Ready to begin building Form Flows?

You need to ensure you have your recruitment workflows set up with the correct statuses, you need forms configured and you need to think about any conditions to dictate the candidate journey.

It can be a bit overwhelming to get started, so have a look at the advice below to help ensure that you have everything you need to build your perfect form flows.

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Have a Plan

Flows can get complicated quite quickly, especially when you try to think about all the different journeys or processes a candidate needs to go through - think about the differences between internal and external candidates, or even the different requirements across your departments.

With this in mind, it helps to have a clear plan to help ensure you stay on the right track. Here are few things to help you get started:

  • For applications, does every candidate complete the same journey? Or do you need specific questions for different types of role, for different departments or even different types of candidate? Flows give you the flexibility to do so; so think about the needs of the business in regards to the information required, as well as the candidate journey.
  • If you are going to have different journeys, is there something quantifiable that you can use to distinguish between the options, such as a brand recorded on the vacancy or a department?
  • Do you need to capture all the information you need at the application stage, or can you capture it at different stages of the process?  You can have separate flows for each stage of your workflow, meaning you can improve the candidate journey during the application stage by choosing to gather information later in the process - i.e if you need to gather references at the interview stage, you can capture referee details later in the process with a separate flow, thereby making your candidate experience at the initial application stage simpler.
  • The information gathered at the beginning of the flow can be used to influence which journey the Candidate takes, dictating whether they go down route A, B or C.  For example, you could ask a question on the first page of the application which has three possible outcomes - Route A for experienced Candidates and Route B for Junior Candidates, whereas candidates with no experience can get knocked out at that stage, skipping all remaining forms.  You could even ask a Candidate if they're able to complete a Video interview at this stage - if they can, they see the Video Interview questions; if they can't, those questions are skipped and you can assign a different Application Status at the end of the flow reminding you to send the Video Interview questions to the Candidate at a later stage within your Workflow.
  • In the case of Onboarding, are you using single or multiple stages in your Onboarding process? You can create multiple touch points for candidates or use our auto merge documents to reduce the need for any admin intervention.

If you make sure you consider all of these points as part of your plan, you'll be in a much stronger position to get your flow right first time.

Don't stop there though, carry on reading this article before getting stuck in as some of the answers to the points above are elaborated on within the rest of this article.

Set up your Drop Down Lists

We've already asked you to think about your Drop Down Lists when creating your Recruitment Workflows, and you've probably got everything covered; but it's a good idea to double check that you've got the Application and Placement Statuses in place ready to use within your Flow.

If you want to use an Application or Placement Status as either a start or end point for your flow, you need to make sure they've been added to your workflow.

You also need to think about the questions or fields you're using as conditions within your flow - if there are multiple possible answers to a question and the Candidate or User needs to select one, you need to ensure the options have been added in to the system before you can add them as a condition within your flow.

To learn more about editing your Drop Down Lists, please see this article.

Create your Forms

Flows are made up of transitions, conditions and different forms, so you need to ensure that you have the appropriate forms set up first. You can do this by going to Admin > Discover Forms

When you're creating your forms, make sure you've picked the right type.

Note - If you are migrating to Flows from using Screening Forms for your application journey, you will need to copy your screening forms into application forms. You can do this by clicking into the screening form and clicking Copy to Application Form. This means you can very quickly rebuild your application journey using our flow processes.

To learn more about creating and managing Discover Forms, please see these articles.

Do you need extra questions or fields adding to Eploy?

When creating a Form, you can add one of two types of questions: Discover Fields or Standard Fields.

Discover Fields are single use and are specific to that form. The response is only used within the form and are great for capturing information that is only relevant to that form.

Standard Fields are actual fields used to store information within the record and are fully reportable and exportable.  This is great for gathering important information which you want to store within the candidate or application, such as address, ED&I or contact details.

You will likely use a combination of both fields throughout your form flows, but its important to consider that in order to create conditions or influence the candidate journey, it needs to be based on a standard field. 

Hint - The best way to think about it is if the information is important enough that you will need to report on or export, then it should be set up as a standard field. To do this, submit a request to our Customer Success Team who will be happy to add all the fields you need to the standard field library.

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