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How to edit a form in HR Automation? 

This article will show you how to update and manage a form in HR Automation

Why edit a form?

Once a form has been created in HR Automation, you can edit it at any time to keep it accurate and relevant. This might be because your organisation's processes have changed, a question needs to be reworded, or you need to adjust which fields are required — for example, making a field optional that was previously blocking employees from submitting the form.

💡 Related article: For a reminder of how required fields work and why this matters, see How to create a Profile form.

 

How to edit a form

  • Go to HR Automation in the main menu and select Forms from the top navigation bar.
  • Find the form you want to edit.
  • Click the pencil icon under the Actions column on the right-hand side.
  • You will be redirected to the form-building page where you can make the following changes:
What you can edit Examples 
Form title Rename the form to better reflect its purpose
Section titles and descriptions Rename or reword sections to make them clearer for the employee
Add or remove sections Restructure the form by adding new sections or removing ones that are no longer needed
Questions Edit existing question text, add new questions, or remove questions that are no longer relevant
Answer styles Change the answer type for a question, for example, switching from Short Answer to Yes/No
Required settings Toggle questions on or off as required
Restrict to site Update the site restriction if this requirement has changed

 

  • When you are happy with your changes, click Save in the top right corner.

💡 Tip: Use the preview option to check how the updated form will appear to the employee before sending it. Remember that the preview will only reflect content that has already been saved, always save first.

 

Updating required fields

One of the most common reasons to edit a form is to change whether a question or field is marked as required. This is straightforward to do — simply find the relevant question and toggle Mark as required on or off as needed.

⚠️ This is worth checking regularly. A common issue occurs when a field is set as required but has a specific format that not all employees can meet — for example, the home phone number field, which only accepts a landline format and will not accept a mobile number. If an employee is unable to submit a form, checking the required fields is always a good first step. Making the field optional will resolve the issue immediately once the form is saved and resent.

 

Important: what happens to forms already sent

Any edits you make to a form will be automatically applied to all future uses of that form from the point of saving onwards.

However, if a pack containing this form was sent to an employee before the edits were made, it will not be updated automatically. The employee will still see the old version of the form.

In this case, we recommend:

  1. Re-issuing the pack containing the updated form to the relevant employee.
  2. Deleting the old pack from the HR Queue if it has not yet been completed, to avoid the employee submitting an outdated version.

💡 Good to know: You can check whether a pack has been completed before deleting it by reviewing its status in the HR Queue.