Ask Candidates to Fill in Additional Questionnaires

You can create a Request Information flow so that recruiters can ask external candidates to fill in additional questionnaires once they've applied to a job. For example, a recruiter might want to ask a candidate to fill in a consent form.

When you enable this feature, external candidates receive a notification asking them to complete a questionnaire. When candidates click the link in the notification, they're redirected to the Request Information flow. At the same time that the notification is sent, the link to access the flow becomes available in the candidate self service page where candidates can see a request to complete a questionnaire for a job application. Information provided by candidates is added to their candidate file. Recruiters can see the questionnaire in the candidate's job application, in the Questions tab.

Here's what to do

1. Create a Request Information Flow with the Questionnaire Block

2. Add the Request Information Flow to a Candidate Selection Process

3. Create a Notification to Request More Information

Create a Request Information Flow with the Questionnaire Block

1. In the Setup and Maintenance work area, go to:

   • Offering: Recruiting and Candidate Experience

   • Functional Area: Candidate Experience

   • Task: Job Application Flow Configuration

2. On the Job Application Flows page, click Create.

3. On the Application Flow Properties page, enter a name and a code.

4. In the Application Flow Type field, select Request Information.

5. Click Save and Continue.

6. On the creation page, go to the Versions section and click Create.

7. Enter the version name.

8. Enter the version start date. You can also select the Start on Activation option to activate the version as soon as it's ready and activated.

9. Add the Questionnaire block to any section of the flow.

10. Click the Questionnaire link to display the Edit Block: Questionnaire window.

11. You can edit the headline of the block. The headline is the block name displayed to candidates.

12. Add instructions to provide specific information to candidates.

13. Select a questionnaire. The questionnaire must be created for the Recruiting subscriber, be saved in the Job Application Flow folder, and be active. Once the questionnaire is selected, you can see the questionnaire version number and version description.

14. Select Confidential if you only want users with the privilege View Confidential Questionnaire Responses (IRC_VIEW_CONFIDENTIAL_QUESTIONNAIRE_RESPONSES) to see the responses provided by candidates in the questionnaire.

15. Select Based on Condition to present the questionnaire to the candidate only if a specific answer was given by the candidate in a previous Apply flow or Request Information flow. To use that option, a question must be created in the Question Library and a questionnaire must be assigned to the answer of that question.

    Note: An additional questionnaire can only be used in a Request Information flow. When a questionnaire is marked as conditional, that questionnaire can be selected as additional questionnaire for a question which will be asked in a prior Request Information flow or prescreening questionnaire in the same job application.

16. Click Save and Activate.

Add the Request Information Flow to a Candidate Selection Process

You need to add the Request Information flow to specific phases and states within a candidate selection process. When a job application is moved to a specific state within a phase, a notification is automatically sent to candidates.

1. In the Setup and Maintenance work area, go to:

   • Offering: Recruiting and Candidate Experience

   • Functional Area: Candidate Job Applications

   • Task: Candidate Selection Process Configuration

2. On the Candidate Selection Process Configuration page, create a selection process or select an existing one.

3. Add the Request Information action when entering a phase, leaving a phase, or for any state within a phase.

4. On the Action: Request Information page, select the flow to request additional information from candidates.

5. Select the notification for external candidates. When a job application is moved to a specific state within a phase, a notification is automatically sent to candidates.

Create a Notification to Request More Information

You use the Automated Job Application Request Info Notification to ask external candidates to fill in additional questionnaires. When candidates receive the notification and click the link in the notification, they're redirected to the Request Information flow. At the same time that the notification is sent, the link to access the flow becomes available in the candidate self service page where candidates can see a request to provide additional information for a job application. Information provided by candidates is added to their candidate file.

1. In the Setup and Maintenance work area, go to:

   • Offering: Recruiting and Candidate Experience

   • Functional Area: Recruiting and Candidate Experience Management

   • Task: Recruiting Content Library

2. On the Recruiting Content Library page, click Create.

3. On the Create Content Item page, enter a name and a code.

4. In the Category field, select the content type Automated Job Application Request Info Notification.

5. Enter a subject for the message.

6. Enter the message text.

   • Use rich text features to format the text.

   • Include tokens to personalize the message so that it's specific to the candidate in the context of the job application.

   • Use the token RequestInformationFlowURL to add the request information flow.

   • Insert images and logos to align with your organization's corporate branding.

7. Click the Translation Editor icon to translate the message subject and message text.