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Custom Forms

  • SmartRecruit


Enabling administrators to set up custom forms which recruiters can distribute to candidates to complete. The feature works for both internal and external candidate.

Setting Up Custom Forms

Under Settings/Admin > Configuration, there is now a new page called “Forms” which allows administrators to see basic information such as:

  • a list of all forms,

  • which email templates a form has been added to,

  • when the form was last modified (and by whom),

  • whether the form is active or not (more details in the “sending custom forms” section below).

In the top right corner of the page, administrators can create new custom forms.

Screen Shot 2021-01-07 at 8.09.44 AM.png

In the form builder page when clicking on “create new” form, the user will see the page divided into a few main sections:

  1. Top bar: to input the form name, save and publish the form.  

    • “Save” will make the form visible in the forms library above but not move it to an active state in case it needs to be reviewed by others first.

    • “Publish” will make the form both visible in the forms library AND make it active.

  2. Left panel: which allows user to search for the respective candidate fields that need to be added to the custom form.

  3. Right panel: provides a preview of the form and allows administrators to make adjustments to the layout.

Screen Shot 2021-01-07 at 8.11.22 AM.png

Forms Fields (as shown in the left panel) are the input fields which are sent to candidates to fill in.  This list sources from the list of candidate fields setup in Settings > Candidate fields.  Users can simply be drag and drop the candidate fields they want added to the form directly into the right panel.  Candidate fields added will be shown on all forms sent to candidates and cannot be further configured based on org fields (i.e. you cannot add "Application Driver's License" candidate field into the form and specify that it only shows up for candidates that applied to jobs in the US).

Once a field is added to the form, hovering on the field on the right panel will allow the user to reorder fields or remove fields from the form.  Click on the field, users will be able to make edits to the form specific configurations (field title, hint text and required flag) on the left panel.  Candidate field specific configurations will still need to be done in Settings > Candidate fields.

All edits will only apply to forms that are sent on a going-forward basis. All forms that have been sent to candidates regardless of whether they have returned the form will not be updated. Recruiters will need to be notified of the change and determine whether the updated version of the form needs to be sent to the candidate.

If the user is not able to find the desired candidate field with the search bar on the top of the left panel, new candidate fields can be created directly in the form builder by clicking on the “+” sign on the right of the search bar. This will bring up a “Create New Field” section on the left panel where administrators can configure the below:

  • Field name (internal) = this is equivalent to the field name that will be used under the candidate field list

  • Field titleHint text and Required Question toggle = these are form specific configurations that are stored only on this form and are not visible nor editable in the candidate field list level.

  • Question Type and User Permissions = follow the same setup as candidate fields (see Configure candidate fields article for more details)

This is just another entry point for users to be able to create candidate fields directly in forms so they do not need to exit the form, create the candidate field and come back to the form.  Everything created here will automatically be saved as a candidate field with the same permissions and settings (and hence the question types found here will also be consistent with what is already available when setting up custom candidate fields).  Note: this only allows creating new candidate fields.  All edits to candidate fields will need to be done in Settings/Admin > Candidate Fields.

Design components will only include 2 items at the moment - free text box and divider line.  To customize, once the free text box icon is dragged into the form (or whenever the free text box is selected), users will see the "edit field" box in the left panel where they can enter their desired text, do basic formatting such as setting the format type, bold, italicise, underline etc.  Users will need to select save on the bottom before the text will show up in the preview on the right panel.

Screen Shot 2021-01-27 at 2.14.08 PM.png

Whilst there is no limit to the number of forms that one account can setup, each form can only include a maximum of 200 candidate fields.  For optimal candidate experience, it is recommended for each form to stay below this maximum count (and split the candidate fields into different forms if needed) so candidates do not need to get overwhelmed by an overloading amount of questions in one go.

Sending Custom Forms

Custom forms can be shared with candidates in 3 ways:

  1. By Administrators adding the form to an email template for Recruiters to select,

  2. By Administrators adding the form to a custom email notification that can be configured into a "Send Message" workflow automation, or

  3. By Recruiters directly attaching forms to an email to the candidate (this includes through bulk email messaging from the jobs page, 1-1 email messaging through the candidate's email tab, composing an interview invite to the candidate or corresponding with the candidate through inbox).

In all cases, when creating candidate facing emails, there will be a new icon for forms that appears next to merge fields (as shown in the screenshot below). This allows administrators or recruiters to search for active forms* and add them to the email in the form of a merge field.

*Active forms are determined by whether the status of the toggle in the Forms library. See Setting up custom forms section.

