its Object field set to Group. |
| Employee | Y/N | The field displays an employee. The field is displayed and is mandatory if the launch was created with its Object field set to Employee. |
If you need to change the Start date and time of a Regular launch, create a new record with the required values.
Related lists
- Responses – the list contains the responses submitted by the respondents.
- Respondents – the list displays the names of respondents who received the form.
Edit a launched form
If you need to edit a form that is in the In progress state, we recommend doing it only when there is just one scheduled launch for which no responses have yet been received.
In such a case, complete the following steps:
- In the agent interface, navigate to Human Resource Management → Forms and Surveys → Form Launches and open the form that requires editing.
- Click Cancel in the upper-right corner. The form enters the Available for launching state.
- Edit the form available for launching and create a form launch.
Now you have edited and relaunched the form.