A new feature of your Eploy system actually gives you the ability to manage your own fields, updating label and field names to suit your business needs – including alternative field names for hiring manager or vendor portals & friendly descriptions within the candidate portal.
The ability to customise fields is restricted by your user permissions and should only be available to those responsible for maintaining and configuring your system. To grant / remove permissions from users, you can access Admin – Users from the Eploymenu before clicking into a user and switching to the General Permissions tab. The permission that allows Users to Customise Fields is System Admin (Drop Down Lists) so be sure to remove this from any user that does not need to be managing existing fields.
Standard & Custom Fields
Before amending field names, it’s important to understand the difference between standard and custom fields:
- Standard Fields are any fields that are part of the core, default Eploy system. Most fields on your system will be a standard field, even if they have been renamed or repurposed for your version of Eploy. These fields make up the candidate, company, contact and vacancy fields within your system.
- Custom Fields are any that have been added specifically for your system and will be available with any additional tabs we have created for you. These can be hidden from certain users using permissions, as well as being used for authorisation, compliance or on boarding fields.
To begin customising your fields, you can select Admin – Customise Fields – Standard Fields from the Eploymenu.
This will give you access to all the active fields on your system, broken down by the different modules of Eploy.
By clicking into each field, you will be able to:
- Update the field label in the Core System and any additional portals that you may have.
- Control whether the field is visible in each area of Eploy. For example, there may be fields that you have active in the core system but do not require candidates to provide or view those details when they log into their portal.
- Make fields required, so that the record cannot be updated without that particular field being completed.
To help easily find the field that you need to update, there is a program module filter in the top right hand corner:
This filter breaks Eploy down by the different record types, allowing you to easily find where the field is stored. You can also use the Active Only filter to find any fields that are not currently active in the core system, allowing you to store even more information.
The layout of this page is crucial to understanding the current configuration of your system and therefore breaks each field down into the following columns:
- Module – This shows which area of the system the field is recorded in and allows you to understand each record type with Eploy.
- Field Label – This is how the field is displayed in the core system and can be updated by clicking into the record.
- Data Type – This column shows you how information is recorded within the field, either as drop down lists, free text, numeric or Boolean.
- Core System – This shows whether the field is currently active in your core Eploy system.
- Core System Required – As well as the field being active, this will show if the field is mandatory in the core system. If a field is mandatory, then it must be completed before being able to update / save the record.
The same options are then available for the Candidate Portal, Hiring Manager Portal and the Vendor Portal.
When clicking into a field label, you will be able to edit whether that field is active and / or required.
You also have the option to update the field descriptions, which is where the field label and field warnings are stored.
The field label is how the field is displayed in the core system, whilst the warning label will be displayed if the field is not completed correctly. For example, if a mandatory field is not complete when saving the record, you will receive a pop up alert showing the warning label for that field.
If you need to change how the field appears within any additional portals, then you just need to tick the related box to have access to the Field Label and the Warning Label.
Note: When making changes to field labels, the change will take affect from the next time you log into the system. So, after making any changes, log out of Eploy and log back in to see the updated labels within records.