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Admin - Application Workflows - Questionnaire

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Admin - Application Workflows Support Series: 
Creating an Application Workflow
This documentation is for Admins who create and configure application workflows. Questionnaire is one of the screens that can be included in a job application. For an overview of application workflow sections, see the Admin - Application Workflows - Workflow Sections article. To see additional Admin - Application Workflow related help articles, follow the links below: 

Welcome (required)

Welcome: Prescreen

Welcome: Account create

Personal info

Personal info: Resume

Education

Professional experience

Questionnaire

Interview Questions

Competencies

WOTC

EEO

Submit (required)

 

 

General Information

The Questionnaire functionality allows an Admin user to add up to 20 questions to an Application Workflow and define the answers.

The questions that appear in the question drop-down menu are taken from the questions that have been configured in Admin Tools > Config Choice > EmployeeInterview in the Avionté legacy platform and set as 'visible' for at least one branch. Questions can be added, edited or deleted in this section of the core application.


Note:  As questions are selected by the Admin for the Questionnaire and/or the Welcome: Prescreen workflow sections, they are removed from the drop-down list of available questions. This prevents accidental use of duplicate questions in the Application Workflow.  

 

 

 

Transition from Questionnaire (legacy platform) to Interview Questions (web-based modules)

The Questionnaire section of the Application Workflow accommodates clients that used the questionnaire in Avionté's legacy platform. In the web-based modules, this functionality is referred to as Interview Questions. As we transition from the legacy platform, where the Questionnaire was used, clients will transition to the Interview Questions functionality in the web-based modules.

 

 

Requirements

Ensure the EmployeeInterview config choice is available to expected branches. 

  1. Navigate to Main Menu > Start Page > Actions menu

  2. Select Admin Tools

  3. From the System menu, select Config Choice

  4. Type "employeeinterview" into the search cell of the Category column
    ConfigChoice.PNG


  5. Click on a question row to select the question.

  6. In the lower-right, click on a check box to enable an interview question for the corresponding branch.

  7. Click Save

 

 

Deactivate Questionnaire

Turn off the Questionnaire application workflow in the web-based modules.

  1. In the Recruiter Module, navigate to Admin > Application workflows 

  2. Click the "X" next to Questionnaire. 

  3. Click Save. Questionnaire is no longer available as an application workflow.

 

 

Activate Interview Questions

Turn on the Interview Questions application workflow in the web-based modules.

  1. In the Recruiter Module, navigate to Admin > Application workflows 

  2. Click the "+" next to Interview Questions. 

  3. Click Save. Interview Questions are now available as an application workflow.

 

 

 

 

Add a New Question

1. Select Add more.

q4.png

 

2. A new, unconfigured question is added to the questionnaire.

q5.png

See the Configure Questions and Answer Formats section below for information about configuring a question.

 

 

Configure Questions and Answer Formats

There are seven answer formats to choose from, each with different restrictions and options. The sections below describe how to configure a new question with each specific answer format. 

q6.png

 

Textbox

Date-Based

Numeric

Currency

Drop-Down List

Radio Button

Checkbox

 

 

 

Configure Question With Textbox Answer Format

q7.png

The textbox answer format allows up to 2500 characters of plain text to be entered in the answer field.

 

  1. Select the desired question from the Question X drop-down menu, where “X” is the question number.

  2. From the Answer format drop-down menu, select “Textbox”.

  3. Select Save to save the question configuration. 

 

 

 

Configure Question With Date-Based Answer Format

q8.png 

There are three different date-based answer types available:

 

Date Option Definition
MM/DD/YYYY Requires the input of month, day, and year.
MM/YYYY Requires input of month and year.
MM/DD Requires input of month and day.

 

 

  1. With a new, unformatted question in the Questionnaire section, select the desired question from the Question X drop-down menu, where “X” is the question number.

  2. From the Answer format drop-down menu, select the desired date-based answer type.

  3. Select Save to save the question configuration. 

 

 

 

Configure Question With Numeric Answer Format

q9.png

The Numeric answer format accepts only numbers and the "." character in the answer field.

 

  1. With a new, unformatted question in the Questionnaire section, select the desired question from the Question X drop-down menu, where “X” is the question number.

