Global questions can be updated on a form instance rather than in the Global Question library. If certain fields have been updated in the global question library these changes may not be reflected on the form instance of that question.
The following fields will not be updated on the form that is attached to a process if updated in the global question library:
- Question Reference (This should never be changed once set)
- Short Question Text
- Question Text
- Answer Display Format
- Validation Options
- Display Options
e.g. If you wish to change a questions text it is best practice to update the global question in the global question library (for future use) and the form template where this question has been added to.
Editing a form in the Form Template Library
Follow the steps below to update a question on a form in the form template library:
Follow the steps below to update a question on a form in the form template library:
- Click on System.
- Click on Form Templates.
- Locate the Form template the question is on and click Edit.
- Click Edit on the global question.
- Make the required changes e.g. update the question text, click Save once updated.
Mandatory: This will make this question mandatory or not. The candidate/user won’t be able to progress further without answering this question.
Read Only: This will make sure the candidate/user can only view the question without the ability to change the answer (useful in Requisitions/Job Detail forms).
Visible Locked: Used in parent/child functionality, this option will allow the question to always be visible, even if it is dependent on a parent question answer.
Input Orientation: This will determine where the answer options will appear in relation to the question, i.e. will the answer field appear vertical (underneath) or horizontal (next to) the question.
Answer Alignment: This option will allow you to align the question text so it either appears horizontally or vertically above the answer field.
Single-instance for Candidate: This option allows the candidate answer history across the entire system for this specific question to be overridden by the response in this form and is turned on in the Global Question library.
Data is Versioned: This will allow you to track the answers to this question over time within the eRecruit system and is turned on in the Global Question library.
Hide from Recruiters: This is used if you do not wish the recruiters to view the candidate’s response to this question. This option is sometimes used when sensitive EEO information is being collected for reporting purposes only and is turned on in the Global Question library.
Hide from Candidates: Tick this checkbox if you don’t wish the candidates to view this question. This option would only relate to questions that should only be completed by recruiters. This is not a commonly used option.
Personal Details: Tick this checkbox if you want the answer to this question to appear in the Personal Details section of the Candidate Card. This option is often ticked if this is basic candidate information, such as name, address and contact details. Candidates are able to log in and change their own personal details from the candidate portal.
Criteria: This option will allow you to align the question to the assessment/ selection criteria selected in the job creation process. Once these criteria have been set; they will flow through to the application form and subsequent assessment forms. Select the corresponding selection criteria from this list.
Component XML Name: to be completed.
Example
A question on the requisition form is not required to be mandatory. Currently this question is mandatory on the requisition form.
This will need to be updated in the following places:
- Global Question Library
- Form Templates
Follow the steps below to update this question in the global question library:
- Click on the System
- Click on Global Questions.
- Search for the question once located click Edit.
- Click on the Question Options tab and change Mandatory to ‘No’.
- Click Save.
This question appears on each form in the requisition process; therefore, it will need to be updated on each steps form in the process. If you know the name of your form you can update this in the Form Template library.
If you are unsure you can go to the Requisition Process Template and update the form. The steps below will demonstrate this.
Follow the steps below to update the question on all forms where this question appears:
- Click on the System.
- Click on Requisition Process Templates.
- Click on the name of the process.
- Click Edit Form on the first step.
- Click Edit Form Template.
- Click Edit Form Template again.
- Click Edit on the question that needs to be updated.
- Make the required change and click Save.
- Click Requisition Process Template on the breadcrumb trail.
- The next steps form will need to be updated as this question appears on the Recruitment Review step. Click Edit Form on the next step that has a form.
- Follow the same steps above to complete the question update.
