You can still change the settings of the forms that you have successfully created, you can still change the settings and you can also give access to employees to whom this form is given. Here are the steps.
A. How to Change Forms Rules
- Click the Productivity menu, then select Forms & surveys.
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Click “Actions” on the form you want to change the settings for, then select Details.
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On the Submission tab, you can see a list of employee names who have submitted responses to the form you created, taking into account their Status.
Click on the employee name to display the employee’s answer details. You can delete the employee’s submission form by clicking on the “trash can” icon or download the attachments contained in it by clicking “Download”.
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Click the “Export” icon to download the submission list in Excel format.
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On the Customize forms tab, you can make changes to forms that already have submissions. You can change the existing questions and options by clicking the “pencil” icon, and you can add by clicking “Add question”/”+”, or shift the order of questions by clicking the “three dots” icon without losing previously entered submission data. Click “Save” to save the changes.
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On the Respondent tab, you can add respondents or employees who can fill out the form by clicking “Select Employee” to add several employees or checking “Select all employees” to add all employees.
You can also use the filter to list employees who have submitted the form by clicking “All respondents”.
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You can click the “Remind” button next to the employee’s name, so that the employee gets a reminder to fill out the form. Then, click “Save” .
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On the Settings tab, you can make changes regarding the form name or description.
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Check Set reminder, to set a reminder, so that employees will receive a reminder to fill out the form according to the time you have set.
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Check Set schedule to set when this form submission will be closed. Then, you can specify the date in the Select date column.
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Check Send an email after employees submit the form to enable notifications so that you or the Forms Creator (who created the form) will receive a notification via email when a respondent fills out the form.
You can choose Daily summary notification to get notifications about forms in the form of a summary every day or Instant notification to get notifications every time an employee fills out a form.
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In the More options column, you can check the following settings.
No. Button/Column Name Description 1 Submission needs approval Check if the forms filled out by employees require approval. 2 Default add to new employee Check if you want new employees to fill out the forms. 3 Only allow 1 submission per employee Check Only allow 1 submission per employee if you want the form submission to only be done once. With this feature, you can determine the 1 submission only period forever or with a certain period. With this policy, you can create a form for the Employee Engagement Survey . You only need to create 1 form for several survey periods and set the 1 submission only period.
You can choose one of the following:
- All time: Choose if employees can submit the form only once.
- Certain time: Choose if employees who have not submitted the form can fill out the form during a period that you can specify in the Start date and End date columns. - Once the settings are complete, click “Save” to save.
B. How to Grant Forms Access
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You can click “Share” to copy the form link and add access for specific employees.
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Click “Copy link” to copy the form link.
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Then, you can search for the name of the employee you want to give form access to in the Invite employees who can access section and click the “+” icon to add the employee.
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After the employee is successfully added, the access that is automatically given is Can view, where employees can only access the form without changing its contents. However, if you want to give employees access to change the contents of the form, you can select Can edit, or select Remove access to remove access. And click "Save" to save.
That's how to change the settings on Talenta forms. Learn how to manage forms in Talenta here.