Once you have created your form, its now time to populate the form with the fields you need completed when it's filled out.
This is done within the Questions tab of the form and allows you to add Discover Fields, Standard Fields and Pages.
🤓 Tip as you add fields and content to your forms, don't forget to use the Preview tab This will allow you to get a better understanding of the candidate experience as they complete the form. This will also help highlight the flow of the form, including if any show / hides haven't been configured correctly.
Discover Vs Standard - Which Fields to use?
When you click + Add, the first choice is to decide which type of field to use. There are benefits of both, depending on the information you are looking to capture, what you need to do with the information and the candidate journey:
Discover Fields - These are single use fields which only exist within the form itself. These cant be used to update candidate records, nor can you report on or export the information captured. However, it does give you complete flexibility in your form to add questions in any format you wish, allowing you to create your own questions. These are ideal when you have unique scenarios in which the information provided is only relevant to this form.
Example - You are advertising a role which requires to be filled very quickly; so quickly in fact, that you already have interview slots booked and an immediate start date. You can use Discover questions to add in knock-outs to your form, along the lines of 'Are you available to interview on Thursday?' or 'Can you work this weekend?'. The answer to these questions may have a big bearing on whether you proceed with the application, but isn't something you will later need to report on or export, nor will the response be relevant to any other application.
Standard Fields - This is the library of fields which already exists within the database (including any Custom fields you have created) and allows you to use them to capture or update information stored within the record. You can also draw through fields from other record types, such as vacancies, contacts or companies, which will show as read only when completing the form. This is a great way to showcase the job advert whilst a candidate applies or reference contact information during onboarding etc.
Example - Standard fields should make up most of your forms and should be used for any information you need to report on (ED&I), export (new starter info) or use to interact the candidate (email & address etc).
Adding Fields - Discover Fields
Once you have decided which type of field to add, use the + Add option and select Discover Field if you want to create your own 'single use' field.
Page Text - Section Heading - This option adds titles to the page, which can be used when creating new sections.
Page Text - Paragraph - This option is used to add text to the page. Typically this field is used to provide information about the form and instructions for answering the questions.
Page Text - HTML - If you want to make your text fields a bit more interesting, link to external pages or embed Images and Videos, you'll need to use the HTML field. The editor includes all your basic text formatting options (Bold, Italic, Font, Colours, etc), but also includes hyperlinking options. Using the HTML tab, you can insert your own custom HTML code to do things like embed video content.
📌 Note - Whilst HTML editors are available, Eploy does not offer support for working in HTML. Ensure you have the right resource available to help you create HTML templates to make the most of these fields. Please note that certain HTML functions are restricted to protect the integrity of your web.
Page Text - Show Files from Selected Company - If you'd like to share any documents, policies or handbooks with candidates as they complete the form, you can use this option to link to any document saved against a Company record within your system.
Page Text - Show Files From Vacancy - use this option to display a file saved against the Vacancy, e.g. Job Description. This option can be especially useful if you're asking Candidates to explain how they meet key criteria contained within the Job Description.
Input - Short Answer - This is a free text, single line field for the candidate to complete. You can set a minimum and maximum character length for these questions.
Input - Hyperlink - This field gives your candidates a specific place to provide useful links. For example, if you'd like your candidates to provide a link to an online portfolio or some other website, use this field.
Input - Long Answer - This is a free text comments box for candidates to provide longer, more in-depth responses. You can set a minimum and maximum word count for these questions.
Input - Drop Down - This question type asks the candidate to select a single answer from a drop down list. The answers available within the drop down are managed from within the question itself, not the drop down list option within the admin menu.
Input - Multiple Choice - Similar to a drop down, this question type gives your Candidates the facility to select a single answer from a list, but rather than being presented as a drop down, the answers are displayed as a series of tick boxes. Alternatively, you could display each answer as a button, which can make your forms more engaging by adding a splash of colour (choose from Grey, Red, Yellow, Green or Blue).
Input - Multiple Choice Grid - Using this question type you can provide multiple options for a candidate to select against a series of related questions. For example, you could use this question type to set a scenario and ask the Candidate to indicate which option they are most likely or least likely to select. You could also use this question type to create a simple Likert scale when gathering feedback.
Input - Checkboxes - Similar to multiple choice, but this option allows candidates to select multiple answers or tick all the options that apply to them. With minimum options to select, you can make it required for the user to select so many from the list.
