How to Manage Talenta Forms

Updated May 08, 2024 09:17

In Talenta, those of you who have roles as Super Admin/Admin/Employee who are given access can create custom forms, which you can use to create forms, surveys, or polls from within Talenta.

HR can take advantage of 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.

Component	Forms (Free)	Forms+
Number of questions	Max 10	Unlimited
Number of responses	Max 25	Unlimited
Number of surveys/forms that can be created	Unlimited	Unlimited
Approval	There isn't any	Yes (default & custom)
Additional features	You can choose which employees this form is distributed to.	- Can choose to which employees this form is distributed. - Can upload files. - Question skip logic, which is a feature that changes what question or page respondents see next based on how they answered the current question.

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

Here are the steps to create forms in Talenta:

Go to the Company menu.
Select Forms.
You will then be directed to the following page, where there are 6 form templates that you can use.

1. If you select one of the templates, a pop-up will appear as follows, which contains information that with Forms+, you can add approval settings and access forms with file upload and logic jump question types.

2. If you click "Learn about Forms+", you will be directed to the Forms+ landing page.
3. Or if you click "Continue", you will be redirected to the question page, and you can still change the questions available.
However, if you want to create forms from scratch, you can click "Create form".
Fill in the form name and description that describes the form. You can also tick Submission needs approval, if every submission needs approval first. Click here to set up 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 for submitting the form requires approval, therefore the form can be submitted several times until it is approved by the approver. And after the approver approves, the form can no longer be submitted.
Click “Next”.

Important
You do not need to ask questions related to employee data that will later be filled out on 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.
Fill in the name of the column or question you want to submit, then choose the answer type and complete the description if necessary.

The answer types available on Talenta forms are:
- Text: Choose Text, if the required answer is in the form of writing/sentences.
- Number: Choose Number, if the required answer is 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 nominal rupiah.
- Option: Select Option, if the answer is required in the form of a choice (can only choose 1 option).
- Checkboxes: Select Checkboxes, if the required answer is in the form of options (more than 1 option can be selected).
- Linear Scale: Select Linear Scale, if the required answer is in the form of a scale.
- Date: Select Date, if the answer is required in date format.
- Phone number: Select Phone number, if the required answer is in phone number format (08 or +62), maximum of 15 digits.
- Long text: Select Long text, if the required answer is in long text format.
- File upload: Select File upload, if you want to upload a file or image for the answer. (For forms+ only).
If you are a Forms+ user and choose the Option answer type, there will be a Jump question icon that you can click. This feature allows the next question to appear based on the selected answer.
After the jump question is active, you can determine the flow of the next question that will appear after the selected answer.
You can also add other answer options or Others by clicking "Others".
Then, select the jump question you want.
You can activate Required, if the question is required.
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.
Click "Add question" to add a question.
When you have created all the questions, click "Next".
Click Select Employee, if only certain employees can access the form.
Search and select the employee's name.
Then, the name of the selected employee will move to the right side.
Click “Save”.
However, if all employees can access the form, you can tick Select all employees.

Then, you can customize the following settings.

No.	Feature name	Function
1	Set reminders	Check to activate the reminder notification feature to fill out the form. Hence, fill in the following information in the column provided: - Date : Fill in the reminder deadline date. - Remind before : Fill in how many days before the deadline for notification reminders to be sent by the system.
2	Set schedule	Check to enable the form-filling limit. Therefore, you can determine the date in the following column.
3	Send an email after employees submit the form	Check to send an email after the employee has finished filling out the form. Choose one: - Daily summary notification: A summary of the form that has been submitted will be sent to your email every day. - Instant notification: You will get a notification via your email for every form that has been submitted.
4	Default add to new employee	Check if new employees are allowed to access the form.
5	Only allow 1 submission per employee	Check 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 the Employee Engagement Survey . You only need to create 1 form for several survey periods and set the 1 submission only period. - All time: Select if employees can submit forms only once. - Certain time: Select if employees who have not yet submitted the form can fill in the form within the period you can specify in this column.

Click "Save" to save the form settings.
Then click “Submit”.
Then the form that is formed will look like this.
Click the "reviewer" icon on the form to access the form that has been created.
Click the "three dots" icon on the form to view details and make changes to form settings, duplicate, delete, close and copy form links.

B. How to Close Forms

Go to Company menu.
Click “Forms”.
Select one of the forms that you want to close then click the "three dots" icon and select "Close form".
Then a confirmation pop-up will appear and you can click "Close" to close the form immediately. Or click "Schedule close" to schedule the closing of forms.
If you choose Schedule close, then you will enter the Settings page.
Then tick "Set schedule" to set a schedule for closing forms and choose a closing date.
Then, you will see a "Closed" sign at the bottom of the forms.

Forms that have been closed will not appear on the employee's All Forms tab so employees cannot fill out the form.
You can also open a form that has been closed by clicking the "three dots" icon and selecting "Re-open form".