How to Manage Talenta Forms

Updated December 09, 2024 04:13

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

Following are the steps to create a form in Talenta:

Click the Productivity menu, then select Forms & surveys.
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 using the available templates, there are several form templates that you can choose according to HR's 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.
Fill in the Form name and Description that describes the form. You can also check Submission needs approval if each submission requires prior approval. Click here to set approval forms.

- You can only check 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. After the approver has approved, the form can no longer be submitted.
Click “Continue” .

Important
You do not need to provide 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 inputted in the employee's personal information.
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 types of answers available in the Talent form are:
- Text: Select Text, if the answer required is in written/sentence form.
- Number: Select Number, if the answer required is in numerical form.
- 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 required is in the nominal form of rupiah.
- Option: Select Option, if the answer required is in the form of a choice ( can only choose 1 option ).
- Checkboxes: Select Checkboxes, if the answer required is in the options ( more than 1 option can be selected ).
- Linear Scale: Select Linear Scale, if the answer required is in scale form.
- Date : Select Date, if the answer is required in date format.
- Phone number : Select Phone number, if the answer required is in phone number format (08 or +62), maximum 15 digits.
- Long text : Select Long text, if the answer is required in long written form.
- File upload : Select File upload, if you want to upload a file or image for the answer. (Only for forms+).
If you are a Forms+ user and select the Option answer type, a Jump question icon will appearthat you can click. This feature allows the next question to appear based on the selected answer.
Once a jump question is active, you can determine the next question flow that will appear after the selected answer.
You can also add answer options by clicking “Add option” or other answers by clicking “Others”.
Then, select the jump question you want.
You can activate Required if the question is mandatory.
You can click the "copy" icon if you want to copy the question to become 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 list of questions, click "Continue" .
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 name. The selected employee name will move to the right side.

If all employees can access the form, you can check Select all employees.
Click “Save” to save and the selected employee names will be listed on the Set employee sheet.
Then, you can activate the Set reminder feature which is for reminding employees to fill out the form if needed. Therefore, 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.
Check Set schedule to enable the form filling limit. Then, you can specify the date in the When column by clicking Select date.
Check Send an email after employees submit the form to send an email after employees have completed the form.

You can choose one of the following:
- Daily summary notification: A summary of submitted forms will be sent to your email every day.
- Instant notification: You will receive a notification via your email and the employees you have selected for each submitted form.
You can check Default add to new employee if new employees are allowed to access the form. Or, 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 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.
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.
Then, you will be directed to the following page. You can return to the form page by clicking “Back to all forms”.
So, 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

Click the Productivity menu, then select Forms & surveys.
On one of the forms you want to close, click “Actions” and select Close form.
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.
If you select Schedule close, then you will enter the Settings page.
Then check “Set schedule” to set the form closing schedule and select the closing date.
Then, you will see a “Closed” mark on the form status.

A closed form will close employee access to fill out the form.
You can also open a form that has been closed by clicking the “three dots” icon and then selecting “Re-open form”.