BalanceTRAK > Settings > Design/Edit a Form Template

KEY TOPICS:

• Use Form Templates Form Template List Tools
• Introduction to Form Templates
• Form Settings
• Applications
• Prescreeners
• Self-ID Forms
• Form Components
• Header
• Instructions
• Selected Questions
• Other Specialized Areas
• Scoring Schemes

• Apply Changes to Form Templates
• View Form Template History

Each form type available in balanceTRAK has a corresponding tab under Form Templates (for example, Applications). On entry, each tab is similar in content and function; if tasks are specific to one type of form, they are described below.

The tabs provide lists of Form Templates that have been created for use in your organization’s balanceTRAK implementation: •Applications (the central forms used to collect information from applicant audiences; e.g., Internal, External, International, Non-Exempt) •Prescreeners (forms used to filter the applicant pool down to those meeting basic minimum requirements) •Self-ID Forms (forms used to collect information on the applicant’s race, gender, disability, and protected Veteran status) •Background Check Forms (forms that collect additional information that is required for a background or credit check)

Form Template List Tools The form template list on any tab may be sorted by clicking on the Form Name (or other displayed) column header.

To create a new form, click the [Add] button. From the Add Form Template menu, determine whether to start with a Blank Template (enter a Template Name); Copy from an Existing Template; or Copy from an Existing Form; and click [Save]. If a Copy option is chosen, follow the prompts to enter a Form Name, select the source; and click [Save]. A page to edit the settings for that particular form will open (described below).

Edit an existing form template by clicking the Edit [Edit] icon corresponding to a Form Name, which opens the form template’s detail page (described next).

To remove a form template from the list, check the appropriate box, located to the left of the Form Name. Then choose the [Delete Selected] button from the upper toolbar.

(Self-ID Forms only) The default Self-ID form will be indicated by a check Green check mark in the Default Form column. To select a different default, click the inactive [Inactive check mark] for the appropriate SELF-ID form template. A confirmation message will appear; click [OK].

The system uses the default SELF-ID form when you select to automatically display the form or email it to a Job Seeker (as described below under: Form Settings: SELF-ID forms).

Introduction to Form Templates

Use the template’s detail page to set form parameters and develop each individual form Section. The Section being displayed is listed in the Section drop-down menu at the top of the page. The drop-down’s Sections are listed in the order that a Job Seeker will see them.

To preview the form in a printable format, click the [PDF] icon. To preview the form as the Job Seeker will see it, click the [Preview] icon. The following default sections are sufficient for most common forms: •Personal Information •Position •Eligibility Requirements •Education •References •Employment •Applicant’s Statement •HR-Use Only

Additional Sections can be created by contacting Berkshire’s Product Support.

The Section drop-down menu will contain the Introduction Page and Finishing Page, which will be used for all forms for each type (e.g., if you include text for the Introduction Page on an APPLICATION, all APPLICATION forms will use the same Introduction Page). When these pages are selected from the Section drop-down menu, a rich text editor allows modification of the page content. When the content for these pages is left blank, the pages will be omitted from all forms in the Type.

The Edit Form page displays menus for building and customizing corresponding form areas. These areas are based on the form type and Section being edited. Some of the areas that are customizable for a form are: Form Settings, Header, Instructions, Selected Questions, and specialized areas for each Section.

Form Settings While working in a template for an APPLICATION, PRESCREENER, or SELF-ID form, certain Form Settings can be modified for each Section. Some specific Form Settings by form type are as follows:

Applications In the Form Settings area for an APPLICATION, the user can allow Job Seekers to attach RESUMES by selecting the check box for: Include Resume. To require a RESUME, select the checkbox for: Make Resume Required check box. If you would like the questions on the APPLICATION to be numbered, click: Number the Questions.

Prescreeners In the Form Settings area of a PRESCREENER, the user can choose to have an APPLICATION be shown to Job Seekers upon completion of the PRESCREENER, if they are not assigned an applicant disposition status (described below). Check the box for: Automatically Show Application; then enter a message under Message to Show Job Seekers.

Job Seekers can be allowed or required to attach a RESUME, using: Include Resume and Make Resume Required.

The questions can be numbered, using the setting provided.

To assist in screening applicants, Applicant Status can automatically be assigned to specific answers for certain questions that may eliminate them from consideration for a position.

Example: A candidate who has less experience than the 10 years required could be automatically assigned a status reflecting insufficient qualifications. Navigate to the Selected Questions menu bar; and locate the question regarding years of experience. Next, click the Assign Applicant Status link for the question. A list of possible answers for the currently Selected Question will display. For answer(s) describing less than 10 years, choose Does not meet minimum qualifications from the drop-down. Click [Save] to apply.

