Updating the HR file with a review campaign

Before getting started

If you are a Poplee Core HR client, you can save a lot of HR information in your employees’ digitized files.

There may be times when you want to ask employees about a particular subject. To do this, you can create a new data item for this point.

If it's administrative information, for example, you can ask employees to add the new data via an update campaign (this sheet explains how to set up an update campaign for HR file data).

On the other hand, if the information is to be discussed in the context of a review, the data from the HR file can be incorporated in the review campaign form if you have the Poplee Performance solution. This is to get the employee's opinion on the issue during the preparation phase, if there is one, and/or to discuss it with the assessor manager.

The purpose of this sheet is to explain how to set up the type of question that is based on data from the HR file in a Poplee Performance review form.

How do I get this type of question in my forms?

To benefit from this feature, the Poplee Core HR app must be deployed on your Lucca platform. Your HR file must be configured so that the desired data is in the following format:simple configurable data, text or list type (without occurrences) and non-archived. The permissions associated with these data must also be accessible for editing by managers, at the very least.

When can I use the update via the review?

This feature is useful when you need to collect and store information concerning, for example, transfer requests or training aspirations. 

On the other hand, this will only be effective to collect training requests, and not to track them more closely or any other process requiring reminders and notifications.

However, the ability to call up text or simple list data in a review form opens up many practical avenues for avoiding re-entries in the HR file.

How does the "HR file data" question work?

In the “Form” tab of the campaign configuration, choose “HR file data” from the drop-down menu of question types. The HR file data is displayed: you can select one. Only text and simple list data is currently available. 

The employee being assessed will be able to open the data from their HR file and propose new data. The reviewer can confirm the update or propose new data. These data will be updated automatically in the HR file at the end of the review.

For all this to work correctly, a few checks are recommended:

What should I check before launching my campaign?

Here are the points to check before launching the campaign: 

Permissions are managed via the roles module: 

If the roles are not correctly set up, messages will be displayed in the campaign settings tabs and the launch will be blocked. 

If necessary, use the reports module in the Employees tab to see what has already been filled in for the data concerned: warning! the form can only display “text” and “simple list” data at the moment.

What do employees and managers see in their forms?

This works in a transparent way. If employees have read-only access, they will see the corresponding data. If not, they can still answer the questions in their form. There will be no blockages during the review.

Employee view

Reviewer view

What to do if roles change during the campaign

In the system, you will receive guidance and warnings to avoid errors: 

  • at the start of the set up, when adding the population, with a warning on missing permissions.

  • during the campaign, with detailed tracking of data that has not been updated and links to HR files for any necessary edits

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