In Talenta, those with roles such as Super Admin/Admin/Employee who are granted access can create custom forms, which you can use to design forms, surveys, or polls directly within Talenta.

HR can utilize this customizable and integrated forms feature for data collection purposes. For example, during employee offboarding and employee satisfaction surveys.

Talenta Forms is divided into 2 packages, namely the Forms package (Free) and the Talenta Forms+ package.

Important
If you want to subscribe to Talenta Form Plus, you can contact our support team at support-hr@mekari.com. This Forms feature can be accessed in the Company Menu.

A. How to Create Forms

The following are the steps to create a form in Talenta:

1. You can access the Forms & Surveys page in the Productivity menu. 

2. Then, select Forms. You will be directed to the following page. Click “Create Form” to create a new form template. If you want to create a form with the available templates, there are several form templates that you can choose from according to your HR needs. 
   

   To upgrade the Form feature to Forms+, you can fill in the Phone number column, then click "Request consulting". Unlike the basic Forms feature, in Forms+, you can set approval forms and other custom settings.

3. Fill in the form name and description that describes the form. You can also tick Submission needs approval if each submission requires prior approval. Click here to set approval forms. 
   

   - You can only tick Submission needs approval if you subscribe to Talenta Forms Plus. 
   - The form can only be submitted once if the form does not require approval. 
   - However, if the process of submitting the form requires approval, then the form can be submitted several times, until approved by the approver. And after the approver has approved, the form can no longer be submitted.

4. Click “Continue". 

   Important 
   You do not need to provide questions related to employee data that will later fill out this form, such as Name, Telephone Number, Email, Branch, Organization, Job position, and Job level, because the system is integrated with the data that has been input in the employee's personal information .

5. Fill in the column name or question you want to ask in Question , then select the answer type and complete the description if necessary. Then, the question will be displayed in the preview box above it. 
   

   The answer types found in Talenta forms are: 
   - Text: Select Text if the answer is required in the form of writing/sentences. 
   - Number: Select Number if the answer is required in the form of numbers. 
   - Email: Select Email if the answer is required in the form of an email with a domain extension (test@gmail.com). 
   - Amount: Select Amount if the answer is required in the form of a nominal amount of rupiah. 
   - Option: Select Option, if the answer is required in the form of options (only 1 option can be selected). 
   - Checkboxes: Select Checkboxes if the answer is required in the form of options (more than 1 option can be selected). 
   - Linear Scale: Select Linear Scale if the answer is required in the form of a scale. 
   - Date: Select Date, if the answer is required in date format. 
   - Phone number: Select Phone number, if the answer is required in the form of a telephone number (08 or +62), maximum 15 digits. 
   - Long text: Select Long text if the answer is required in the form of long text. 
   - File upload: Select File upload if you want to upload a file or image for the answer. (Only for forms+).

6. If you are a Forms+ user and selected the Option answer type, a clickable Jump question icon will appear. This feature allows the next question to appear based on the selected answer. 
   

7. Once a jump question is active, you can determine the next question flow that will appear after the selected answer. 
   

8. You can also add answer options by clicking “Add option” or other answers by clicking “Others”.

9. Then, select the jump question you want. 
   
10. You can activate Required if the question is mandatory. 
    

11. You can click the "copy" icon if you want to copy the question to be the next question, and click the "trash can" icon if you want to delete the question. 
    

12. Click “Add question” to add a question. 
    
13. Once you have created the list of questions, click "Continue". 
    

14. Then, you will be directed to the Set employees sheet. Select “Select Employee” if only certain employees can access the form. Then, find and select the employee's name. The selected employee's name will move to the right side. 
    
     

    If all employees can access the form, you can tick Select all employees. 
    

15. Click “Save” to save, and the selected employee names will be listed on the Set employee sheet. 
    

16. Then, you can activate the Set reminder feature, which is for reminding employees to fill out the form if needed. Hence, fill in the following information in the available columns, such as Date to fill in the reminder deadline date and Remind before to fill in how many days before the reminder deadline the notification must be sent by the system. 
    

17. Tick Set schedule to enable the form-filling limit. Then, you can specify the date in the When column by clicking Select date. 
    

18. Tick Approver can edit submission to enable the Approver to edit the form submission directly from the Mekari Talenta Inbox; therefore Approver can  directly make corrections to the form fields without requiring the submitter to resubmit the form. 
    tick

    This feature is available to users who have subscribed to Forms+. 

19. You can tick the "Auto assign form to employee" box if you want to take advantage of the feature that automatically selects employees within a specific category. You can then specify which category the employee will receive the automatic assignment. 
    

    - New employee: Select whether new employees are automatically assigned to fill out the form. 
    - Transferred employee: Select whether transferred employees are automatically assigned to fill out the form. 
    - Both: Both new and transferred employees are automatically assigned to fill out the form. 
    - Use employee criteria: Tick to customize based on which category the employee gets the automatic assignment. Then you can select criteria by clicking “Add criteria” as shown below. 
    
    Next, you can Tick the available subcriteria based on your company data. Or, delete criteria by  clicking the “Delete” icon. You can add other criteria by  clicking “Add criteria” again. 
    

20. Tick 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 for a certain period. With this policy, you can create a form for an Employee Engagement Survey. You only need to create 1 form for several survey periods and set the 1 submission 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 in a certain period. You must specify the start and end dates of the form in the Start date and End date columns.

21. Click “Save” to save the form, then the following pop-up will appear. Select “Send” to have the system send a notification to the assignee via their email, or select “Don't send” to have the system not do so. 
    

22. Then, you will be directed to the following page. You can return to the form page by clicking “Back to all forms”. 
    

23. Therefore, on the main Form page, the created form is listed in the table, and you can see the status of the form. Click “Actions” to perform actions to view Details, Preview, Duplicate, Close form, Copy link , or Delete. 
    

B. How to Close Forms

1. You can access the Forms & Surveys page in the Productivity menu. 

2. On one of the forms you want to close, click “Actions” and select Close form. 
   

3. Then, a confirmation pop-up will appear; you can click “Close” to immediately close the form. Or, click “Schedule close” to schedule the closing of the form. 
   

4. If you select Schedule close, then you will enter the Settings page.

5. Then, tick “Set schedule” to set the form closing schedule and select the closing date. 
   

6. Then, you will see a “Closed” mark on the form status. 
   

   A closed form will close employee access to fill out the form.

7. You can also open a form that has been closed by clicking the “Actions” icon and then selecting “Re-open form”.

That's how to manage Forms in Talenta. Learn how to make changes to Talenta Forms settings here. Find recommended add-ons and products for you, here.