Creating a Form

If you need to conduct reviews, collate data about your staff, or have specific questions that need to be factored into your recruitment process, we have the perfect tool! HR Partner's form builder is available in three different areas of the platform:

• Custom Forms which you can edit by heading to Forms > Configure > Company Forms
• Application Forms which you can edit by heading to Recruitment > Configure > Forms
• Review Forms which you can edit by heading to Performance > Configure > Review Forms

The Form Builder

By following the paths outlined above you will see the option to "+ Add New" on the top right of each page. Clicking this button takes you to our form builder.

The top section of the form template looks like this:

• Name The name of the form that will be visible to both Admin Users and the individual completing the form
• Template Category (Custom Forms only) This denotes which section of the ESS Forms module your employee will find the form in   
• Brief Description (Custom Forms and Performance Forms only) This is a longer description that details what the template does and is visible to Admin Users only
• Form is Active This needs to be checked in order for the form to be visible and completed
• Allow Employee To Delete Form (Custom Forms only) Checking this box means an employee has the ability to delete this form even after they have completed it
• Form is secure (Custom Forms only) This means an employee must be logged into their ESS in order to complete the form. Where this remains unchecked, the form can be filled in by anyone who knows the form URL.

Advanced Settings

The advanced settings menu is only applicable to forms being built in the core Forms module, and is therefore not visible in Recruitment or Performance forms.  The menu is collapsed by default;  you can click on the small down arrow to expand this area, which will then display the below options:

• Employee can select...  This stipulates whether the employee can complete this form on their ESS  without it being assigned to them by an Admin User. 
• Hide the identity... Checking this box means the form will be completed anonymously, which is great when obtaining feedback or for Satisfaction Surveys
• Set a follow up reminder... If you check this box, you will be presented with two more fields asking for the wait time, then the frequency of the reminders to be sent to the employee until the complete the form.
• Send submitted forms to... The person named here will get an email when this form is submitted by an employee without it having been assigned to them by an Admin User.
• Notify the person... This flag specifies whether an email should be trigged to notify the assigning Admin User when the form is submitted by an employee.

Form Layout

The final section on the page is the actual form editor. 

In the centre of the form editor you will see the option to "Let Ada Build it For You", which gives you the option to enter your requirements into our AI tool (or even copy the contents of an existing PDF form you have!) and have the tool automatically build your form in seconds!

If you'd prefer, you can build your form yourself from scratch. To do this, you click on the field type needed  on the left hand side of the screen, and drag to the centre of the page. Then, in the right hand panel you'll be able to update the "Label" of each field which is essentially what the recipient of the form will read (the question or instruction).

Field Types

The different field types you can add to your form are:

• Text This is a single line, ideal for caputring one or two word answers.
• Long text This is a larger text area which can grow as text is added to it. Ideal for any answers likely to be more than just a few words.
• Number This is a numeric field useful for capturing things like dollar values or counts of something.
• Date /Time This is a date entry field which present the filler with a widget for selecting the date from. When configuring this field type you have the option to select whether you want Date, Time or both
• Dropdown This is a drop down list of possible answers. Respondents can choose one or more answers.
• Checkboxes This lets you specify a series of different options to the respondent, and lets them choose one or more options from the list.
• Radio Buttons This is similar to the checkbox group above, but only lets the respondent select one option from the list presented to them.
• File Upload This lets the respondent upload one or more files.  Uploaded files are stored with this form until removed.
• Star Rating This is a field which presents series of 'stars' to the respondent and lets them choose how many stars they want to select. 
• Signature allows for digital signature.
• Section Header This helps break up longer forms into smaller chunks, improving reability for the respondent
• Paragraph This field type is for the Admin User to provide guidance to the respondent