HR Form Instance

Main information on HR form instances registered in the system is stored in the Form instances (hrm_form_instance) table, which is based on the Task (task) table of the platform.

tip

Roles required:

• Create – hrm_supervisor, hrm_admin,
• Read – assigned user, hrm_supervisor hrm_form_launch_manager, hrm_admin,
• Update – assigned user; hrm_admin if the record is in the New or In progress state,
• Delete – hrm_admin.

Create an HR Form Instance

---

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

HR Form Instance fields

Field	Mandatory	Description
Respondent	Y	The field is automatically completed with the respondent's name.
Start time	N	The field is automatically completed with the date and time when the respondent started filling out the instance.
Completion time	N	The field is automatically completed with the date and time when the respondent completed 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.
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.
Duration	N	The field is completed automatically and displayed on HR form instances in the Completed state.
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.

HR Form Instance states

---

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 HR Form Instance

---

Fill out an HR Form Instance

To fill out an HR form instance, complete the following steps:

1. On the portal, go to Main page → Forms and Surveys → Form instances.
2. (optional) Go to one of the available subcategories: New or In progress.
3. Open the necessary form instance record and fill in its text fields and, if any, select the checkboxes next to the response options that you think are correct.
4. Click Send to forward the form instance for approval or check.
5. (optional) Click Go to available instances to continue working with your form instances.

Further, HR form instances change their states the following way depending on the HR form category.

• A filled out Questionnaire or Survey instance:
  • enters the Pending approval state if the checkbox Approval required was selected when launching the form,
  • enters the Completed state if the Approval required checkbox was cleared when launching the form.
• A filled out Test instance enters the Sent state.

Approve an HR Form 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:

Path	Steps
Activities	On the portal, go to Main page → Activities → Approvals. Open the required record. Click Reject or Approve. See more in the Activities article.
Active approvals	On the portal, go to Main page → Active approvals area. Click Reject or Approve. See more in the Active Approvals article.

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

Check an HR Form Instance

You can check the correctness of the respondents' answers in the filled out Test instances and give a rating.

To check an instance, complete the following steps:

1. On the portal, go to Main page → Forms and Surveys → Test launches.
2. Go to one of the available subcategories: Sent or Check in progress. To unfold the list of instances, click .
3. Open the record of the test instance that needs checking.
4. Click Start in the lower-right corner of the Test info widget.
5. (optional) Activate the Answer key toggle to see the correct answer to the question.
6. Rate the respondent's answer by specifying the obtained score for the question in the Score field. The field is available for editing only if the question requires manual checking. If you specify the maximum score, the response option will be considered correct after sending the results.
7. (optional) Fill in the General comment field with a message on the test as a whole for the respondent.
8. Click Send results. In the modal window that opens, confirm your action by clicking Send.

A checked instance enters the Completed state and a notification is sent to the respondent's email informing them on the result.

View an HR form instance on the portal

---

On the portal, you can view the instances of the HR forms in all states excluding Canceled.

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

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

On a checked instance, 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.