Controlling Activities and HR Tasks Based on Employee Survey Responses

[寛哉榎]

We are currently using HRSD with Employee Forms to capture end-user (employee) responses (e.g., Yes/No) and map those responses to specific fields on the HR Case in order to control subsequent activity sets. (Some forms leverage the OOTB Employee Forms provided by the Experience Pack.)

However, when using the Condition Builder on Employee Forms (e.g., Opened for is (dynamic) Me, State is one of …), if multiple cases for the same requester meet the conditions simultaneously, the system cannot uniquely identify the target record. As a result, the form cannot be displayed or saved, and the mapped values are not written back to the HR Case. My understanding is that Employee Forms assume a single record, so mapping fails when multiple matches exist.

I would like guidance on the following:

1. Best practices for implementing a solution that ensures uniqueness when collecting employee responses and updating cases without using Employee Forms.
2. Recommended design patterns for continuing to use Employee Forms while avoiding or resolving multiple matches—for example:
   • Explicitly passing a unique key
   • Strengthening condition expressions
   • Introducing a selection UI when necessary

Could you share practical examples, recommended approaches, and key considerations for these scenarios?

[Rob Sestito]

Hello,

I have done something similar and would recommend using the Employee Form with Flow from Flow Designer.

We needed to capture a response from a manager, to let an HR Agent working on a Lifecycle Event Case for a new hire, if the new hire showed up on their first day or not.

We used an employee form to capture a yes or no response. And from there, we updated the Lifecycle Event Case record using the flow. Which of course you can tie into an activity set kicking off or not.

Here is the trigger - since the activity is tied to an hr task, we can use the Template (employee form):

Then the lookup has to hit the Metric Results table to get the answer:

From there, we then can go into an IF statement. Since we wanted to control what happens when the manager answers No on the employee form (because saying yes will just keep the Lifecycle Event running as normal), We had to gather the data as a string:

Then jump into the then statement:

And do the Update Record:

I think this was the simplest way to collect employee input for a simple Yes/No form.

From the condition builder on the Employee Form, I am not sure you can get to the exact instance you need to keep it unique.

Hope this helps you out!

-Rob