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BalanceTRAK > Settings > Design/Edit a Form Template

RETURN TO: Form Templates

KEY TOPICS:

  • About the Form Template Detail
    • What Form Sections are Available?
    • How the Form Designer is Organized
  • Basic Template Detail Tools
    • Preview the Form
    • Access or Add Form Sections
  • Basic Section Tools
    • Instructions Box
    • Apply Changes to Form Templates
  • Include a Question in the Form Section
    • Search for a Question
    • Preview Question Content
    • Add a Question to the Form Section
  • Work with Included Questions
    • Order Questions in the Section
  • Form Settings
    • For Prescreeners
    • For Applications
    • For Self-ID Forms
    • For Assessments
  • View the Form Template History
  • Scoring Schemes

Use the Form Template Detail, including Section Tools

About the Form Template Detail

After accessing Administrative Tools > Form Templates / Templates, the Administrator may access a Form Template’s detail to review (and edit), by sub-tab:

  • Form Settings
  • Access the Designer tab to develop content by Form Section
  • View the History of updates made to a Form Template

Quick Reminder: The Form Template detail will also display when a new Form Template is saved to the system, as described at: Form Templates / Add a Form Template.

What Sections are Available?

The Section bar lists the available Sections, in the order a Job Seeker will see them. The following default Sections, which will be applicable depending on Type of Form, are typically installed:

  • Header
  • Instructions
    • Personal Information
  • Position
  • Eligibility Requirements
  • Education
  • References
  • Employment
  • Applicant’s Statement
  • HR-Use Only (for internal display only)

Note: Additional Sections may be available for selection in the system. For more information, contact Berkshire’s Product Support.

Basic Template Detail Tools

Preview the Form

To get an advance view of the Form Template as the Job Seeker will see it, click the
[Preview] icon, which is available in the upper bar.

View the Form in Printable Format

To preview the form in its printable format, choose [PDF] from the upper bar.

Access or Add Sections

Sections that are currently included in the Form Template will be listed from left to right in an upper bar. Click one to access the Designer tab for that Section. To create more Sections, click the [Add a New Section] icon. Then, select a Section from the provided menu.

Basic Section Tools

Instructions Box

At the top of the Section working area (the right-hand column) is a green field, which can be used to provide instructions to the Job Seeker. Simply click on the field to enter information.

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

Apply Changes to a Form Template

As Form Template changes are made, click the [Save] button at the bottom of the page. Because forms originating from a Form Template are typically In Use, the system asks how changes should be applied when [Save] is clicked.

Using the radio buttons on the Copy Form Template Sections Changes menu, select whether to:

  • Apply (the changes) to this template only
  • Apply to this template and all active requisitions
  • Apply to this template and all Requisitions

How the Form Designer is Organized

The form editor on the Designer tab is comprised of a column on the left with Questions and tools and a working area on the right, for use in building the form template. While some of the tools are common to all Form types, other tools will be specific to the Form type and Section. To begin, familiarize yourself with the menus and tools in the left column for including Questions in the Form Template, as described below.

Cross-reference: For more on developing Questions (and answer values), see: Administrative Settings > Questions (Library).

Auto Assign Applicant Status (Prescreeners only) An Applicant Status can automatically be assigned to specific answers for a Question, which may eliminate the Job Seeker from further consideration. 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. Associate the answer(s) with the status by using the provided drop-down. Click [Save] to apply.

Example: A candidate who has less experience than the 10 years required could be automatically assigned a status, reflecting insufficient qualifications. For answer(s) describing less than 10 years, choose from the drop-down: Does not meet minimum qualifications.

Cross-reference: When auto-assigning Applicant Status, balanceTRAK will follow Administrative Settings. Refer to: Special Tools by Reference Table / Applicant Status.

Include a Question in the Form Section

Search for a Question

From the left column, navigate to: Add an Existing Question. Enter a Search term in the menu header, and click the Search icon. The Search can be cleared by clicking the [Cancel] icon; this clearing action will restore the full list of existing Questions.

Preview Question Content (if applicable to Question type)

Hover the mouse over the [Plus sign] to the right of an existing Question.

Add a Question to a Form Section

After the Question is located (in the left column for: Add an Existing Question), simply click on the entry. The entry will move from the left-hand menu into the working area on the right side of the page.

Work with Included Questions

To display the icons below and perform the related actions, hover the mouse over the included Question.

  • Make a Question or Field Required (for the Job Seeker completing this form)
  • Edit a Question (in the Questions library)
  • Delete a Question or Field (from the Form Template, and return it to the menus in the left column)

Order Questions in the Section

Once a few Questions have been placed in the working area, they may be ordered, as desired. Hover the mouse over a Question; then drag it to a new location in the working area.

Form Settings

For the Application, Prescreener, and Self-ID Forms, there are certain format Settings that can be modified for each Form Template, using the provided menus.

If a Form Template is being added, you will be directed to the Settings tab as the next step.

Quick Reminder: To access the Settings tab, follow this path: Form Templates > [Form Type] tab > Edit [Form Name] > Settings tab.

For all Form Types, you can set the following:

  • Number the Questions
  • Include Company Logo (in PDF version of form) — And [Browse] for a file (JPEG preferred) on your computer, and upload it.
  • Enter Text for the Header and Footer

For Prescreeners:

  • Include Resume (and Make Resume Required)
  • Automatically take the job seeker to the Application — Also enter a: Message to Show Job Seekers. (Job Seekers will be shown the APPLICATION if they passed the PRESCREENER and were not assigned an Applicant (disposition) Status.)

For Applications:

  • Include Resume (and Make Resume Required)
  • Include Cover Letter (and Make Cover Letter Required)

For Self-ID Forms

Show Form (to Job Seeker):
  • Manually
  • Automatically
  • Automatically with Opt-Out — Also enter a: Disclaimer / Opt-Out Message.

Remember to click [Save] to apply the Settings.

For Assessments

If your organization uses testing to screen applicants, Settings specific to developing the ASSESSMENT are available.

Once the ASSESSMENT is added or copied, given a Header and Instructions (as outlined above), determine the following Basic Settings:

  • Set a completion time for the job seeker. Then select an Applicant Disposition code from the provided drop-down (to apply if the completion time is not met).
  • Enter the score necessary to pass the test. Choose an Applicant Disposition code from the provided drop-down (to apply if the job seeker fails the test).
  • (Optional) Select email templates from the provided drop-downs to use when communicating with those who pass or fail the test. (Email templates are described in the next segment of this manual.)
  • Check the box if you would like to present varying sets of Questions as each Job Seeker applies. Then enter a number of Questions to include in each randomized ASSESSMENT.

    • Note: Make sure the template includes enough Questions to support an effective randomization.

  • Finally, enter the number of days the completed ASSESSMENT is valid.

View the Form Template History

To view the record of updates made to template, click the History tab while working in the Form Template detail.

Click on the [Report] icon, located on the right side of the History list to view the information in a new window. [Print] the information, as needed.