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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
  • Introduction and Finish Pages
  • Basic Template Tools
    • Preview the Form
    • Access or Add Form Sections
    • Apply Changes to Form Templates

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 Detail Tools

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 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

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.

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.

Form Settings

Typical Universal Settings

Some typical Basic Settings, available on the Form Template detail, include:

  • Number the Questions — If you would like the questions on a Form Template to be numbered, check the box for: Number the Questions.
  • Display Company Logo — Browse for the image file (JPEG, BMP, PNG) on your computer and upload it. Once added, links to View Image and Delete Image will become available. (This setting applies to the PDF version of the form.)

Some specific Form Settings by Type of Form are outlined next.

Applications

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.

Assessments

If your organization uses testing to screen applicants, Form 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.

Prescreeners

The following Form Settings are specific to a PRESCREENER:

  • Show APPLICATION Next — The APPLICATION can be automatically shown to Job Seekers upon completion of the PRESCREENER, if they are not excluded from further consideration applicant disposition status (as described below). Check the box for: Automatically take the job seeker to the Application if an applicant status is not assigned during the Prescreener. Then, enter a message under: Message to Show Job Seekers.

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

Self-ID Forms

For the SELF-ID form, Form Settings will determine when the SELF-ID form will be shown to a Job Seeker:

  • 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 Career 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.)

Instructions Menu

The Instructions menu is available for all Sections and can be tailored for particular 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 Menu

Although unique to each use, the Selected Questions menu is available for all form types and Sections. Expand the Selected Questions menu bar by clicking the [Plus sign]. Fields, containing available Questions, are shown in the left column, under Available Fields. Questions currently in use will be displayed in the right column: Selected Fields.

Include a Question

Click an Available Field, and drag it to the Selected Fields column on the right, at the place you want it to appear in the order. Move the sequence of the Selected Fields by clicking and dragging a Question’s header bar to the new location.

Quick Tip: To search for a Question, enter keywords in the Search field below the Available Fields header, and click [Search].

Quick Link to Make a New Question Available — Click the [Add Question] button, and fill in: Question Description and Type of Question; click [Save]. Then, develop the Question, as described next.

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

Question Tools

  • Quick Link to Edit Question and Answer Choices — Click the Edit link to open the Edit Question detail.
  • Remove a Question from the Template — Click the [Remove] icon above the Question. The Question remains available.
  • Make a Question Required — Click the check box for: Required.
  • 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.

Other Available Section Menus

Depending on the balanceTRAK Implementation and the Type of Form, other Sections may be available:

  • Personal Information — Available Fields are dragged and dropped to Selected Fields.
  • 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. 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 and/or Certification — Contains the terms required to submit the APPLICATION and/or the agreement with terms. To modify the text for either item, click the [Edit] button, and make the necessary changes.
  • Previous Addresses — Can Include, and make at least one Previous Address: Required.
  • Header and/or Footer — Display supporting information, such as the Equal Employment Opportunity Statement.

Include Questions in the Form Template

Search for an Existing 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 an Existing Question to a Form Template

After the Question is located (under: 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.

Order Questions in the Form

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.

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)

View the Form Template History

To view the History for a displayed Form Template, navigate to the table at the bottom of the Form Template detail. Click the [Expand] triangle to display the History. Click on the [Display] icon, located on the right side of the History header, to view the information in a new window. [Print] the information, as needed.