Customers who use Jobvite ATS and a CRM Career Site for their apply process can sync answers from custom questions in the CRM Apply Workflow to custom fields in Jobvite ATS. You can use this for questions you plan to ask all candidates, so you don't have to repeat the same question across multiple screening forms. This process requires assistance from the Jobvite Support team, though there are prerequisites that must be set up first. We will outline this below.
Audience & Permissions
Users with both the "Company Administrator" role in the CRM and the "Administrator" role in the ATS
Creating a Question in the CRM
The first step is to set up an Apply question in the CRM to collect the candidate's answers.
Log in to Jobvite ATS and click the nine squares in the top left next to the Jobvite logo. From here, you can use the app switcher to open up Recruitment Marketing (Talemetry).
Once in Recruitment Marketing, click your name (user menu)in the top right and navigate to Applications > Apply > Questions.
Click the + Question button in the top right to create a new question.
When creating a new question, you will need to set the:
- Question ID - This is used internally when mapping the field and when adding it to the Apply Workflow, so it should be short but recognizable and not include any spaces.
- Question - This is the text that the candidate will see when they are applying.
- Type - Select the kind that makes the most sense for this question: Yes/No for yes and no questions, Date for date-based questions, Short and Long Answer for text input questions, and one of the Multiple Choice questions for drop-down questions.
-
Answers - Only if you are creating a multiple-choice question.
- If you select a multiple-choice type, you will need to set up the Answer values as well. Each answer will have an ID and Content:
- Content - This is what the candidate sees when they go to select a value on the drop-down .
- ID - This is used internally to identify the question; the ID should not have any spaces.
- If you select a multiple-choice type, you will need to set up the Answer values as well. Each answer will have an ID and Content:
You will also see an option in the top-right corner labeled Prevent Sync Updates/Removal. It is very important that you select this option when creating a custom question; if you do not select this option, the question may be removed the next time your screening form questions are synced from Jobvite ATS.
Once you have set up the question, note the Question ID, then click Save.
If you have any further questions about setting up a question on the CRM Apply Workflow, we have more information on creating questions here.
Creating a Custom Field in Jobvite ATS
Now use the app switcher in the top left to switch back to Jobvite ATS.
Select your user menu > Admin.
Navigate to Configurations > Custom Fields > View Custom Fields.
Click the Candidate tab to see the full list of your custom fields. On the left, you will see a toolbar starting with Available Fields, and at the bottom of this toolbar, you will see an option that says Add Custom Fields.
Clicking this lets you create a new custom field.
Custom Fields require a:
- Field Name - The name that appears on the candidate profile.
- Field Code - This is the internal code that we will use for mapping. Try to keep this code simple and avoid ending it with a special character, as this can cause issues down the line.
- Type - This should be similar to what is selected on the question. If you have a short/long text question, then you can select the Text or Multi-line Text types. If you are using one of the multiple-choice question types, then you can use a drop-down list, a checkbox, etc. Choose whatever makes the most sense for your question type.
- Values - If your question has answers you set up in the CRM, make sure those same answers are present in the custom field here.
Once you have defined the custom field, note the Field Code, then click Save.
Mapping the Question to the Custom Field
Once you have the question and custom field set up, you will need to reach out to the Jobvite Support team and request that they be mapped together.
Please include the Question ID and Field Code in your request so we know exactly which question and custom field you are referring to.
Once we map these two together, you can add the question to your Apply Workflow in the CRM, and any candidate answers should appear in the ATS!