Screen Shot 2021-01-20 at 4.03.54 PM.png

Forms sent to candidates will apply a fixed default branding based on the brand of job application the form is sent for.  i.e. if the candidate applied to a job for Acme Inc., the candidate will see a banner on the top of the form with the brand color and logo applied.  This will change based on the job that the form is sent for and is not customizable.

Screen Shot 2021-01-13 at 8.19.30 AM.png

Tracking Candidate Submissions

Once a form is sent to a candidate, the form name, status and last updated date will be available in the candidate’s profile in a new tab called “Forms”. With 3 different status available:

  • Scheduled to be sent (if the form is attached to an Send Message notification through Workflows Automation)
  • Sent but pending candidate to complete the form
  • Completed by the candidate

All behaviors of a candidate field will stay the same (i.e. public API integrations and report builder functions using candidate fields will continue to work as-is).

When a recruiter clicks on a form, they will be able to see the list of fields that were sent to the candidate underneath the summary to make it easier to review candidate submissions.  This list will be limited to what has been configured in the Candidate field - if this is selected to appear on the Candidate Profile and if the user needs full access to see it. 

Edits to candidates fields can now be completed through the Application fields widget as well as on the Forms tab - users will just need to select the form they would like to make edits to (or select "view all fields" to see all candidate fields), and click on the "edit" button on the top right corner in the summary box that appears to make changes.  A "save" and "cancel" button will appear at the bottom once the user is in edit mode to save all edits done.

Workflows Notification (screenshot 7).png

What each users see in this tab is controlled by the permissions set in Settings/Admin > Candidate Fields and Settings/Admin > Hiring team roles under "Application Fields" and "Restricted Application fields" (see Configure candidate fields article for more details).

Form submissions are tied to a candidate's application and will not be transferred if they are moved to another job.  Recruiters will need to send the form based on that application to ensure the data is up-to-date and relevant to the new job they are added to.

Reporting and public API

Candidate Field reporting and public API will not change for forms.  Users will be able to report and build integrations the same way as they currently do with candidate fields.  There is no form level reporting or public APIs at this point.

Exception Management

Managing Duplicate Forms

There will be instances where recruiters may not remember to check the forms tab to see what forms are scheduled to be sent in future steps.  As such, there are warnings implemented to remind recruiters that they may be sending forms prematurely. 

  1. When a recruiters tries to manually send a form which is scheduled to be sent later on through workflows, the user will see a warning and be requested to confirm whether to include the form in the email being composed, or remove the form.Workflows Notification (screenshot 8).png
    If chosen to still send the form, the recruiter will see the form appear twice in the forms tab (one row per status):Workflows Notification (screenshot 9).png

  2. Similarly, when a recruiter moves a candidate to a hiring step which would trigger a form previously sent by the recruiter, they will also get a warning to let them know moving the candidate to the step will trigger the form to be resent to the candidate.

    By selecting:
    -- Yes, resend The templated email notification will be sent to the candidate and the candidate will be able to resubmit the form with updated information if needed.  If the candidate had already submitted the form previously, that data will not be cleared.  So if there are no changes needed by the candidate, they can ignore that form and do nothing.
    -- No, do not resend The candidate will continue to move forward to the specified step but the templated email notification will not be sent to the candidate.  If the email notification includes multiple forms (some which were not sent to the candidate previously), these will remain unsent.  Please be mindful when selecting this option.
    -- Cancel Cancels the “Move Forward” action.

    Workflows Notification (screenshot 10).png

    This warning will only appear when a user explicitly moves a candidate to a different hiring step, for example:
    -- through the “move forward” button on the candidate application profile 
    -- mass “change candidate status” action button in the job details page, or
    -- scheduling an interview (if users selected to move the candidate to a different step when the interview is scheduled) etc.
  3. If the candidate will be moved automatically due to other actions done on the candidate application (such as sending or manually accepting and offer), this warning will not trigger and by default the notification will still be sent to the candidate.  This is because resending forms will not clear out data that has already been collected from the candidate.  Candidates have the option to submit updated information or not take any action on the form. 

    If the same form has been included in multiple notifications throughout the hiring process, a warning will also appear next to the form.  Clicking on the form, will show more information on the steps that this form is duplicated in.  Recruiters will need to notify their administrators to review the Hiring Process and Custom Email Notifications configuration to remove such duplicates.

    Workflows Notification (screenshot 11).png

Candidate status moves instructed through Candidate API will also not return an error if the Send Message block triggers forms to be resent to the candidate.  If the configured notification includes duplicated forms, the configured email notification will still be sent.  This is because resending forms will not clear out data that has already been collected from the candidate.  Candidates have the option to submit updated information or not take any action on the form.