Collect employee input
Summarize
Summary of Collect employee input
Collect employee input enables ServiceNow customers to gather or verify employee information efficiently without creating additional case records or modifying existing tables. This is accomplished through employee forms, which are customizable questionnaires built using the survey designer. These forms can be integrated directly into HR tasks to streamline data collection and updates.
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How to Collect Employee Input
- Create employee forms by building questionnaires in the survey designer.
- Map form questions to corresponding fields on a target table to auto-populate or update information.
- Use these forms within HR tasks or HR task templates, ensuring the HR task type is set to Collect employee input.
Data collected is stored in the Metric Result [asmtmetricresult] table, allowing use of HR criteria records to query employee answers. This enables automated decision-making and triggers in downstream processes, such as lifecycle event activities.
Practical Use Case: Gathering Intellectual Property Information
For example, during onboarding, you can create an employee form that asks new hires about inventions to disclose. Depending on their responses, additional tasks can be triggered to collect detailed information, improving compliance and data accuracy.
Error Handling
If errors occur while updating employee forms, work notes are added to HR case and task forms. HR agents can manually update information and review errors via HR Administration > Employee Form Errors.
Configuration Steps
- Create the employee form record.
- Use the survey designer to construct questions.
- Map questions to fields on target tables for data integration.
- Create HR criteria records to query collected answers and drive further HR processes.
Benefits for ServiceNow Customers
- Streamlines employee data collection without creating extra records or fields.
- Enables dynamic HR workflows that respond to employee input.
- Improves accuracy by pushing updates directly to target tables.
- Facilitates automation of HR lifecycle events based on employee responses.
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.