  2. From the Answer format drop-down menu, select “Numeric”.

  3. Select Save to save the question configuration. 

 

 

 

Configure Question With Currency Answer Format

q10.png

 

The Currency answer format accepts numbers and the following characters associated with currency in the answer field:   $  ,  . 

 

  1. With a new, unformatted question in the Questionnaire section, select the desired question from the Question X drop-down menu, where “X” is the question number.

  2. From the Answer format drop-down menu, select “Currency”.

  3. Select Save to save the question configuration. 

 

 

 

Configure Question With Drop-Down List Answer Format

q11.png

 

The Drop-Down list answer format presents a drop-down list containing answers that the Admin user provides. The Admin user can also set one or more answers in the list to require further explanation. See Answers That Display Required Explanation Field for more information about this option.

 

Only a single answer can be chosen from the drop-down list.

 

  1. With a new, unformatted question in the Questionnaire section, select the desired question from the Question X drop-down menu, where “X” is the question number.

  2. From the Answer format drop-down menu, select “Dropdown list”.

  3. In the Answers field, enter the answers that should appear in the drop-down list, each separated by a comma.
    Note: The answers entered here must match the answer options for this question in the Core application under Config Choice > EmployeeInterview. This includes spaces entered before and after commas, spaces between words in the answer, and capitalization. If they do not match, the applicant answers from the questionnaire won't appear in the Core application under Employee > Interview.  See Admin - Add and Edit Interview Questions: Using Interview Questions in the Applicant Portal and Application Workflows for more information.  

  4. (Optional) In the Answers that display required explanation field field, re-enter any answers from the Answers field that need an associated text field for additional explanation. Answers in this field must match the answer in the Answer field exactly and be separated by a comma.

    q12.png

  5. Select Save to save the question configuration. 

 

 

 

Configure Question With Radio Button Answer Format

q13.png

 

The Radio Button answer format presents a list of answers with radio buttons that allow the applicant to select a single answer. The Admin user provides the answers that appear in the list. The Admin user can also set one or more answers in the list to require further explanation. See Answers That Display Required Explanation Field for more information about this option.

 

Only a single answer can be chosen from list.

  1. With a new, unformatted question in the Questionnaire section, select the desired question from the Question X drop-down menu, where “X” is the question number.

  2. From the Answer format drop-down menu, select “Radio buttons”.

  3. In the Answers field, enter the answers that should appear in the drop-down list, each separated by a comma.
    Note: The answers entered here must match the answer options for this question in the Core application under Config Choice > EmployeeInterview. This includes spaces entered before and after commas, spaces between words in the answer, and capitalization. If they do not match, the applicant answers from the questionnaire won't appear in the Core application under Employee > Interview.  See Admin - Add and Edit Interview Questions: Using Interview Questions in the Applicant Portal and Application Workflows for more information.  

  4. (Optional) In the Answers that display required explanation field field, re-enter any answers from the Answers field that need an associated text field for additional explanation. Answers in this field must match the answer in the Answer field exactly and be separated by a comma.

    q14.png

  5. Select Save to save the question configuration.

 

 

 

Configure Question With Checkbox Answer Format

q15.png

 

The Checkbox answer format presents a list of answers with checkboxes that allow the applicant to select one or more answers. The Admin user provides the answers that appear in the list.

 

The Admin user can also set one or more answers in the list to require further explanation. See Answers That Display Required Explanation Field for more information about this option.

 

  1. With a new, unformatted question in the Questionnaire section, select the desired question from the Question X drop-down menu, where “X” is the question number.

  2. From the Answer format drop-down menu, select “Checkboxes”.

  3. In the Answers field, enter the answers that should appear in the drop-down list, each separated by a comma.
    Note: The answers entered here must match the answer options for this question in the Core application under Config Choice > EmployeeInterview. This includes spaces entered before and after commas, spaces between words in the answer, and capitalization. If they do not match, the applicant answers from the questionnaire won't appear in the Core application under Employee > Interview.  See Admin - Add and Edit Interview Questions: Using Interview Questions in the Applicant Portal and Application Workflows for more information.  

  4. (Optional) In the Answers that display required explanation field field, re-enter any answers from the Answers field that need an associated text field for additional explanation. Answers in this field must match the answer in the Answer field exactly and be separated by a comma.

    q16.png


  5. From the Min. answers required drop-down menu, select the minimum number of answers that need to be provided by the applicant for this question.

    q17.png


  6. Select Save to save the question configuration.

 

 

 

Answers That Display Required Explanation Field

The drop-down list, radio button, and checkbox answer types will give the Admin user the option to request additional information based on the answer the applicant provides. A text field will appear under the answer where the applicant can enter this additional information. This text field is limited to 1000 characters.

