Creating a global question

create a new Global Question, click on the + Create New Global Question link at the top right-hand corner of the page.
You will now see the following screen.
A global question is broken down into 2 sections:
- Question Details: to define the question’s basic details (including: type, use, reference and text).
- Question Options: to define the question’s functionality (including: question pre-population, versioning and display options).
  
  Hover your cursor over the blue icon for more information about this field.
To successfully create a global question, fill out the Question Details first.
Question Details
Question Type: Select the type of question from this drop-down list.

Choose from:
- Free Text: allows respondents to answer this question in the free text.
- Multiple Choice: allows respondents to select one answer option from a list of possible options.
- Yes No: allow respondents to answer this question with either a Yes or a No option. Used primarily for Pre-Application forms.
- Date: allows respondents to choose a date from a pop-up calendar.
- Ordered Preference List: requires respondents to rank answer options according to their preference.
- Multi Select: allows respondents to pick one or more answer options from a list of possible options.
- File Upload: allows the respondent to upload a file. An example would be to attach a cover letter in an application form.
- Group Question: allows respondents to answer to a range of sub-question options in a single question block. Group Questions often appear as a table or matrix. An example of a Group Question may be a list of software packages that the candidate is required to rate their proficiency against.
- Label: allows respondents to read additional information to a form an answer is not required for this type of question.
Question Use: This field will define where this question can be used. In this instance, we will be creating a free text paragraph question for an application form. Do this by firstly selecting Application from the multi-select list. You can allow a global question to be used on many different forms by holding the control key down and selecting different form types.

Hold Ctrl on your keyboard to select more than one question use. Predominantly when selecting Requisition, Job Details is also selected.

Question Active: Select the No option if this question is not ready for immediate use. When this is set to No, the question won’t be available when building forms. This is useful if you wish to archive old questions.

Question Reference: Enter a reference for your question here. This is a back-end identifier for each question and will not be seen by the candidates. The question reference must relate to the question as it will often be used to identify this question within a list of other questions i.e. when reporting. The reference is usually a shortened version of the question.
Short Question Text: This optional field will allow you to set what the question will look like if it is used as a filter in the job, position, candidate list or requisition screens.
Question Text: Enter the text of the question here. This is the text that the candidates/users will see on the form.

Note: If you are pasting the Question Text from another source, you can use the Paste as text button. This will remove any formatting that may come across. Therefore ensuring consistency across forms.

Do not click Save on the first page as it will lock down the answer display format on the question options tab for free text questions. Once the question details are complete click on the Question Options tab at the top of the screen.

Now you need to complete the Question Options fields.

Question Options
Click the Question Options tab.
This will then display all the Question Options to complete.

The Question Options will change based on the type of question.

Let’s have a look at each option in more detail:

Answer Display Format: This determines the answer options the candidate/user will be presented with when completing this question. For example, if you select a Free Text question type, you can then choose to provide the candidate/user with a single line, paragraph, and WYSIWYG field or email format in which to respond to the question.

The other options are:
- Multiple Choice: select between a drop-down list, radio buttons and dynamic prompt.
- Multi Select: select between a drop-down list and check boxes.
Answer Data Type: Select the type of data you are collecting from this drop-down list here. You will be able to choose if this question is plain text or numeric. This option is for Free Text – Single Line questions only. This is useful if you want the answer to form a metric for reporting purposes.

Select Numeric if you intend to add numbers together in Analytics e.g. number of positions.

Pre-Population Options
This section will determine how the question will pre-populate within the Recruitment system. This is useful when a question appears several times throughout the requisition or assessment process or frequently answered application form questions like address or contact details.

Pre-populate with Candidate-related responses with previous answers: This will turn on the pre-population functionality for this question from a Candidate context, which means a question that is answered by the candidate like an application form question, or an assessment form question answered for each candidate. Candidate pre-population turned on in the global question library will pre-populate the answer from job to job.
Pre-populate Candidate-related responses with previous answers n days old: This allows you to limit the pre-population for the candidate-related question within a particular timeframe. For instance, you may want to allow pre-population for some questions to match the one year, type 365. When the value is 0 days, it won’t be restricted.
Pre-populate with Job-related responses with previous answers:  This will turn on the pre-population functionality for this question from a Job context, which means a question that is answered during the requisition process, job details and approval step.

Single Instance options
This section can ensure that an answer given to certain questions will update every instance of question throughout the history of the system. This can be done for both Candidate based and Job questions.

Single-instance for Candidate: When this option is chosen, the answer given to this question will update every instance of a candidate specific (application or assessment) question for the user/candidate throughout the history of the system. This is useful for details questions like Name, Phone Number and Address.
If you select this option, you will be able to restrict the single-instance nature of this question to just within the job only.

Single-instance for Job forms: When this option is chosen, the answer given to this question will update every instance of a job specific (job details, requisition or approval) question throughout the history of the system.

Versioning Options
By turning versioning on, this will allow you to track the different answers to this question over time within the Recruitment system.
Validation Options

Mandatory: This option will allow you to make this question mandatory or not. The candidate/user won’t be able to progress further in the process without answering this question.
Validate & Validation Limit: This option allows you to set a limit on how many words or characters the respondent will be able to use when answering a question. This option is only for Free Text questions.
Validation Type: This option allows you to set what text will be accepted as an answer. This option is rarely used.

Display Options
These options will determine how the question will look on the form.
Component Display Size: This option will allow you to determine how large the answer box will appear on the form (for Paragraph questions only).
Input Orientation: This will determine where the answer options will appear in relation to the question. Will the answer field appear Vertical (underneath) or horizontal (next to) the question? Use these radio buttons to determine this.
Answer Alignment:  This will determine where the question will appear on the side of the question if it is horizontal. The default setting is Top; this is best used for paragraph questions.
Hide From Recruiters: If this option is turned on, the question answer will not appear in the normal application or assessment form if it is viewed or packaged by a normal user/recruiter. However, it will still be reportable.   This is very useful when dealing with EEO or diversity questions.
Content Loading:  Allows you to determine what text appears in a paragraph box when a particular answer response is selected. The answer list and question text is set up In the Answer Options tab once you have saved this form.
Once you have completed creating the question, click the Save button at the bottom right-hand corner.
A new tab will appear at the top of the question called Report Options.

Let’s have a look at this new tab:

Report Options

Include this question in report: This option will allow this global question to be used for reporting purposes. Each of the checkbox represents the different type of report.
- Job – Data related to the questions answered in a job context (i.e. requisition, job details and approval forms).
- User – Data related to the questions answered in a user context (i.e. back end user details form and the registration form).
- Application – Data related to questions answered in the context of a candidate\’s application within a specific job (i.e. application and assessment forms).
- Global Assessment Form – Data related to the questions answered in the candidate\’s global assessment form which is found within the candidate card.
For the Report Field heading option to be displayed a context must be selected from the, “Include this question in report” checkbox options.
Report Field Heading: This can be changed to your preferred header to be used in the report.

Once you mark a question to be reportable, you will need to contact the ACENDRE helpdesk the day after selecting these options to include it into your reports.
After you have completed the Report Options, click the Save button at the bottom right-hand corner.
To return to the Global Question List, click the link in the breadcrumb trail on the top left-hand side of the screen.
The newly created question will appear in the Global Question list. To find the question, use the Keywords Search link or Scroll through the list.