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  2. Evolve Recruitment Marketing
  3. Administration & Configuration

Questions (Apply Workflow)

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Jessica Dearing

Overview

In Recruitment Marketing (RM), the Questions section in Apply Settings configures a pool of questions used in Apply Workflows.

Audience

Company Admins

Navigation

Within RM, navigate to Apply, then click Questions.

view apply questions.png

The list of questions can be filtered by question text or ID. The questions can be sorted (ascending or descending) by:

  • Date Updated
  • Date Created
  • Question ID
  • Language

There is a concept of standard and language-aware questions, both of which can be easily filtered on the list page to identify the desired question(s):

  • All
  • Has Language
  • No Language

Additionally, the search bar can filter question names that start with characters/numbers entered by the user.

NOTE: You cannot search on partial question names; logic is "starts with" not "contains".

question page options.png

You can add a new question to the pool, edit a question, or delete an existing question.

Add a Question

Navigate to Questions, then click + Question.

add question.png

Configure the question by filling out the following fields:

  • Language Aware – Toggle this option to enable/disable language support for a question.
    • When Language Awareness is ON, the question can support multiple languages.
    • The language awareness property cannot be edited once a question has been created. The workaround is to create a new question with the updated language awareness property.
  • Prevent Sync Updates/Removal – This option determines if the question can be updated or removed on an ATS question sync.
    • ON – Enable this toggle to keep the question unchanged when your ATS syncs the questions over to RM. Typically, any manually created question should be set to ON.
    • OFF — A question with this setting disabled will be removed or re-synced with the next sync of the questions from the ATS.
  • Question ID—Enter the Question ID. The Question ID is case-sensitive. Please remember to keep the case consistent when creating Question IDs for multiple locales. NOTE: Use the exact case for the Question ID when configuring Custom fields in Source & CRM.
  • Question - Add the question.
  • Show on Candidate Profile – This option controls whether the candidate's answer to this question is displayed on the Overview and Profiles tabs of their profile. This setting will be applied to profiles going forward. Therefore, the display on existing profiles will not be affected. NOTE: This setting does not control the display of the question and answer on the profile's Other Fields tab. Apply questions will not be reportable unless this toggle is enabled. 
    • ON - The question and the answer will be shown on the Overview and Profiles tabs of the candidate's profile.
    • OFF - The question and the answer will not be shown on the Overview and Profiles tabs of the candidate's profile.
    • Demographic - Indicates that the question is part of US compliance or demographic questions, including EEOC, Veterans, or Disabilities. This initially will be passed to Indeed to display these questions in Indeed Apply with Screening Questions.
      • ON - The question is a US demographic question. This flag will be passed to Indeed for Indeed Apply with Screening question if the question is on any Apply Workflow question step.
      • OFF - Default. This is not a question about US demographics.
  • Type - Select the question type.
    • Yes/No (can be used for Consent questions).
    • Date Short Answer (limit of 255 characters).
    • Long Answer (limit of 8000 characters).
    • Multiple Choice / Single Answer.
    • Multiple Choice / Multiple Answer.
    • Multiple Choice / Single Answer (Centralized List).
    • Multiple Choice / Multiple Answer (Centralized List).

Depending on the question type, additional fields may need to be configured.

updated_add question.png

Click Save. The saved question is added to the pool of questions.

 NOTE: Click Cancel to discard your changes.

Question Type Settings and Configuration Options

Yes/No Type 

There are no additional configuration options. 

yes no question type.png

Date Type

Additional Configuration:

  • Default date to Now - Turn this ON to default the answer to today's date.
  • Read-Only Answer - When the default date is set to today, the field can be read-only to pass today's date to the ATS (e.g., to comply with OFCCP requirements).
  • Minimum Date – This validation rule prevents all values ending before the Minimum Date from being selectable.
  • Maximum Date - This validation rule prevents all values starting after the Maximum Date from being selectable.

date type question.png

Short Answer

Answers can be a maximum of 255 characters.

Additional Configuration:

  • Default value - Use this field as a non-editable field to pass the candidate's name and email to your ATS to comply with the OFCCP self-identification requirements. You can also type a part of the answer that the candidate must complete.
  • Merge Field - Insert the candidate's First Name, Last Name, and Email into the default answer value.
  • Regex - Define a regular expression for the answer. The answer will be compared to the regex, and if it doesn’t match, a validation message will be displayed and the candidate will be prevented from proceeding to the workflow step.
  • Validation message - If a regex is being used, the validation message will display when the answer does not match the regex pattern.
  • Read-Only Answer - Use this switch with the Default Value and Merge Field fields to pass the candidate's name and email to your ATS to comply with the OFCCP self-identification requirements.

short answer question type.png

Long Answer

Answers can be a maximum of 8000 characters.

