Form Types
Within Discover Forms, there are six different types of Form you can build, depending on your requirements. Whilst the process of building these different form types maybe the same, ensuring you pick the right form type will mean it is available in the right flow and means you will be able to capture the information that you need.
The six different types can be found within Discover Forms from the Admin menu
Screening Forms - Are a legacy feature within in Eploy, there is a high probability that you won't see these forms within your system. Not to be confused with an application form that is designed to screen candidates.
Application Forms - These forms link candidates to vacancies and can be used during the initial application process and throughout the recruitment journey. These forms can be completed by candidates to provide information or by hiring managers to provide feedback after screening and interviews. You can use these forms to capture candidate fields and display vacancy or company information.
Onboarding Forms - These forms are similar to application forms but include the use of hire fields. A hire record must exist in order to complete an onboarding form.
Candidate or Contact Feedback Forms - A feedback form is available for both candidates and contacts, ideal for capturing information and non-recruitment specific feedback. These forms do not link to a vacancy so do not allow the use of vacancy specific information, nor can they be related to a specific application.
Structured Review Forms - These forms are associated with action records and allow to complete specific details for the associated action. For example panel members completing predefined interview questions.
Create/Edit a Form
From the Discover Form grid view, click an existing form's name to edit.
To create a new form, click New within the toolbar.
Enter the following information:
Title - this is an internal only title (so candidates wont see it!) and is used to distinguish the form from others. This will be visible when configuring flows, emailing out forms and when screening candidates. If Hiring Managers have access to the form, they will see & use the title, so ensure that this is clear and concise, eluding to exactly what the form shows & when its used.
Description - Similar to the title, the description is an internal field and allows you to add further context to the form. This can be a great place for you to outline how and when this form will be used, as well as detail the scoring and grading methods.
Active - Once ticked, the form will be available in flows and if emailing out to candidates / contacts as applicable. Leave this unchecked until you have full configured your form.
Show to Hiring Managers - This option determines whether the Hiring Manager will have visibility of the form, either to review information provided by the candidate or to complete on their behalf, providing feedback on the applicant. Once ticked, the four following Hiring Manager settings appear.
Show Grades / Scores / Statistics to Hiring Managers - These options will allow the HM to see the score or grade of the completed form, when reviewing candidates. This can include both the grid view of the portal, as well as within the application dialogue. If Grades is ticked, you can also allow for HMs to manually grade any forms which have been completed.
Allow Hiring Manager to edit questionnaire - This option will allow the HM to make any changes to responses or complete the form on behalf of the candidate. Select this option if the form is intended to be completed by a Hiring Manager (e.g. an Interview Feedback form)
Editors - From here, you can select any users who are able to edit this particular form. This can be especially useful if you don't want anyone else to be able to edit or change your form. Leave blank to assign no editors, which will allow any user with access to Forms to be able to update in the future.
Force Candidates to Log In - This option only applies if you are creating a candidate feedback form and if you chose to use only Discover Fields. It allows you to control whether the candidate is required to be logged in to complete the form. If you add any standard fields to the form, candidates will be forced to log in, in order to protect the integrity of any data shared within the form.
Scoring & Grading
Now that the details of the form have been configured, you can now outline how any scoring and grading will need to work.
If you don't want to score or grade your form, set the Enable Scoring option to No Scoring.
To use scoring and grading, select Calculated and then chose how to grade the form:
Grade by Questionnaire Score - This method allows you to allocate a score / points to each question / response, but using the cumulative total to set the grade. When selecting your grade type using this method, you can indicate the score required for each grade available.
Set to Lowest Question Grade - This method focuses on minimum requirements and allows you to easily create knock-out style questions. Simply allocate grades directly to your questions and responses and at the end of the form, the candidate will receive the lowest grade they received from all the questions for the overall form. Use this method if you have at least one question on your form that could disqualify the Candidate from proceeding (e.g. Right to Work)
Grade Manually - This allows you to take control and assign a grade to the form once the candidate has submitted it. This is ideal for when the questions aren't quantifiable or measurable and requires that human judgement (e.g. free-text questions)
Once you have settled on your chosen grading method, you can then set the Grade Types you wish to use. As standard, these come as alphabetical, star ratings, traffic lights or simply pass /fail.
🤓 Tip additional grade types can be added within Admin > Drop Down Lists > Grade Types. Having added your grade type, a new option will be added automatically within the Show Values For drop down called Grades [YOUR GRADE TYPE] - select this item to add the grade breakdown.
Confirm the grade type you wish to use and click Save to confirm. This will create the form and allow you to start adding questions to your form, as well as update these details in the future.