Merge Form
A merge form is a PDF document that can be tied to candidate selection workflows, steps, and statuses and that can be generated/filled out at any point on demand by a user.
Merge forms are used during the hiring process. For example, during interviews with candidates, a recruiter may use a PDF form as a template to complete a candidate’s "Do not disclose" information. PDF forms are most typically used for various new hire paperwork or to print a candidate submission in a particular, customized format.
Merge forms are first built in Adobe Acrobat. System administrators then add them in the Recruiting Administration. If desired, they can also tie them to candidate selection workflows, steps, and statuses to make them available to users. Merge forms can be printed by a user, then further completed if needed and signed by the candidate. (None of this is tracked in the system).
If a field in the form is confidential to the user, a warning message is displayed and that field is left blank.
Merge forms can be pre-populated with variables retained in the system within the Message Template feature. These variables can be added using the Adobe Acrobat Professional Forms feature. For example, you could take a merge form (such as the I-9 form) and insert variables that will automatically pull information from the candidate file. Instead of typing the name of a candidate, the name would automatically appear in the form.
By default, the maximum file size of a merge form is 2 MB.
Merge forms may be available in any language. Merged data is available in English only. Most Asian languages are not supported, based on PDF conversion issues with tokens. The merged data will pull what is in the candidates file, so it may not be in English.Configuration
Oracle Support must activate the Merge Form feature. Once activated, the Merge Forms feature becomes available in the Recruiting Administration menu.
The fields contained in a form obey to the following permissions granted to users:
| User Type Permission | Location |
|---|---|
| Security level for requisitions (in view mode) | Configuration > [SmartOrg] Administration > User Types > Recruiting > Requisitions |
| Security level for external candidates (in view mode) | Configuration > [SmartOrg] Administration > User Types > Recruiting > Candidates |
| Security level for internal candidates (in view mode) | Configuration > [SmartOrg] Administration > User Types > Recruiting > Candidates |