There are no additional configuration options.

long answer question type.png

Multiple Choice / Single Answer

Additional Configuration:

  • Answer Display Type - Controls how the answers are shown to candidates.
    • Show Dropdown - Default. Displays a single-select dropdown list to the candidate.
    • Show Checkbox - Shows the candidate the list of answers with radio buttons.
    • Show Typeahead - Displays a dropdown list of answers with a typeahead area for the candidate. Candidates can type to show partially matching results.
  • Answers
    • ID - Enter the answer ID.
    • Content - Enter the answer that will be shown to candidates.
  • Add new answer - Click to add another answer section with ID and Content fields.

If you need to delete an answer section, click Delete in that section

NOTE: This is the optional question type for the consent question type. This allows you to configure a positive (I agree to receive texts) or negative (I do not wish to receive texts) option.

multi choice single answer.png

Multiple Choice / Multiple Answer

Additional Configuration:

  • Answer Display Type - Controls how answers are displayed to candidates.
    • Show Checkbox - Shows the candidate the list of answers with checkboxes. You can select zero or more answers (at least one if the question is required).
    • Show Typeahead - Displays a dropdown list of answers with a typeahead area for the candidate. Candidates can type to show partially matching results. Any selected answers are added to a selected “pillbox”. Additional answers can be found and added. Selected answers are also shown as highlighted in the typehead dropdown. If an option is no longer needed, the user can click an x to remove it from the selected list.
  • Answers
    • ID - Enter the answer ID.
    • Content - Enter the answer that will be shown to candidates.
  • Add new Answer - Click to add another answer section with ID and Content fields.

If you need to delete an answer section, click Delete in that section.

multi choice multi answer.png

Multiple Choice / Single Answer (Centralized List)

Additional Configuration:

  • Answer Display Type – This setting controls how answers are displayed to candidates.
    • Show Dropdown - Default. Displays a single-select dropdown list to the candidate.
    • Show Checkbox - Shows the candidate the list of answers with radio buttons.
    • Show Typeahead - Displays a dropdown list of answers with a typeahead area for the candidate. Candidates can type to show partially matching results.
  • Answer List
    • Required
    • Choose from a previously configured list in the Centralized List.
    • After choosing a list, the top ten items are previewed to help you confirm that you have selected the correct list.
  • Edit this List
    • It will direct you to view or edit the specific Centralized List that you have selected.

multi choice single answer centralized list.png

Multiple Choice / Multiple Answer (Centralized List)

Additional Configuration:

  • Answer Display Type – This setting controls how answers are displayed to candidates.
    • Show Checkbox - Shows the candidate the list of answers with checkboxes. Users can select zero or more answers (at least one if the question is required).
    • Show Typeahead - Displays a dropdown list of answers with a typeahead area for the candidate. Candidates can type to show partially matching results. Any selected answers are added to a selected “pillbox”. Additional answers can be found and added. Selected answers are also shown as highlighted in the typehead dropdown. If an option is no longer needed, click the x icon to remove it from the selected list.
  • Answer List
    • Required
    • Choose from a previously configured list in the Centralized List.
    • After choosing a list, the top 10 items are previewed to help you confirm that you have selected the correct list.
  • Edit this List
    • It will direct you to view or edit the specific Centralized List that you have selected.

multi choice multi answer centralized list.png

Edit Apply Question

Apply questions can be edited at any time. The questions used by a workflow will be updated in Apply immediately.

Navigate to Questions.

Select a Question record on the list page.

select question.png

Update the question.

edit question.png

Click Save.

Delete Apply Question

Apply questions used by a workflow cannot be deleted.

Navigate to Questions.

Click delete.

delete question.png

If a workflow uses that question, a message is displayed that the question cannot be deleted.

delete question error.png

If a workflow does not use the question, it is deleted from the pool of questions.

Language Questions

Questions can become challenging to manage when more than three to five translations are associated with a Question ID. It is best practice to utilize the search function on the Question list page. Remember to use the same Question ID for questions that should be grouped.

Navigate to Questions.

Select the Has Language filter.

has language filter.png

Enter the Question ID with multiple translations into the search bar, and the list will display only the questions associated with that identifier.

search language questions.png

 

 

 

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