Collect employee input
Summarize
Summary of Collect employee input
ServiceNow’s employee forms feature enables HR teams to collect or verify employee information efficiently without creating additional case records or modifying existing tables. Employee forms are questionnaires designed using the survey designer and can be integrated into HR tasks to streamline data collection during HR processes such as onboarding or lifecycle events.
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How to Collect Employee Input
- Create Employee Forms: Build questionnaires using the survey designer and map questions to fields in a target table. This mapping allows auto-population of information, which can be set as read-only or editable. Editable fields update the target table with employee responses.
- Use in HR Tasks: Incorporate employee forms into HR tasks or HR task templates, ensuring the HR task type is set to Collect employee input. This integrates forms directly into the HR case management process.
- Query Responses with HR Criteria: Answers are saved in the Metric Result [asmtmetricresult] table. You can create HR criteria records to query these answers and trigger downstream activities or lifecycle event processes based on employee responses.
Practical Example
For instance, during onboarding, you can create an employee form to ask new hires about inventions they may need to disclose. Based on their answers, further tasks can be automatically triggered to collect detailed information, enhancing process automation and accuracy.
Error Handling
If errors occur when updating employee forms, work notes are added to the HR case and HR task forms for visibility. HR agents can manually update the information and review error details via HR Administration > Employee Form Errors.
Configuration Workflow
- Create the employee form record.
- Design questions using the survey designer.
- Map questions to corresponding fields on target tables.
- Create HR criteria records to utilize collected answers in automated processes.
Benefits for ServiceNow Customers
- Streamlines data collection from employees without adding complexity to case management or database schema.
- Enables dynamic and automated HR workflows by leveraging employee responses.
- Improves accuracy and efficiency in HR processes such as onboarding and lifecycle event management.
- Provides clear mechanisms for error tracking and resolution to maintain data integrity.
Collect employee input without creating additional case records or adding new fields to existing tables with employee forms.
Employee forms are questionnaires built using the survey designer that you can use in HR tasks to verify or update information from employees. The information collected can be mapped directly to fields on a target table. You can also use HR criteria to query answers for use in downstream processes, such as for lifecycle event activities.
How to collect employee input
Employee forms enable you to collect or verify information from employees. To use them, you must first create the employee form. Employee form questionnaires are built using the survey designer, and you can map questions from the employee form to corresponding fields on a target table. The mappings allow you to auto-populate information onto the employee form, and that information can be read-only or editable. If editable, the updated values will be pushed back to the corresponding table fields.
For more information, see Create an employee form.
Once created, you can use the employee forms in HR tasks or HR task templates.
You can also use HR criteria records to query collected answers for use in downstream processes, such as for lifecycle event activities. Because questions on the employee form are built using the survey designer, the answers collected are saved to the Metric Result [asmt_metric_result] table. You can use HR criteria records to query answers from that table to determine whether an activity should trigger for a particular user. For example, if on an invention disclosure form, the new hire answers yes, then you can use that answer to trigger the creation of another task to collect details on the invention.
For more information, see Create an HR criteria record for an employee form.
Gathering intellectual property information
As part of the onboarding process, you want to ask new hires if they have any inventions to disclose. If they do, you want to gather details on the invention. To collect this information, you need to create an employee form, which is a questionnaire built using the survey designer. The questionnaire can include:
- New hire's manager
- New hire's business unit
- Do you have inventions to disclose?
- If yes, provide details on your invention.
After you create the employee form, you can use the form in HR tasks to collect the information you need. The following GIF shows an example of an HR agent creating a collect employee input task for an employee, Eva Seahorn, as part of an HR case.
The employee can then provide that information when they receive the to-do. The follow GIF shows an example of the employee, Eva Seahorn, then completing the collect employee input to-do in the Employee Center.
Collect employee input error handling
If an error occurs when updating the employee form, a work note will be added to the HR case and HR task forms. Information not updated must be manually updated by the HR agent, and you can navigate to for further details on the error.