When a Job Seeker fills out a PRESCREENER and multiple answers provided by a Job Seeker trigger an Applicant Status to be automatically assigned, balanceTRAK will follow Administrative Settings assigned in the Reference Tables tab, using the [Order Applicant Status] button. Only the following types of questions will allow for Applicant Status to be automatically assigned: Option Buttons, Check Boxes, Table Driven, Numeric, and Yes/No.

Self-ID Forms In the Form Settings for the SELF-ID form, determine when the SELF-ID form should be shown to a Job Seeker, either: •Manually— The SELF-ID form will be emailed to the Job Seeker from the Manage Job Seeker screen. (Include an opt-out question in the content so the applicant may submit or decline to submit the information.) •Automatically—Once the form associated with the Job Postings page is completed by the applicant, the SELF-ID form will display for completion. (Include an opt-out question in the content so the applicant may submit or decline to submit the information.) •Automatically with Opt-Out—The applicant may confirm or decline submission of self-identification information without viewing the SELF-ID form. (The Disclaimer/Opt-Out Message field activates; enter a message.)

Form Components

Header The Header will be shown when editing the first Section of a form and correspondingly will be displayed on the first page where a Job Seeker begins entering information.

Example: An organization’s Equal Opportunity statement could be placed in the Header.

Instructions The Instructions area is available for all form types for all Sections and can be tailored for the particular form or Section’s needs. The Instructions will be visible at the top of the form Section.

Example: A Job Seeker may be instructed to provide only 10 years of employment history in the Employment Section of the APPLICATION.

Selected Questions Although unique to each use, the Selected Questions menu is available for all form types and Sections and is. Fields containing questions that are available to add to the forms are listed under Available Fields on the left side of the page. A list of questions currently being used on the form will be displayed on the right side of the page under Selected Fields.

To add a question to Available Fields, click the [Add Question] button, and fill in the question description and the question type; click Save.

To Search the list of available questions, enter keywords into the text field below the Available Fields header, and use the icons to perform and clear the Search, respectively. When a Search is performed, questions that contain the keywords entered will be listed.

To include a question on the form, click an Available Field, and drag it to Selected Fields on the right, in the order you want it to appear. Move the sequence of the Selected Fields by clicking and dragging a question’s header bar to the new location.

To edit the text or choices for Selected Fields, click the Edit link to enter the Edit Question page. To Delete fields and questions from the form, click the Delete icon next to the Selected Question. Select the Required check box if the question is required for the Job Seeker to fill out.

Once all changes have been made, click [Save] before selecting a different Section to manage.

Note: For more information about saving questions and making them available, see the Help section: Administrative Settings—Questions.

Other Specialized Areas

There are also special settings for each specific Section that can be applied to the Job Seeker APPLICATION: •Personal Information—contains Personal Information and Previous Addresses content areas. Fields under Available Fields are dragged and dropped to Selected Fields. The Previous Addresses area has an option to Include Previous Addresses, and an additional option to make at least one Previous Address Required. •Education—contains Include and Required check boxes for: High School, Undergraduate College, Graduate College, and Trade School. Checking Include displays the Education Option; checking Required mandates the Job Seeker to make one entry for a displayed Education Option; the School Name and School Location are required. Clicking a More Options link displays optional fields to Include (or Exclude). •Employment—collects the Company Name (required) and Location of Employers, with Include and Required options. Checking Include will allow Job Seekers to enter Employers. Checking Required will mandate that the Job Seeker add at least one Employer. The list of optional fields to Include (and Exclude) are displayed under Employment Options. •References—collects Name and Phone by default, with the ability to add More Options. Checking Include will allow Job Seekers to enter Reference information; entering the # of References Required will require the Job Seeker to enter that many References. To add/remove Reference Options, check or uncheck the boxes next to the field name. •Applicant's Statement—contains the Applicant Statement (terms required to submit Application) and the Applicant Certification (agreement with terms). To modify the text for either item, click the Edit button, and make the necessary changes.

An IWD (Individual with Disability) Section is available for the SELF-ID form.

To add/remove optional fields in a Section where they are available, check or uncheck the boxes next to the field name.

Scoring Schemes

For each APPLICATION or PRESCREENER template type, a Scoring Scheme can be assigned to aid in comparing Job Seeker responses on those forms. Once a form template is added, add a Scoring Scheme by clicking on the Scoring Scheme icon.

Apply Changes to Form Templates

As form template changes are made, click the [Save] button at the bottom of the page.

Because forms originating from Form Templates are typically in use, the user determines at this time how to apply changes via the Copy Form Template Changes menu. Using the radio buttons, select whether to: Apply (the changes) to this template only; Apply to this template and all active requisitions; or Apply to this template and all Requisitions.

View Form Template History

To view the History for a displayed form template, navigate to History, a table located at the bottom of the template’s detail page. Click the [Expand] triangle to display the current History.

Click on the [Display] icon, located on the right side of the History header bar, to view the information in an extracted format. A new window opens. [Print] the information, as needed.