 

Example: The Admin user selects “Days of the week available?” as the question and sets the answer type to “Checkboxes”. In the list of answers, she enters “Weekends (Please include explanation below)” Because this answer requires the applicant to enter additional information, the Admin user adds “Weekends (Please include explanation below)” to the Answers that display required explanation field field.

 

q18.png

 

When taking the questionnaire, the applicant selects “Weekends (Please include an explanation below)” as one of his answers. A text field appears below the question, and he is required to enter the additional information into the text field.

 

q19.png

 

Note: Only one text field per question is displayed to capture the applicant’s response, even if two or more answers are set to require additional information. Avionté recommends that questions set to require additional information be phrased so applicants clearly understand what is being asked for and know how to answer.

 

 

Save Questionnaire Configuration

Select Save questions to save the current state of the questionnaire configuration.

 

q20.png

 

Edit a Questionnaire

Admin users can edit the questionnaire at any time, including adding new questions, changing an existing question, selecting a new answer format, editing the answer options for a given question, and reordering the questions within the questionnaire.

 

Changes made to the questionnaire are effective immediately and apply to any applicants who take the questionnaire from that point forward.

 

Note: Changes made to a questionnaire are not retroactive. If an applicant has already taken the questionnaire, the applicant’s Candidate record will continue to reflect the questions and answers that existed when the questionnaire was completed.

 

Reorder Questions in a Questionnaire

Questions can be reordered within the questionnaire.

 

  1. Locate the question to be moved.

  2. Click either q21.png or q22.png to move the question one position in the desired direction.

    q23.png

  3. Repeat steps 1 and 2 until the question is in the desired position within the questionnaire.

     

 

Remove a Question from Questionnaire

  1. Select the 22.png in the upper right corner of the question pane.

    q24.png

     

  2. Select Yes to confirm the choice.

    q25.png

     

 

 

View and Edit Questionnaire Results

The results of an applicant’s questionnaire can be viewed and edited in both the Recruiter Module and the Core Application. Any changes made to an applicant’s answers are recorded in the Employee Log. See Employee Log for more information.

 

Platform Questionnaire results location
Core Application Employee > Interview
Recruiter Module Talent > Q&A

 

View Questionnaire Results in Core Application

q26.png

  1. Navigate to Employee.

  2. Perform a search for the applicant.

  3. Double-click the applicant’s name in the search results

  4. Click Interview sub-menu item.

     

Questions configured as part of the Questionnaire are assigned the category of "Interview Questions".  Applicant answers appear in the Answer column, and content provided as part of an answer that required additional information will appear in the Notes column.

 

q27.png

 

Edit Questionnaire Answers in Core Application

 

  1. Navigate to Employee.

  2. Perform a search for the applicant.

  3. Double-click the applicant’s name in the search results.

  4. Click Interview.

  5. Locate the answer to be edited and click Edit.

    q28.png

     

 

View Questionnaire Results in Recruiter Module

 

q29.png

  1. Select Talent tab to navigate to the Talent section.

  2. In the Search field, enter the name of the applicant and select q30.png.

  3. Locate the applicant in the search results and select the Q&A QuickView.

    q31.png

  4. The questionnaire results are displayed in the QuickView pane.

    q32.png

     

 

Edit Questionnaire Answers in Recruiter Module

 

  1. Select Talent tab to navigate to the Talent section.

  2. In the Search field, enter the name of the applicant and select q30.png.

  3. Locate the applicant in the search results and select the Q&A QuickView.

    q31.png

     

  4. The questionnaire results are displayed in the QuickView pane.

    q33.png

     

  5. Tap or hover the mouse cursor over the title bar of the question to be edited.  The q34.png icon will appear if the message can be edited.

    q35.png

  6. Select q34.png.  The Question and answer window is displayed.

    q36.png

  7. Edit the content of the applicant’s answer.

  8. Click Done to save the changes.

     

Applicant answers appear in the Answer field, and content provided as part of an answer that required additional information will appear in the Explanation field.

 


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