Once you have configured the details of your discover form, you can now focus on its content, which is managed within the Questions tab. On this tab you can add pages, insert fields and questions from the database or even create your own bespoke discover fields to populate your forms.
In this article we will explore how to add the different types of fields and questions available to you, along with adding pages, managing conditions and field settings.
To jump to a specific section in this article, please use the links below:
- Adding Fields
- Managing Discover Fields
- Managing Standard Fields
- Scoring & Grading
- Adding Pages
- Previewing your Form
Having accessed the Questions tab, you'll be able to see the questions already added to your form down the left hand side of the screen, with a settings window for the selected question on the right.
To add a new question, field or page, click Add. You'll now have three options:
- Discover Fields - These are bespoke questions. There are several types of Discover Fields available to you, which are described below, but you can use these to gather any information you like. The key thing to remember is that Discover Fields only exist within that form. As a result, any data gathered through the use of a Discover Field is not reportable and cannot be downloaded or displayed in a grid within the system.
- Standard Fields - This option allows you to insert any existing candidate facing fields from the database. The data gathered using Standard Fields are fully reportable and exportable. These fields are typically used to display saved information (such as Candidate Names or Job Descriptions), but can also be overwritten when the form is completed i.e. if you display the Candidate Name and it is set to editable by the candidate, whatever they enter in to the form will over-write the existing content of that field. Given the potentially sensitive nature of the data contained within these fields, whenever a Standard Field is included in a form the Candidate completing the form will be required to log-in to the Candidate Portal before viewing and completing it.
- Page - This option inserts a Page Break in to your form, giving you the facility to spread your questions across several pages without having to create multiple forms. This facility has two main benefits: first, it allows you to create specific sections within the form, gathering all related data within the same section, then moving on to the next; second, this creates automatic save points within the form - only when a form is submitted are the answers saved, so by breaking the form down in to several pages, the answers to the current page are saved when moving on to the next.
Hint - When adding Standard fields you'll have to pick them from a list, which might be quite long. Typing the name of the field you're looking for will automatically filter the list, showing you those fields whose names match what you've typed. If you're not sure what the field is called, try opening a duplicate tab, by right-clicking on the browser window tab at the top of the screen and selecting duplicate, then opening a record which contains that field. From this list you can select either a single or multiple fields to add to your form, which you can then rearrange as required.
Managing Discover Fields
As mentioned above, Discover Fields give you the facility to create your own bespoke questions to use within that form. When adding a Discover Field, you'll have the following question types available to you:
- 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 can not support you with HTML or coding errors, so you should seek professional help with any HTML you wish to embed. Certain HTML functions are also restricted, to protect the integrity of the form.
- Page Text - Link to Company File - 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.
- 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 Grids - 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.
- 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 Number - 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.
Hint - 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.
This is the standard list of question types available in all systems. There are additional question types available which require additional configuration before they can be used, and in some cases come with an additional cost. To learn more about these premium question types, including Situational Judgment Tests (SJTs), Video and Audio Interviews, please have a look at this article.
Managing Standard Fields
When adding Standard Fields in to the form, as described above, they 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.
Hint - As mentioned above, you can drive show / hide conditions based on the responses to certain questions. Below the list of values, you can use toggle Show / Hide to make additional questions appear based on the option selected. Simply tick this box, then select the value within If Answered and the subsequent questions or fields to show. Remember, though, you need to add the question/field you want to show or hide to your form before you can set this behaviour.
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. Ticking Enable Grading within the question will add a Grade picker to each response, allowing you to specify a grade for each answer.
Hint - The options available are determined by the scoring and grading options selected on the Details tab of the form. For more information on selecting Scoring and Grading options within the Details tab, please see this article.
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.
To add a page break to your form, click Add and select Page. You'll be able to give the page a name, which is visible to candidates as part of any navigation menu, and specify what happens when the page is complete. For example, you can continue to the next (if anything follows) or complete and submit the form.
All fields and questions listed below the Page within the list of questions on the left will be displayed on that page. The change the order of the questions included on the page, simply drag and drop them around as appropriate. You can also change the order of the pages, using the arrows next to the page name.
Hint - 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.
Previewing your Form
When adding questions, you can preview how the form looks and functions using the Preview tab. This will help to give you an idea of the candidate journey, which can be especially useful if you have added pages. You can also use the form preview to check the configuration of any show/hide toggles, along with any required fields.
We'd recommend using the preview before publishing your form to sense check each field and ensure you're happy with the candidate experience.