A. To make the right choice of field category, you should answer the following questions:
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Is the data field useful beyond the onboarding process?
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Is the data field applicable broadly to many employees and belongs to employee records?
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Is the data field likely to be accessed outside onboarding forms/tasks?
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Is the data field a custom field in Evolve ATS?
If the answer to one or more of the questions above is 'yes', then you should consider creating a custom field. Also, when unsure about the decision, you will generally be better off creating a custom field. The only downside of creating a custom field (that could have otherwise qualified as an ad-hoc field) is that you may clutter the custom fields list.
- Custom field - This is a category of user-defined fields that can be associated directly with one of the employees and intended to be a part of the employee record, e.g., employee salary and employment type. It could also be a field directly associated with the company or department, e.g., business units. Such fields are more likely to be transferred to the HRIS system and permanently on the employee record.
If you need a field to be used in use > act then purge manner, then an ad-hoc field is your choice. An ad-hoc field may also be called a 'form-specific field'. A great example of this is a procurement form. This form would have fields for chair types, desk types, and other facilities. Most typically, you must collect the employee choices to procure these items. You rarely need to use this data once procured, and the employee is onboarded.
- Ad hoc field – This user-defined field can be more aptly associated with a form/task. It may or may not be associated with an employee, e.g., employee laptop choice or onboarding survey response. Such fields are more likely to be used during Onboarding but will rarely be needed in the future.
A. Once you create a custom field, you cannot delete it. You can only mark it as inactive. Also, you can not change the field type once you create a field. For example, you may not change a checkbox to a radio button. You can edit the values. For instance, you can add or remove items if it is a drop-down list.
A. If you make one inactive, it will remain in any existing tasks, and no data previously collected will be deleted. However, it has been removed from the UI, so you won't be able to use that custom field for any new tasks that you create. You can also reactivate custom fields if you want to use them again.
A. Yes. Ad-hoc shared fields can be deactivated by navigating to your user menu > Admin > Onboarding> Shared ad-hoc fields > click on the Active link next to the field you want to deactivate.
A. Any overdue reminders and task activations (scheduled task activations) will occur at noon on the assignee's local time.
A. Milestone is a task template. It is used for integrations. Fields that are added to the milestone task are view only.
A. The corp email task drives the account merging, i.e., new hire personal email to corp email. If deletion is allowed, it will create weird situations. Hence, you can either add it to the process or not. But if you add it, we want it to be uniform across the company; therefore, it is the default.
A. Yes. Using the Document Upload Task Template, Evolve ATS Onboard helps you go paperless and improve accountability and overall efficiency of the onboarding process by allowing new hires to upload and submit files, such as a driver's license, academic transcript, employment eligibility verification, professional certification, etc. directly from their onboarding portals.
A. They have access to it as long as they're employed.
A. If you are collecting information via a Form Builder Form and require a signature, the new hire must accept the Consent agreement before proceeding. This is an Evolve ATS Consent Screen as we are tracking information about the new hire, so it cannot be deactivated; however, it will not appear again after it has been agreed to.
A. Yes. If the value needs to be larger, use Single-Line Text with only the advanced digit options.
A. The link to the asset only works if you are logged into your Evolve ATS account. Once a new hire is logged in, they can download the file. We recommend having a task that the new hire is required to complete. This way, if the new hire ever loses the form, they can go back into Onboarding and download it again. This also takes away the requirement for you to provide the documents.