Overview
Evolve ATS > Onboarding allows admins to create and maintain data fields specific to their company. It supports multiple types of user-defined fields, depending on how the field will be used.
Audience
Onboarding Admin
Field Categories and Decision Criteria
There are two categories of user-defined fields:
- Custom Field – This is a category of user-defined fields that can be associated directly with one of the employees and is intended to be part of an 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 an HRIS system and permanently on the employee record.
- Ad-hoc Field—This is a category of user-defined fields that 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 the onboarding process but will rarely be needed in the future.
To determine which field category to use, you should answer the following questions:
- Is the data valuable field beyond the onboarding process?
- Is the data field applicable broadly to many employees and belongs to employee records?
- Is the data field likely to be accessed outside onboarding forms/tasks?
- Is the data field a custom field in Evolve ATS?
If the answer to one or more of the questions above is yes, you should consider creating a custom field.
If you need a field to be used in use> act > purge manner, then an ad-hoc field is your choice. An ad-hoc field may also be referred to as 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. Typically, you must collect the employee's choices to procure these items. Once procured and the employee is onboarded, you rarely need to use this data again. Furthermore, there are two sub-categories of ad-hoc fields:
- Private ad-hoc fields—This ad-hoc field can be used only within the task/form it created. It is helpful to ensure that only the intended recipient can provide input for such fields, such as an acknowledgment checkbox for an HR policy document. By making such a field private, the new hire can only check this box. Also, private fields cannot be used in other forms/tasks, limiting the reuse of fields and avoiding data overwrite.
- Shared ad-hoc fields – This type of field can be used between multiple tasks/forms. The data can be overwritten once you share a field between various tasks. You can create this type of field to pass data between functions. You may consolidate data from multiple tasks into a final actionable task, avoiding the trouble of the assignee watching several tasks to pull data. If your task is only informational and pulls data from only one other task, adding this assignee as a watcher is better.
Next Steps
- Create Option Set
- Create Onboard Custom Fields
- Create a Standard Task Template with Option Sets / Tagged Option Sets