Your Eploy system includes two types of Fields:
Standard Fields are the collection of default fields available within all systems and include minimal customisation option
Custom Fields are new fields created specifically for your organisation and can be fully customised by you. You can also create your own custom fields directly within Eploy.
🤓 Tip whilst it's entirely up to you what customisations you make to both Standard and Custom fields, we'd recommend having a conversation with the Support Team when making major changes. We can discuss best practice, hints and tips and let you know if any of your proposed changes will have an adverse impact on your process and any integrations you may have.
Managing Standard Fields
Begin by navigating to Admin > Customise Fields > Standard Fields.
You'll now be looking at the Customise Fields grid view. This grid view will list every Active Standard Field within your Eploy system, and this can easily run to more than 8,000 fields in a typical Eploy system.
To locate the field to customise, first select a Program Module. This is the area of the system which contains the field you'd like to customise. If you're not sure which Program Module to select, please contact Eploy Support for assistance.
🤓 Tip although there is no Search function on this page, pressing CTRL+F on most modern browsers will open a Find window that you can use to search through all the text displayed on-screen.
Having located the field to customise, click the Field Label.
For each field there are three customisations available to you:
Active - toggle each option to activate the field within each area of your Eploy system
Required - toggle each option to mark the field as Required in each area of your Eploy System.
Description - use this option to give your field a different description (field label/name) in each area of your Eploy system. For example, you can have a business focussed name in the Core System and HM Portal, with a more candidate friendly name appearing in the Candidate Portal.
Click Save once done.
🤓 Tip if the change isn't immediately visible, try logging out and back in.
Managing Custom Fields
Custom Fields allow you to capture additional information not available as a default within your Eploy system.
To create and manage custom fields navigate to Admin > Customise Fields > Custom Fields.
There are three options available.
Field Groups
These are the groups that appear down the left-hand side of the Summary page within any record and allow you to group together similar or related fields
Create a new Field Group by selecting New from the toolbar then:
Give your field group a Title. This is how it will appear within your selected Record Type
Toggle to include the group on Insert and Edit All - creating and editing a record, respectively.
Finally, indicate where in the list of existing field groups your new group should be inserted below.
Click Save once finished.
📌 Note - your new Field Group will only become visible within the record when at least one Field has been added to the group.
🤓 Tip - to re-order your existing custom Field Groups within a single record, click on the Insert Below number next to a suitable Field Group within the Field Groups grid than, in the new winder, drag and drop your field groups into a new order.
Fields
This tab lists all existing custom fields in your system. You can filter the list by Field Group and Record Type. There's also a search box and Advanced Filter available.
To edit an existing field click the Field Label.
To create a new field click New in the toolbar and select either:
Page Text - a collection of fields that display information. There are three options - Section Heading, Paragraph and HTML
Input Field - use this option to create a field that you'd like to use to capture information
You'll now be able to specify the details of your new field:
Field Group - select which Field Group to put the field into. If multiple field groups have the same name, the record type is displayed in brackets after the name e.g. Additional Details (Candidates).
Field Type - Input Fields only. Select what type of field you'd like to create (see below)
Insert Below - select which field within the selected Field Group should appear immediately above your new field
Field Identifier - HTML Fields Only. Provide a suitable short name for your field. This will be displayed as the name for your field when selecting from a list e.g. when adding a field to a Discover Form
Field Label - enter the field name or text to display
Input Fields include additional options:
Required - toggle to mark as Mandatory
Help Description/popup - use this to add any required help text. Descriptions appear beneath the field with popups appearing as a ? popup.
Show on Focus - toggle to force the help popup to appear automatically when the field is selected
Help Popup Link - if more detailed help can be found on an external website, add the URL here for it to show as a Read More link within the help popup
Finally, you can vary the field behaviour within the Candidate, Hiring Manager and Vendor portal:
Mark as Active and Required
Provide a different Label and Help Descriptions for each portal
Having populated all fields, click Save.
📌 Note any user with Field Access restrictions associated with their User Role you will not be able to see your new field until it has been included within the Field Access settings for that User Role.
🤓 Tip if the field doesn't appear straight away within your selected Record and Field Group, and your user role does not include any Field Access restrictions, try logging out and back in again.
Field Types
Which Field Type you select can have a major impact on how your data is collected and displayed:
Input -Shot Answer - This field type is designed for simple responses and is displayed as a single line to candidates. You can also specify minimum and maximum character limits
Input - Long Answer - Long Answers are displayed as a larger comments boxes. You can also specify minimum and maximum word limits
Input - Drop Down
When adding drop down lists, you need to set a display format and then select the option type:
Default display type - This will appear as a normal drop down list, where the option can be selected.
Searchable display type - This means that the drop down list will allow you to type and search for specific options within the list. This is effective for when you have a large list with lots of different options available.
Option Type - This is the content of the drop down list, allowing you to select from standard lists or any custom user option types you have set up. Once selected, you can preview the content of the list, which will open the drop down list admin.
Input - Drop Down (Text) - Similar to a drop down list, the text option will automatically include 'Other Please Specify' at the bottom of the list and, when selected, will display a single line short answer to prompt the respondent candidate to provide further information.
Input - Multiple Choice - Similar to a drop down list, this option allows you to pick an option type, but the values will be presented as a series of selectable options with the respondent only able to select one.
Input - Checkboxes - Similar to Multiple Choice, Checkboxes allow the respondent to select multiple options from the list. Several display options are available.
Input - Date - Allows the respondent to enter dates. The default display format includes a calendar icon which can be used to select a specific date.
Input - Number / Decimal - These options allow the input of numeric characters only. Both options allow for a display format of default or currency, though it is recommended to use Decimal fields if you intend on creating any monetary value fields.
Input - Yes / No - Ideal for quick responses to definitive statements (do you have a valid driving license etc), the YES / No input also supports multiple display formats:
Checkbox - Showing only one option to tick, this is ideal for declaration agreements.
Radio - This will show both a YES option and a NO option.
Radio with Not Specified - As above, but with an additional option for Not Specified which will be the default.
Input - Linear Scale (1 to 5) - This option will allow the candidate to input a score of 1 to 5 for their response, which is great for standardised feedback.
User Option Types
A User Option Type is a simple, unformatted list of Values that can be used within any list-based custom field e.g. Drop Down Lists
Click New within the Toolbar. Give your list a Title and click Save.
You'll now be able to manage the contents of your list by clicking Manage or navigating to Admin > Drop Down Lists and selecting your new list from the Show Values For field.
🤓 Tip when creating a list-based custom field, if the user option type required doesn't already exist, create it before creating the field - you won't be able to save your new field without selecting. You don't have to add in all your values, just ensure the user option type exists.