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Assemble Job Seeker Forms

RETURN TO THE PRIOR STEP:TO: Determine the Approval Process

KEY TOPICS:

  • Associate Forms with the Requisition
    • Form Drop-down Menu
  • Form Types
    • Add a Form to a Requisition
  • Add a New Internal Form
    • Assign Separate Forms for Internal and External Applicants
    • Set the Default Application
    • Edit Field Groups

NEXT STEP:

Associate one or more Forms with a Requisition

BEFORE YOU BEGIN: During Implementation, a set of organization-specific Form Templates (e.g., PRESCREENER, NON-EXEMPT APPLICATION, SELF-ID) is stored in the system. These templates are later maintained (and edited, if necessary) by your organization's balanceTRAK Administrator.

Form Templates represent the blank Forms that may be selected for inclusion in the Requisition when it is being created.

Form Drop-down Menu

Form List —

Once populated, the Review Requisition detail / Forms tab is organized by the following columns:

  • Name
  • Form Type
  • Form to Follow — Where applicable, a Form will be listed. To change it, click the [Form Name].
  • Job Posting Page — A Check mark indicates whether the Form is being used on a Job Posting page. If your organization differentiates between Internal and External applicant Forms, that will be indicated.

Notes: Once a Requisition is live and the Status is Accepting Applications, access to Add or Edit a Form may be disabled. Contact your organization's balanceTRAK Administrator for more information.

Any Form added to a Requisition for a particular Job Code becomes a default for that Job Code. Any new Requisition for the same Job Code will contain the same Form(s).

Cross-reference: If you are an Administrator, see: Client Settings / Job Seekers / Set Form Permissions.

Icons —

The Forms table displays the following icons:

  • [PDF] — View a PDF version of the Form in a new window
  • [Edit Form] — Modify an existing Form, and make form changes.
  • [Delete] — Remove a Form. (And click [OK] to confirm the deletion.)
  • [Add Scoring Scheme] — Create a Scoring Scheme that will assign values to applicant responses
  • % [Edit Scoring Scheme] — Edit an existing Scoring Scheme

Note: Regular users may be limited to selecting an existing Scoring Scheme from the provided menu and applying it to the current Requisition.

Add a Form to a Requisition

To include a Form with the Requisition, click the [Plus Sign] in the Forms table header. From the Add Forms window, select:

  • Template Type
  • Form Name

(Optional) If a Scoring Scheme was previously added for the Template Type, select it from the Select Scoring Scheme drop-down (or it may be added later, as described below at: Forms Menu Icons).

Cross-reference: Administrative users may create a Scoring Scheme for the Requisition; see: Scoring Schemes / Create Scoring Scheme — Within a Requisition.

(Required) Each Requisition must be associated with a PRESCREENER or an APPLICATION. To use a PRESCREENER or APPLICATION on the Job Posting page (or change the linkage), check the box for: Use on Job Posting page.

Click [Add] to complete the process.

Assign Separate Forms for Internal and External Applicants

First, make sure the Forms you wish to use have been added to the Requisition (see, above: Add a Form to a Requisition).

From the Forms table header, select the [Edit] button. The Job Posting Form window displays. Check the box: Use separate forms for internal and external job seekers. The window will expand, displaying two columns, Internal and External. Using the provided radio buttons, match the appropriate Form to each column.

Then, to enter (or review/edit) the: Message to Show Internal/External Job Seekers. This Employee Status message, which will appear after the Job Seeker clicks Apply on the Job Posting page, will route the Job Seeker to the appropriate Form. Click [Save].

Note: Enter the message in question format, so that an answer of “Yes" will indicate the Job Seeker is internal, and an answer of “No" will indicate the Job Seeker is an external candidate.

Cross-reference: If you are an Administrator, you may access the read-only page, where the default organization-specific message is stored: System Tools > Client Settings > Career Page.

Set the Default APPLICATION

(For employers using supplemental APPLICATIONS)

Because balanceTRAK associates the most recently completed APPLICATION with a Job Seeker, the system needs to know which one of the multiple APPLICATIONS is the default.

Click the [Default Application] button, which is found in the Forms menu header. From the display form Names, select the appropriate APPLICATION. You may also select the option to: Use the system default behavior for choosing the latest Application. Click [Save].

The selected default APPLICATION will be accessible when you:

  • Review the applicant on the Job Seekers page, using the application [Application] icon.
  • Comparing Job Seekers, using the [View Job Seekers] button on the Job Seekers page.

If an applicant completes other APPLICATIONS, those will be available in the Job Seeker detail, but will not be associated with the above processes.

Cross-reference: To add a form to the list, see the instructions above: Add a Form to a Requistion.

Edit Field Groups