Salesforce Employee Evaluation Process - Supervisors

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This article will walk Supervisors through the employee evaluation process. Employees may find this article useful as well, but note that you should receive emails with each step and will just be required to follow the links and signature buttons as directed.

Environment (Products involved such as e.g. hardware, software, network)

Salesforce Human Resources Evaluation Application

Resolution or Steps

Steps 

Note: Video Instructions can be found Here. 

1. The Human Resources Team will send performance evaluation forms to your staff via Salesforce. Staff will select the review type (annual, mid-point of probation, end of probation, other) their rating, and add comments. Here are screen shots of what they see:

Initial Email with Link to the Survey

“An Outlook email window with the subject ‘HR Evaluation.’ The message is from ‘Gieseke, Elizabeth C’ and addressed to the same name. The email begins with ‘Dear colleague,’ and states that it is time to complete yearly evaluations, noting this is an opportunity to reflect on the past year and future growth. A long Salesforce link is included for entering responses. The message ends with ‘Best Regards, Elizabeth Gieseke, Hennepin Technical College.’ At the top of the email window are buttons including Delete, Archive, Report, Reply, Reply all, Forward, and Zoom.”

The evaluation survey:

“A webpage titled ‘Hennepin Technical College Performance Evaluation.’ The form displays multiple labeled fields: • ‘First Name’ with the value ‘Staff.’ • ‘Last Name*’ with the value ‘Test.’ • ‘Department’ with the value ‘Testing.’ • ‘Classification Title’ with the value ‘Tester.’ • ‘Appraisal Period’ with a large text box containing the placeholder ‘Enter the date range that this HR Eval pertains to.’ • ‘Last Evaluation’ with an empty text field. • ‘Supervisor Name’ with the value ‘Susanne Tester Waldorf.’”

“A section of the Hennepin Technical College Performance Evaluation form. A required field labeled ‘Evaluation Type*’ shows a dropdown with the placeholder ‘--select an item--.’ Below it is an ‘Other Description’ text box with the placeholder ‘If your Evaluation Type is “Other”, please describe.’ A bold heading labeled ‘Objective:’ is followed by several paragraphs explaining the purpose of the annual performance evaluation, including reviewing accomplishments, providing feedback, setting goals, and completing self‑evaluation. Farther down is a required field labeled ‘Overall Rating*’ with a dropdown showing the placeholder ‘--select an item--.’ A text area labeled ‘Self Evaluation Summary*’ contains the placeholder ‘Highlight your key accomplishments from the year.’ Below this is a heading labeled ‘PERFORMANCE RATINGS’ followed by text explaining how to use performance ratings, including noting accomplishments, opportunities for growth, and responses to supervisor or professional development requests.”

“A section of the performance evaluation form listing rating definitions. • EXCEEDS EXPECTATIONS (E): Description explaining that the employee consistently exceeds job requirements, demonstrates mastery, produces high‑quality results, shows creativity, makes independent decisions, and contributes beyond their position. Training Mode: improvement is rapid and exceeds growth expectations. • MEETS EXPECTATIONS (M): Description stating the employee achieves satisfactory performance, meets standards, may need improvement in some areas, and displays acceptable productivity and quality. Training Mode: performance meets position demands and growth expectations. • DOES NOT MEET EXPECTATIONS (D): Description stating the employee does not meet expectations, job requirements are not achieved, significant improvement is needed, and constant supervision is required. Training Mode: performance is below growth expectations. At the bottom, a note reads ‘*‑ required’ and a dark ‘Send’ button appears on the lower right.”