🤓 Tip - This is a great way of creating competency questions, as you can create a checkbox list of different competencies, then force the users to select a minimum amount. As they select each option, you can then show/hide extra fields that relate to each competency.
Input - Date - This option inserts a date field, with a date picker, into the form
Input - Number - This question type inserts a numbers only field in to the form
Input - Decimal - As above, but with the addition of decimals allowing you to be even more specific. Ideal for monetary values.
Input - Uploadable Files - This will allow the candidate to upload a file of a certain type.
Input - Signable Files - As part of our eSignature module, you can host signable files as part of the form e.g. employment contracts.
Input - Downloadable Files - This allows you to host or create a file which is available for the candidate to download as part of the form.
Having selected the question type, you can add a description for the field, as well as any responses, limits or mandatory settings.
For each field, you can also chose to add help text, either as a description (which shows on the page below each field) or as a help pop-up, which will appear as a help (?) icon.
These are the standard list of question types. Premium question types such as Situational Judgment Tests, Audio and Video Interviews are also available. Please speak to your Account Manager or the Support Team for information on adding these premium features to your Eploy system.
Adding Fields - Standard Fields
When adding Standard Fields, click into the Standard Field drop down and select all fields that you'd like to add - you can do this one-by-one or add several fields all at once.
🤓 Tip if you can't find a field that you'd like to include check three things:
doe your User Role have permission to see that field?
Is the field set to display to Candidates? This is a common mistake, especially with custom fields
Are you looking for the right Field Label? Custom Fields can display with one label in the core system and a different label in the Candidate Portal e.g. "Age" vs "Please select your Age"
Your selected fields will all be added as a block to your list of questions. You can then drag and drop each question individually to the appropriate position within your form. Clicking on the individual field will allow you to configure its behaviour:
Load Existing Value - If the field has previously been populated, this option will allow the candidate to overwrite the information recorded.
Draw Empty - Even if the field has been previously completed, the field will be blank when displayed to the Candidate, meaning they always have to complete it. This can be useful for declarations or key information which needs to be confirmed each time e.g. Right to Work.
Draw Read Only - This will load the existing value, but it will be displayed in a Read Only format, meaning the Candidate cannot change or overwrite the content. This can be useful to reference previously provided responses, or when you want to include Vacancy Information
Draw Hidden - This setting will add the field to the form, but it will not be displayed to the Candidate. This can be useful if you'd like to drive show/hide conditions, for example, showing questions specific to Internal Candidates based on whether they are marked as Internal.
As well as setting the field behaviour, you can tick to make the field active or mandatory on the form.
Toggle Show/Hide
Any field you add that includes response options (such as Drop Down Lists or Check Boxes) also includes the ability to show additional questions based on the response given.
To activate this feature toggle the Show/Hide option.
For each If Answered option required, select the field you'd like to Show.
Click Add to add additional show/hide options.
🤓 Tip there is no need to assign a show field to each answer option. You can also select the same answer option multiple times to display multiple fields based on a single response.
Scoring & Grading
When looking at the settings for each question, if you have activated Scoring within your form, you'll see extra options to each response. These extra options allow you to add a score or value to each response option. Select Enable Grading within the question to add a Grade picker to each response, allowing you to specify a grade for each answer.
When you add a field which can be scored, e.g. drop downs, multiple choice and check boxes, next to each response option you'll can add a score. The score awarded for each response selected will then be added to the total score of the form. If you have opted to use Grade by Questionnaire Score, this total will then determine a grade, as outlined on the details tab.
If your form is using Set to Lowest Question Grade, you will also have the option to enable grading on the question. In this scenario, you are able to add a score to each response and a specific grade. Using this method allows you to add minimum requirements or knockout questions to your form.
Adding Pages
Pages allow you to split your form into smaller, more manageable chunks for candidates as they complete them. This can help to improve the candidate experience as the form can feel less lengthy if split over multiple pages and can be used to help with candidate navigation as they complete.
Use + Add and select Page to add a new page, then continue adding new fields or dragging and dropping existing fields onto the page as required.
Click into the page title to change the page name (which shows as part of candidate navigation) and you can even reorder pages too. If you are using Indeed Apply, you will also be able to mark the Page as an Equal Opportunity page. This should be done if you have any fields or questions which relate to Equal Opportunity data, so Indeed can track this as part of your flow.
🤓 Tip - As part of the responses used for scoring and grading, you can also navigate to different pages using the response. This is done using the GO TO function, available within drop down, checklists and multiple choice responses.