Configuring and using forms

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Available for User roles Super Admin, Admin, Team Member, Limited Team Member
Can only be configured by Super Admins and Admins
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Forms can be used to collect and share structured data about candidates, outside of what is captured in their application and interviewer feedback. Forms are a versatile way to record and transfer knowledge between users in your Lever environment. Readers of this article will learn about:

Understanding how forms work

Forms are designed to allow you to record internally relevant information about a candidate. The questions that appear on each form are configured by Super Admins and Admins. Forms can also be categorized by Super Admins and Admins based on the type of information they are meant to capture. Forms can be made secret and subject to Sensitive Information Privileges in order to control visibility among users in your Lever environment. Forms are commonly used to capture information such as competing offers that have been extended to a candidate and scheduling guidelines to users coordinating interviews.

What is the difference between forms and feedback forms?

Feedback forms are meant to be used solely in the context of an interview. The ratings, scores, and open-form responses on a feedback form inform advancement and hiring decisions. As such, feedback forms are managed separately in your Settings and are organized under their own tab on the candidate profile.

Forms are designed to serve a more versatile purpose, allowing you to capture information that may not pertain to an interview but is still relevant to relationship with a candidate.

Adding forms to candidate profiles

To add a form to a candidate profile, click the ellipses button (⋯) at the top of the profile and click Add Form. If a candidate has multiple opportunities, make sure to select the opportunity to which the form pertains before adding the form.

Close up of menu extending from ellipses button candidate profile; Add Form option highlighted on hover

You can the select from the forms that have been set up by Super Admins and Admins in your Lever environment. Proceed to fill out the form. Note that some questions on the form may be marked as mandatory by the author of the form - these questions will be denoted with an asterisk (*). You will be unable to submit the form until all required questions have been answered. Use the toggle at the bottom of the form editor to control whether the form you have completed will be visible to any user with access to the candidate profile or whether it will be subject to Sensitive Information Privileges (which prevents anyone other than Super Admins and those with the necessary Sensitive Information Privileges from viewing it). You can determine the default visibility configured by the author of the form based on the initial state of the toggle.

Form editor with filled in fields

Click the Submit button to attach the form to the candidate's profile. The form will appear in the candidate's forms summary, accessible via the 'Forms' tab at the top of their profile.

Close-up of candidate profile header with Form tab selected

While forms are attached to the candidate profile, not the opportunity, they retain an association with the opportunity that was selected when the form as added. If a candidate has multiple opportunities and you are viewing an opportunity other than the one to which a form is associated, the associated opportunity will be listed on the form.

Close up of form in candidate story with associated opportunity labelled

Configuring form templates

 

Form templates can only be configured by users with Super Admin or Admin level access.

To configure form templates, click your avatar in the top-right corner of the platform header, select Settings from the menu, and then click 'Forms' in the left-side navigation.

Creating form templates

Click the New Form button to open the form editor. If you are familiar with creating feedback forms, you will notice that the process for creating form templates is very similar. Input a title as well as instructions for those that will be filling in the form.

Forms page in Settings with form template editor expanded. 

On the question block, expand the menu between the question stem field to reveal the different question types from which you can select:

  • Text (single line)
  • Text (paragraph)
  • Date
  • Dropdown
  • Multiple choice
  • Checkboxes
  • Yes/No
  • Currency

To add questions to the form, click the + Add Another Question button at the bottom of the editor. Use the up/down arrow keys on each question block to rearrange the order of questions on the form. To make a question mandatory, hover over the question block and click the asterisk (*) in the upper-right corner. When a question is marked as mandatory, the user filling out the form will be required to input a value in order to submit the form.

Form template editor

Click the ellipses button (⋯) in the upper-right corner of a question block to reveal the following options:

  • Add helper text - i.e. a description field that will appear on the question that you can use to provide guidance/context about the question
  • Duplicate question
  • Delete question

Use the icons on the left side of the editor to duplicate, reset, or delete the form template. Click the lock icon to make the forms that use this template secret by default. If a form template is made secret by default, only users with Super Admin access or the necessary Sensitive Information Privileges will be able to view forms of this type on candidate profiles. We advise making form templates secret by default if they are meant to capture confidential information. Note, although you can configure the default visibility for this form template, the user filling in the form can override the default visibility (see the 'Adding forms to candidate profiles' section above).

Click the Save Changes button at the top of the editor to lock in the form template.

Updating and deleting form templates

To make changes to a form template, click the form template in the list to reopen the editor, from which you can edit any of the questions. Click the Save Changes button at top of the editor to lock in your updates.

To delete, a template, click the trash can icon on the left side of the editor. Note that it is not possible to delete the 'Referral' form template, as it is a fixed element in your Lever environment.

Organizing form templates

From the 'Forms' page in your Settings, you can also group form templates based on the type of information they are meant to capture. Click the New Group button at the top of the page to add a section header to your form template list.

To move form templates between sections, hover over the form template in the list and click-and-drag it to the desired section.

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To rename or delete a form grouping, hover over the form group name, click the ellipses button (⋯) aligned to its right, and select the corresponding option. Deleting a form group will also delete form templates within that group. Note that it is not possible to delete the 'System forms' group, nor is it possible to move templates from that group to a different section, as these are fixed elements in your Lever environment.

Reporting on data in forms

To perform a forms data export:

  • Navigate to Visual Insights via the platform header
  • Click the 'Exports' icon in left-side navigation and select Feedback in export menu
  • Scroll to the 'Forms data export' heading and define the following parameters for the export:
    • Type(s) of forms
    • Data range
    • Associated job postings
  • Click the Generate Form CSV Exports button

Forms data export fields

Note that data exports can only be performed by Super Admins, as well as Admins and Team Members that have been granted the necessary data export permissions. For full details on the data included in the forms data export, refer to our exports help article.

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