Throughout these user guides, you will see the terms ‘Form Designs’ and ‘Form Instances’. This article explains what each of these terms refer to, their differences and how they’re used in the system.
A Form Design is the base template of a particular form that you configure yourself and save in the system. The intelliHR platform comes loaded with around around 70 Form Design templates that you can configure for your own purposes. This includes adjusting the settings controlling how the form behaves once it is issued to employees. For more information on Form Designs see:
A form’s design determines how each instance of that form will look and behave. This information also affects where the responses are stored within the platform and how the data will pull through to the analytics page.
A Form Instance is a unique copy of a form design, created for a specific person to complete. Once a particular form design is sent to an employee or a group of employees via a pulse or a workflow, it is recorded as a form instance in the system
Every form instance contains a record of when it was created, when it was completed and who it was assigned to for completion.
The relationship between Form Designs and Form Instances is shown in the image below. As you can see, each Form Instance is a copy of a Form Design that is sent to employees once a trigger has been reached. A trigger could be a pulse set up by a System Administrator, or a time milestone within a workflow. If a Form Design is edited, all future Form Instances will be updated accordingly.
Across the organisation, employees complete a monthly Check-in process to capture information on performance and engagement.
Kristoff receives an email with a link to complete his Check-in. The link takes him to the form instance that was created specifically to capture his responses for that month. Once he completes the Form Instance, it is stored on his profile under “Feedback” and his manager receives a notification that it has been completed.
If the System Administrator decides that all future check-ins should also ask about additional training that’s required, they can update the Form Design in the settings menu.
All future form instances will then be created based on the new template, but previously completed forms will stay the same.