This feature allows you to send surveys to your collaborators.

Summary

⚙️ Create a questionnaire

 Prerequisite

To create a questionnaire, you must have the rights listed in the section "Required rights by usage > 1 - Rights needed to create/administer questionnaires" of this article.

Administration > Templates > Forms tab 

Once rights are granted, you’ll find the Forms tab in Administration > Templates. From there, you can create and configure forms.

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You will find 3 sections when creating a form:

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1 - Information

After clicking (+), you’ll need to fill in the following fields under Information:

  • Form name
  • Status: visible or archived
  • Linked record for the form (Resource record only, for now)
  • Form description

2 - Configuration

In the Configuration section, you can set:

  • Resource types for which the form can be created/sent
  • Agencies the form applies to
  • Recipient of the form (Resource, Manager, or HR)
  • Email subject for sending the form
  • Email message (with available variables)

3 - Add a question

Once your form is configured, you can start creating questions.

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  1. Choose the type of response needed from the following:
    • Free text
    • Barometer: emoticon system to measure satisfaction
    • Single choice: respondents choose one answer
    • Multiple choice: respondents can select several answers
    • Numeric: numerical value (salary, rating out of 10, etc.)
  2. Choose whether the question is optional by checking the option
  3. Enter your question
  4. Add descriptions to provide context for each question ✍️
  5. Add titles to improve readability 📰

 Tip:

You can reorder options by dragging and dropping. You can also preview and reorder questions once they’re confirmed. DragandDropFormulaire.gif

All that’s left is to save your questionnaire 😊

📤 Send a questionnaire

 Prerequisite

To send a questionnaire, you must have the rights listed in the section "Required rights by usage > 2.1 and 3" of this article.

Resources module > Resource record > Forms tab 

Time to send your questionnaire to your Resource. 😊

In the Resource record, go to the Forms tab. Click on the (+) to choose from the available questionnaires.

If needed, you can edit the email before sending it by clicking Send.

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 Tip:

Tick "I am the recipient" if the manager wants to send the form to themselves. The form will appear in: their own Resource record (My Profile > Forms tab) and in the concerned Resource record.

Example: Follow-up form filled out by manager/HR, the concerned record is the Resource, the recipient is the manager/HR. If they create it themselves, ticking this box skips the email and jumps straight to completion ⚡️.

👀 View questionnaire results

 Prerequisite

To view questionnaire results, you must have the rights listed in the section "Required rights by usage > 2.1 and 2.2" of this article.

Once the form is filled out and submitted by the Resource, the manager who sent it will receive an email notification. You can then click the email link or find the form results in the Resource’s record under the Forms tab.

You can also use the discussion thread within the form to collaborate with other managers (e.g. sending a training request to HR).

Formulaires

 Tip:

If you want the Resource to be able to view the results, tick "Allow Resource to view responses" when submitting the form. Autoriserlaressourceaconsulterformulairevalidation.png

No worries if you forgot — you can still update it in the form's validated description.

⚙️ Required rights by usage

1 - Rights needed to create/administer questionnaires

Administration > Managers/Roles > Manager/Role record > Administration tab

By checking the Forms module, you allow selected managers to access form settings.

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 Important

Granting access to form settings allows managers to configure, modify, view, and delete forms. These rights cannot currently be separated.

2 - Rights to view in-progress/completed questionnaires of a Resource

2.1 - Rights to view the “Forms” tab

Administration > Managers/Roles > record > Main modules > Resources module config > Record section

To access or send forms from a Resource record's tab, activate read access to the “Forms” data group.

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2.2 - Rights to view sent forms and their results

Administration > Managers/Roles > record > Miscellaneous tab > Forms config

Just like with the Actions module, you can finely tune access rights. Here are our recommended settings:

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  • Access:
    • If manager can read the parent recordRead
      • Allows the user to see forms on Resource records they can access
    • Manager and their direct reportsRead & Write
      • Allows viewing and editing of forms created by the user or their reports
  • Restriction:
    • We recommend handling restrictions directly in the Resources module by blocking visibility of the “Forms” group for certain types of Resources. (e.g. to hide forms for staff or colleagues)

For more details, see this article: Access rights for record modules.

3 - Rights to send questionnaires

Administration > Managers/Roles > record > Miscellaneous tab > Forms config > Other section

In the Other section, you can allow or deny form creation and/or deletion rights within a Resource record.

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⁉️ F.A.Q.

 What can these questionnaires be used for?

These questionnaires can be used for annual review preparation, gathering internal request data, managerial/HR follow-ups, and more.

 Can I send a questionnaire to multiple people at once?

No, this feature is intended to be sent individually.

 Can I only send questionnaires to Resources?

Yes, for now the questionnaire feature is focused on Resource records.

 Can I export questionnaire results?

Currently, there is no export functionality.

 I want my manager to create forms in Administration, but not edit or delete others.

Granting form config access gives the manager the right to configure, modify, view, and delete forms. These rights cannot currently be separated.

 Do forms create Actions?

This feature is not linked to Actions. For annual reviews, you’ll still need to create corresponding Actions to trigger notifications.

 Can the recipient be notified once the form is validated?

Yes! Once a form is submitted, a notification is automatically sent to the recipient 🤩.

 Want to participate in our roadmap?

We provide a portal where you can find official roadmap items. Feel free to vote and help us prioritize what matters to you (by telling us how important it is and how it would help). Also, feel free to submit your own ideas by clicking “Submit idea” at the top right.

Our product team bases 100% of our developments on customer feedback to ensure we focus only on what truly helps you.

We hope this article was helpful and invite you to let us know by voting just below.

Still have unanswered questions? Don’t hesitate to contact our Support team, we’re here to help:

Contact Support

Tel: (+33) 03 62 27 61 05

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