2. After your staff have filled in their initial portion of and submitted the form, you will receive an email from human.resources@hennepintech.edu. The email contains a link which will take you directly to the record in Salesforce. The email also contains instructions on how to fill in the record in Salesforce and looks like this: 

“An email with the subject ‘Please Review the Evaluation for Staff Test.’ The sender is ‘No‑Reply <human.resources@hennepintech.edu>’ and the timestamp shows 12:11 PM. The Hennepin Technical College logo appears near the top. The message begins with ‘Hello Susanne Tester Waldorf,’ and states that the Performance Evaluation form for Staff Test has been submitted. A link labeled ‘Staff Test’s Performance Evaluation’ is provided. The email includes instructions: in the ‘Evaluation Info’ section, change the overall rating by clicking the pencil icon next to the ‘Overall Rating’ field; in the ‘Supervisor Section,’ add comments in the ‘Supervisor Summary’ field using the pencil icon. An IMPORTANT note says to add a checkmark to the ‘Ready to Send Feedback’ field before saving. Additional instructions explain that after feedback is added and saved, the form will be routed back to the employee, and after they provide feedback, a final email will be sent from irea@hennepintech.edu requesting a signature. At the top of the email window are icons for archive, report, delete, print, and more options.”

3. Click on the link in the linked record "[Staff Name]'s Performance Evaluation" in the middle of the email. 

4. You will then be directed to sign into Salesforce. Click on the ‘Log in with Hennepin Technology College’ button to log in (not the user name and password)

“A Salesforce login page showing fields for Username and Password inside a white login box. A large red X marks over the Username and Password fields and the blue ‘Log In’ button, indicating not to use them. Below the box, a red arrow points to a button labeled ‘Log in with HTC.’ The Salesforce cloud logo appears at the top of the page.”

5. If you are not already signed into Microsoft Single Sign-On, you will be prompted to sign in. You may also be prompted to go to through multifactor authentication. 

6. Then you will be directed to the performance evaluation for the staff person who was listed in the email. 

7. Scroll down and you will see the employee’s answers (their rating and summary).

“A Salesforce evaluation record screen labeled ‘Hennepin HR.’ Under the ‘Evaluation Info’ section, the ‘Overall Rating’ field shows the value ‘Exceeds expectations,’ highlighted with a red box. Other fields include Evaluation Type: Annual; Evaluation Status: In Process; Evaluation Complete Date (blank); Ready To Sign (unchecked); and Decline To Sign. In the ‘Employee Section,’ the staff name is shown as a clickable link. The ‘Self Evaluation Summary’ field displays the text ‘I think I did really well this year,’ highlighted with a red box. Additional fields include Employee Signature, Employee Signature Date, and Employee Comments, all blank. Below is the ‘Supervisor Section’ with fields for supervisor name, signature, and signature date, all currently blank.”

8. You can change the overall rating if you feel that does not match your assessment by clicking the pencil icon.

“A Salesforce evaluation record screen showing the ‘Overall Rating’ dropdown expanded. The dropdown, outlined in red, displays the options: ‘--None--,’ ‘Does not meet expectations,’ ‘Meets expectations,’ and ‘Exceeds expectations,’ with ‘Exceeds expectations’ currently selected. Surrounding fields show Evaluation Type set to ‘Annual,’ Evaluation Status set to ‘In Process,’ and blank fields for Evaluation Complete Date, Employee Signature, Employee Signature Date, and Employee Comments. At the bottom are ‘Cancel’ and ‘Save’ buttons.”

9. Scroll down to ‘Supervisor Summary’ in the Supervisor Section. Enter your summary, click ‘Ready to Send Feedback’, and then click Save.

“A Salesforce evaluation record screen showing the ‘Supervisor Section.’ Inside this section, the ‘Supervisor Summary’ field contains the text ‘I agree you did very well,’ and the field is outlined with a red box. A checkbox labeled ‘Ready to Send Feedback’ appears directly below it. On the right side are empty fields for Supervisor Signature and Supervisor Signature Date. At the bottom of the page, the blue ‘Save’ button is outlined with a red box, with a gray ‘Cancel’ button to its left. Information about who created and last modified the record appears below the section.”

10. The employee will get an email with a link asking them to return to the form to enter further comments and accept or decline to sign. If they decline to sign, they will need to work with you and Human Resources on why they chose not to sign. If they select ‘Ready to Sign’ you will both be sent emails asking for signature.

