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BalanceTRAK > Settings > Form Templates

KEY TOPICS:

  • Form Types used in balanceTRAK
  • Form Template List Tools
    • Sort a Form Templates List
    • Add a Form Template
    • Add or Edit a Scoring Scheme
    • Edit an Existing Form Template
    • Delete an Existing Form Template
  • Form Template Tools
    • About Form Sections
    • Edit Form Settings by Section
    • Preview the Form
    • Apply Changes to Form Templates
    • View Form Template History
    • Form Section Elements

Manage Form Templates to be Completed by Job Seekers

A library of Form Templates — for use during the job application process — is stored under Administrative Settings. An Administrator may update the library, as needed.

Form Types used in balanceTRAK

Form Templates are organized by the following types:

  • Applications — Central templates, used to collect information by applicant audience (e.g., Internal, External, International, Non-Exempt)
  • Assessments — Tests, used to gauge the skill level of applicants in job-related tasks
  • Prescreeners — Forms used to screen applicants, based on meeting basic minimum requirements
  • Self-ID Forms — Voluntary forms, used to collect information on the applicant’s race, gender, disability, and protected Veteran status
  • Background Check Form — A template for collecting additional information from the Job Seeker, as required for a background or credit check

Each balanceTRAK form type has a corresponding tab under Form Templates. On entry, each tab is similar in content and function; if tasks are specific to one type of form, they are described in this article.

Form Template List Tools

Since Form Templates will already exist in the system, this article will discuss tools for working with these lists.

Sort a Form Template list

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

Add a Form Template

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 (as described below).

Edit an Existing Template

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

Add or Edit a Scoring Scheme

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.

Set the Default Self-ID Form

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).

Delete an Existing Form Template

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.

About Form Template ToolsSections

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.

What Sections are Available?

The following default Sections are typically installed:

  • 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.

Introductory and Finishing Pages

The Section drop-down menu will also contain the Introduction Page and Finishing Page, which will be used for all forms for each type. 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.

Edit a Form Template

The Edit Form detail displays menus for building and customizing corresponding form areas. These areas are based on both form type and Section. Some of the areas that are customizable for a form are:

  • Form Settings
  • Header, Instructions
  • Selected Questions,
  • Specialized areas for each Section.

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.

Preview the Form

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.)