This feature allows you to send forms / surveys to your employees who have at least intranet access.
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Create a questionnaire
Prerequisites:
To create a questionnaire, you must have the rights specified in the section "Necessary rights according to usage > 1 - Rights required to create/administer questionnaires" of this article.
Administration > Templates > Forms tab
Once the right is administered, you will find the Forms tab in Administration > Templates. From this tab, you can create and configure forms.
When creating a form, you will find 3 sections:
1 - Information
After clicking the (+), you will need to fill in the following fields in the Information section:
Name of the form
Visible state or archived
Cards associated with the form (Resource card only, for now)
Description of the form
2 - Configuration
In the Configuration section, you can specify:
the types of Resources on which this form can be created/sent
the Agencies concerned by this form
the recipient of the form (Resources, Main manager, HR manager)
the email subject for sending the form
the email message (with available variables)
3 - Add a question
After configuring your form as desired, you can now create the questions for your form.
Choose which type of answer you need from the following options:
Free text
Barometer: emoji system to measure satisfaction
Single choice: you create answer options and the recipient can only choose one
Multiple choice: the recipient can choose several proposed answers
Numeric: answer with a numeric value (salary, score out of 10, etc.)
Choose whether your question is optional by checking the option
Enter your question
Also, feel free to add more context to your form questions by adding a description to each question
Make your forms more readable and better structured by adding titles
Note:
It is possible to choose the order of options by dragging (drag & drop). Of course, after confirming your questions, you can preview and also choose the order of the questions.
All that's left is to save your questionnaire.
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Send a questionnaire
Prerequisites:
To send a questionnaire, you must have the rights specified in the section "Necessary rights according to usage > 2.1 and 3" of this article.
Resource Module > Resource card > Forms tab
It's time to send your questionnaire to your Resource.
In the Resource card, you will find the Forms tab. By clicking on the (+), you will then have the choice between all available questionnaires.
If needed, you can edit the email that will be sent to the recipient to personalize it before clicking Launch to send it.
Note:
Checking the option "I am the recipient" allows the Manager to send the questionnaire to themselves in order to answer it. They will find this questionnaire in their Resource card (their name > My card > Forms tab) and in the card of the relevant Resource.
Example: Follow-up form filled out by the manager/HR, the relevant card is the resource card, the recipient is the manager/HR. If the manager/HR creates it, then by checking this box, you avoid sending an email and go directly to the filling step.
View questionnaire results
Prerequisites:
To view the results of a questionnaire, you must have the rights specified in the section "Necessary rights according to usage > 2.1 and 2.2" of this article.
When the form has been filled and validated by the Resource, the manager who sent this form will receive an email to notify them of the validation. You can then click on the email link or find the questionnaire results in the relevant Resource card, in the Forms tab.
Additionally, thanks to the discussion threads present in the form, you can also exchange with other managers about the form in question. For example, you can communicate a training request for one of your employees to your HR manager.
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Note:
If you want the Resource associated with this form to be able to view the results, you must check, when validating your answers, "Allow the Resource to view the answers".
Don't worry! If you forgot to check the option, you will find it in the description of the validated form.
Necessary rights according to usage
1 - Rights required to administer/create questionnaires
Administration > Managers/Roles > relevant Manager/Role card > Administration tab
By checking the Forms module, you allow the relevant managers to access the configuration of forms.
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Important!
Giving access to form configuration will grant your manager the right to configure, modify, view, and delete forms. It is not possible to have these rights separately.
2 - Rights required to view ongoing / completed questionnaires for a resource
2.1 - Rights required to view the "Forms" tab of a resource
Administration > Managers/Roles > relevant Manager/Role card > Main modules tab > Resource configuration > Card section
If you want to access forms and/or send them from the Forms tab of a Resource card, you must enable read access to the Forms data group.
2.2 - Rights required to view the list of sent forms and their results
Administration > Managers/Roles > relevant Manager/Role card > Miscellaneous tab > Forms configuration
As with the Actions module, it is possible to precisely adjust access rights to the forms of a card. To simplify configuration, here are our recommendations:
Access:
If the manager can read the parent card -> Read
This will allow your user to see the forms of a resource card as soon as they have access to its "Forms" tab
The managers and their N-1 -> Read & Write
This will allow your user to view and modify the forms that they or their N-1 have created
Restriction:
Our recommendation is to manage restrictions directly in the Resource module by preventing viewing the "Forms" group for certain types of resources for example (to avoid seeing forms associated with the cards of colleagues or staff for example)
For more details on configuring access rights to cards, we invite you to consult this article: Access rights to module cards.
3 - Rights required to send questionnaires
Administration > Managers/Roles > relevant Manager/Role card > Miscellaneous tab > Forms configuration > Miscellaneous section
In the Miscellaneous section of this configuration, you also have the option to select or not the right to create and/or delete forms in a Resource card.
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F.A.Q.
What can these questionnaires be used for?
These questionnaires can be used for annual review preparation, collecting information to standardize internal requests, managerial/hr follow-ups, ...
Is it possible to launch a questionnaire to several people at once?
No, this feature is intended to be sent individually.
Can I only send forms to Resources?
Indeed, sending forms is currently focused on Resource cards.
Can I extract questionnaire results?
There is currently no extraction feature.
I want my manager to create forms in Administration but I don't want them to be able to modify or delete other forms.
Giving access to form configuration grants your manager the right to configure, modify, view, and delete forms. It is currently not possible to have these rights separately.
Do forms create Actions?
This feature is not linked to Actions. In the case of annual review preparation, you will still need to create annual review actions to update your notifications.
Is it possible to notify the recipient of the form once it is validated?
Once the form is validated, a notification is automatically sent to the recipient of the form