Forms and requests

Build your own HR forms (travel requests, declarations, exit forms), let employees fill them in, and route them for approval when needed.

Contents: Who can use it · Screens · Build a form · Show/hide logic · Publish and versions · Fill in a request · Review submissions · Statuses · Example · FAQ

Who can use it

• HR builds forms with the HR forms List, Create, Update, Delete and Publish permissions, and reads answers with the form submissions List and Show permissions.
• Employees need no permission. Anyone with an active employee record can fill in published forms and follow their own requests.

Where: HR → Forms, then Requests, Form submissions or Forms builder.

Screens

Screen	Who	What it shows
Requests	Everyone	Tab Forms: published forms grouped by category. Tab My requests: what you sent and where it stands
Form submissions	HR	Every filled-in form within your data scope, with a status filter and search
Forms builder	HR	All forms with category, published version, number of submissions and status

Build a form

1. Open Forms builder and click New form.
2. Under Form details, enter the Name, pick a Category (Request, Declaration, Onboarding, Exit or Other) and add a Description that employees see under the name.
3. Turn on Needs approval if each submission must be approved.
4. Give the first section a Section title and an optional Section description. Click Add section for more.
5. Click Add field. Enter the Label, choose the type and set Required, Help text and Placeholder as needed. Click Done.
6. Reorder fields and sections with the arrow buttons. Use the edit and bin icons to change or remove a field.
7. Open the Preview tab to try the form as employees see it. Nothing is saved.
8. Click Save draft.

Field types

Type	Extra settings
Short text, Long text	Shortest answer, Longest answer, Must match pattern
Number	Smallest value, Largest value, Whole numbers only
Date	Past dates only or Future dates only
Dropdown	Choices (click Add choice), Allow several answers
Yes / no	None
Lookup	Lists: Departments, Designations, Branches, Legal entities, Grades, Cost centers, Business units or Employees

A form can have up to 20 sections.

Show/hide logic

You can show a field only when an earlier answer matches.

1. Edit the field and turn on Show this field only when another answer matches.
2. Pick When this field (only fields above this one are offered), a Condition and a Value.
3. Conditions are is, is not, is one of (separate values with commas), is filled in, is empty, is greater than and is less than.

The field list marks such fields as Conditional. If the field it depends on is hidden, it hides too. Hidden fields are not required.

Publish and versions

1. Click Publish. The form becomes Published and shows in employees' Requests.
2. Later edits are saved with Save draft and show the Unpublished changes pill. Employees keep seeing the last published version until you publish again.
3. Each publish adds a new version (v1, v2 ...). Every submission keeps the layout it was answered on.

To stop a form, choose Archive from the row menu in Forms builder; Restore brings it back. Delete works only for forms with no submissions.

Fill in a request (employees)

1. Open Requests. Forms marked Approval need approval.
2. Click a form card, answer the fields and click Submit.
3. Fix any message shown under a field and submit again.
4. Your request appears in My requests. Click it to see your answers.
5. While it is Waiting for approval, you can click Withdraw to pull it back.

Review submissions (HR)

Open Form submissions, filter by status or search, and click a row. The page shows the employee, Submitted, Decided and Form version, followed by the answers.

Approvers decide on forms that need approval in the Approval inbox (HR → Leaves → Approval inbox), like other HR requests. The approval flow is set up for the request type "HR form request" (see Approvals).

Submission statuses

Status	Meaning
Submitted	Sent; the form needs no approval
Waiting for approval	With the approvers
Approved / Rejected	The approvers decided
Withdrawn	The employee pulled it back before a decision

Example scenario

Padma Net Support sends field technicians to Sylhet each month. Farzana in HR builds a "Travel request" form with Needs approval on. It has a Date field for the travel date, a Yes / no field "Need advance cash?" and a Number field "Amount" shown only when the answer is yes. She publishes it. Technician Jahid Hasan fills it in from Requests, and his manager approves it in the Approval inbox. Jahid sees Approved in My requests.

Tips

• Use Preview to check your show/hide logic before publishing.
• Set up the "HR form request" approval flow before publishing a form that needs approval.
• Archive old forms instead of deleting them so past answers stay readable.

Troubleshooting and FAQ

Employees get "This request is not set up for approval yet." No approval flow exists for "HR form request". Add one in Approval flows.

An employee gets "This employee has no sign-in". Forms that need approval require the employee to have a user account.

Publish is greyed out. The form is already published and has no new changes.

I cannot delete a form. It has submissions. Archive it instead.

An employee does not see Requests work. They need an active employee record linked to their sign-in.

Related pages

Approvals · Self-service · Employees · Onboarding · Automations