“An email with the subject line ‘HR Evaluation Ready for Review.’ The sender is displayed as ‘No‑Reply <human.resources@hennepintech.edu>,’ addressed to ‘Waldorf, Susanne.’ The message begins with ‘Hello Staff Test.’ The email explains that the supervisor has provided feedback on the performance evaluation and includes a link labeled ‘Your Performance Review.’ It further explains that within the form there is space to add additional comments, and that the user must select either ‘Ready to Sign’ or ‘Decline to Sign’ before resending the form. The message notes that once the supervisor signs, the user will be asked to sign; if declining, the form will be returned with a note indicating that action. The email ends with ‘Best Regards, Hennepin Technical College HR Department.’ At the top right of the email window are icons for Reply, Reply All, and Forward, with a timestamp of Fri 3/28/2025 12:40 PM.”

“A performance evaluation form showing two text fields. The ‘Supervisor Summary’ field contains the text ‘I think you exceeded expectations.’ The ‘Employee Comments’ field contains the text ‘Great Thanks!’ Below the fields is a paragraph explaining that if satisfied with the evaluation and ready to finalize it for signature, the user must check the box below; the evaluation will then be sent to the supervisor for review and signature, and the user will later receive an email for electronic signature. A checkbox labeled ‘Ready To Sign’ is shown checked. Another paragraph explains that if the user refuses to sign, they must check the next box and the evaluation will be considered final. A checkbox labeled ‘Decline To Sign’ appears below it and is unchecked. At the bottom is a section titled ‘PERFORMANCE RATINGS’ followed by explanatory text about rating categories.”

11. You will receive an email asking for your signature. Click the review and sign button.

“An email window with the subject line ‘Please review and sign: Hennepin Tech HR Evaluation.’ The sender line shows ‘Elizabeth Gieseke at Hennepin Technical College <insureSign@send.insuresign.com>’ with a timestamp of Fri 4/12/2024 3:31 PM. A yellow warning banner states: ‘CAUTION: This e-mail originated from outside the Minnesota State System. Only click links or open attachments from trusted sources. Please report suspicious messages using the “Report Message Button”.’ Below the banner is a Formstack Sign message titled ‘Signature Request.’ It states that Elizabeth Gieseke has sent a document to review and sign. A large blue button labeled ‘Review and Sign’ appears in the center. Under it is text reading ‘Do Not Share This Email. This email contains information that is only intended for you as the recipient.’ At the bottom is a note from the Formstack Team and a copyright line for Formstack, LLC.”

12. You will be sent to the Formstack page where you can see the evaluation with all the fields filled in.

  1. You can scroll to where it says ‘Click to Sign’ or you can click the ‘Start’ button at the top of the page to jump to the signature section.

“A Formstack Sign page titled ‘Hennepin Tech HR Evaluation.’ At the top, the text ‘Signing as: Elizabeth Gieseke’ appears on the left. In the center, a blue ‘Start’ button is outlined with a red box, with text below it stating, ‘You need to sign 1 field.’ The document preview beneath shows the header for a Performance Evaluation Form, including the Hennepin Technical College logo and fields labeled Employee, Department, Classification Title, Supervisor, and Evaluation Type.”

  1. Click ‘Click to Sign’

“A Formstack Sign document screen titled ‘Hennepin Tech HR Evaluation.’ At the top, a blue ‘Start’ button appears with the text ‘You need to sign 1 field.’ Below, within the document preview, a signature field labeled ‘Supervisor:’ is displayed with a small blue pen icon and the label ‘Click to Sign,’ outlined with a red box. The document behind the signature field shows headings and text including ‘Employee,’ ‘Date,’ and ‘PERFORMANCE RATINGS.’ The page header also shows the user is ‘Signing as: Elizabeth Gieseke.’ Browser tabs are visible across the top of the screen.”

  1. Type or draw your signature and click ‘Next’

“A pop‑up window titled ‘Sign document.’ At the top, under ‘Format of Signature,’ the options ‘Type’ and ‘Draw’ appear, with ‘Type’ selected. A text field labeled ‘Type Your Signature’ contains the typed name shown in the field. Below, a preview box labeled ‘Signature’ displays a script‑style version of the typed name. At the bottom left is a ‘Cancel’ link. At the bottom right, a blue ‘Next’ button is outlined with a red box.”

  1. Click ‘Submit Document’

“A Formstack Sign page titled ‘Hennepin Tech HR Evaluation.’ At the top center, a blue ‘Submit document’ button is outlined with a red box. Below, the document preview shows a completed performance evaluation form with a signature applied in the ‘Supervisor’ field. The text ‘Signing as: [name blurred]’ appears in the upper left of the page header. The document background contains repeated ‘formstack documents’ watermark graphics.”

  1. Click ‘Submit Document’

“A Formstack Sign pop‑up window titled ‘Consent to do business.’ The message states: ‘I agree to do business electronically with all parties to this document and with Formstack Sign and agree that I have reviewed the consumer disclosures related to electronic signatures.’ A blue text link labeled ‘consumer disclosures’ appears in the sentence. At the bottom right, a blue ‘Submit document’ button is outlined with a red box. A ‘Cancel’ link appears on the lower left. The background shows a blurred preview of the HR evaluation document.”

13. The employee will then also complete the steps 11 and 12 to sign off on the evaluation. You will then receive confirmation that the evaluation has been completed with a PDF copy.

“An email window with the subject ‘Document signed: Hennepin Tech HR Evaluation.’ The sender is displayed as ‘Elizabeth Gieseke at Hennepin Technical College <InsureSign@send.insuresign.com>’ with a timestamp of Fri 4/12/2024 3:33 PM. A yellow warning banner says: ‘CAUTION: This e-mail originated from outside the Minnesota State System. Only click links or open attachments from trusted sources. Please report suspicious messages using the “Report Message Button”.’ Below the banner is a Formstack Sign message titled ‘Document Signing Complete.’ The message states that the document “Hennepin Tech HR Evaluation” was sent to and completed by two listed email addresses, followed by a note to download the attached document. Interface buttons at the top include Delete, Archive, Report, Reply, Reply all, Forward, Zoom, Read/Unread, Categorize, and Flag/Unflag.”

14. You have completed the process. If you refresh the page on the employee evaluation screen in Salesforce, you will see all the information is filled in and the status changes to complete.

Alt text: “A Salesforce evaluation record screen under the heading ‘Evaluation Info.’ The fields shown include Evaluation Type set to ‘Annual,’ Overall Rating set to ‘Exceeds expectations,’ and checkboxes for ‘Ready to Sign’ and ‘Decline to Sign.’ On the right, a red box highlights the fields ‘Evaluation Status,’ which is set to ‘Completed,’ and ‘Evaluation Complete Date,’ which is set to ‘4/15/2024.’ Above the section are additional staff details such as department, email fields, and classification title.”

If you wish to go to into Salesforce to check on the progress of your staff's performance reviews, Click Here for the log in page, and Click Here for log in instructions.

1. Once logged in, you should see the Hennepin Human Resources Evaluation application.

“A Salesforce dashboard titled ‘Hennepin HR Dashboard.’ A banner at the top shows the message ‘Last refreshed 4 days ago. Refresh this dashboard to see the latest data,’ with an Open button, a Refresh button, and a Subscribe dropdown to the right. A filter labeled ‘HR Evaluation: Created Date’ is set to ‘All.’ Below the banner are three dark‑blue dashboard tiles titled ‘In Process Evaluations by Supervisor,’ ‘In Process Evaluations by Rating,’ and ‘In Process Evaluations by Bargaining…,’ each showing bar chart elements. On the right side, a white box titled ‘My Staff’s Performance Evaluations’ displays one item. The entry shows: • Evaluation: HR‑000022 • Staff: Linus Test • Evaluation Status: In Process. Above the dashboard, the Salesforce navigation bar shows tabs for ‘Hennepin HR,’ ‘Home,’ ‘Contacts,’ and ‘Linus Test | Contact,’ along with a search bar and icons for settings, help, and user options.”

           I.  If you do not, you will see an icon with 9 dots. Click on the icon, and you will see a list of applications available to you.

           II. Search for ‘Human Resources’

           III. Click on Human Resources Evaluations.

“A Salesforce interface showing the App Launcher menu expanded. At the top left, the grid‑icon App Launcher button is outlined in red. In the search bar below, the letters ‘hr’ are typed. Under ‘Apps,’ the result ‘Hennepin HR’ appears. Under ‘Items,’ the option ‘HR Evaluations’ is displayed and outlined with a red box. The page header shows the Hennepin Technical College logo and navigation tabs for Home, Prospects, and Contacts.”

2. You will now see a list view of your recently viewed Employee Evaluations. Click the down arrow next to 'Recently Viewed'  and select "My Staff's Performance Evaluations"

“A Salesforce ‘HR Evaluations’ page showing the list‑view dropdown expanded. The dropdown button next to ‘Recently Viewed’ is outlined with a red box. In the dropdown menu, the option ‘My Staff’s Performance Evaluations (Pinned list)’ is outlined with a second red box. Other list‑view options shown include ‘All,’ ‘All My Staff’s Performance Evaluations,’ and ‘Recently Viewed.’ The Hennepin Technical College header and navigation tabs appear at the top.”

3. You will now see a list of all the staff evaluations for the staff you supervise over all time. If you want to make this the default list, click the Pin.

“A Salesforce page titled ‘My Staff’s Performance Evaluations.’ To the right of the title, a blue pin icon is outlined with a red box, indicating the list view is pinned. Below the title, the text shows: ‘1 item • Sorted by HR Evaluation Name • Filtered by My hr evaluations – Evaluation Status • Updated a few seconds ago.’ The table header includes columns for HR Evaluation Name and Staff. The single item in the list displays the evaluation number ‘HR‑000026’ and the staff name.”

4. To see your staff's performance evaluations for the current fiscal year, go to "[the current FY] My Staff's Performance Evaluations". If you want to make this the default list, click the Pin. To organize this view by the current status, click on the "Evaluation Status" column and the statuses will be ordered alphabetically. 

Note: The "Not Started" status indicates that your staff has filled out their initial portion of the performance review, but you have not yet added your comments. "In Process" means your have added your comments, but your staff has not yet indicated that they are ready to sign. 

“A Salesforce list view titled ‘FY25 My Staff’s Performance Evaluations’ displaying seven evaluation records. The column headers shown include: HR Evaluation Name, Staff, Evaluation Status, Evaluation Type, Appraisal Period, and Created Date. The ‘Evaluation Status’ column header is circled in red. The list contains entries with various statuses such as Completed, In Process, and Not Started. The Appraisal Period and Created Date columns display corresponding date ranges and timestamps.”

(Optional) If you want to add a list view to see additional information, you can click on list view settings on the right and click clone (uses existing filters) or new (brand new adding your own filters). For more information on how to set up your own list views in Salesforce, please contact Susanne Waldorf, Project Manager in Institutional Research and Salesforce Administrator, at susanne.waldorf@hennepintech.edu. 

5. From the list view, you can click into each staff person's Human Resources Evaluation by clicking on the Human Resources Evaluation Name (i.e. HR-000201). 

Resources

Article on how to log in: https://services.hennepintech.edu/TDClient/2199/Portal/KB/ArticleDet?ID=143441

Log In URL for Salesforce: https://hennepintech.my.salesforce.com/

Details

Details

Article ID: 143445
Created
Thu 4/18/24 6:28 PM
Modified
Wed 2/25/26 11:35 AM