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Admin - Application Workflows - Questionnaire

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Please note that this article is in the process of being rewritten. We appreciate your patience as some of the information may be out of date. - Ed.

 

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.

 

[add screenshot]


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.  

 

  

To Add a New Question:

1. Go to Admin > Application workflows.

2. Select Questionnaire. (Note: if Questionnaire is not enabled, click on the "plus" button next to the workflow bar.

2. Select Add more. (You may need to scroll down to the bottom of the list beforehand, if you already have some questions entered.)

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

 

 

Checkboxes

 

Currency

 

Drop-Down List

 

MM/DD/YYYY or MM/YY or MM/DD (Date-Based)

 

Numeric

 

Radio Buttons

 

Textbox

 

  

Configure Question With Textbox Answer Format

 

q7.png

To create a successful questionnaire, try to use answer formats that match the kind of question that is being asked. For example, the textbox answer format allows up to 2500 characters of plain text to be entered in the answer field. 

 

An example question of this type might be, as shown above, "If you are applying for a specific job, please enter that job title." An example answer might be "Customer Service Adviser." A textbox will allow an applicant to easily enter an answer of this type. It is a good Answer format for this kind of question. To set up a question like this, follow these steps:

 

  1. Select a desired question from the Question drop-down menu that a textbox would be good for.

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

  3. Select Save to save the question configuration. 

 

  

Configure A Question With A Date-Based Answer Format

q8.png 

Some questions, such as the above, "Date Available," don't need a free-form field; instead, a date format is more appropriate. There are three different date-based answer types available:

 

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

  

To set up a date-based question and answer, follow these steps:

 

  1. Use the Add more button to add a new question to your Questionnaire, and select a desired question from the Question drop-down menu.

  2. From the Answer format drop-down menu, select a desired date-based answer type. Different Answer formats can be chosen depending on how much precision is needed.

  3. Scroll to the top of the screen, and select Save to save the question configuration. 

 

 

 

Configure A Question With A Numeric Answer Format

q9.png

The Numeric answer format accepts only numbers and the "." character in the answer field. An applicant could enter a whole number or one with decimals. In the above example, "Distance Willing To Travel," the question is asking an applicant how far they are willing to drive when commuting to work.

To add a question of this type:

 

  1. Add a new question via the "Add more" button, and select a question from the drop-down menu, where a numeric answer would be appropriate.

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

  3. Scroll up to the top of the page, and select Save to save the question configuration. 

 

  

Configure A Question With A Currency Answer Format

q10.png

 

The Currency answer format accepts numbers and the following characters associated with currency in the answer field:   "$"  ,  "."  The example above asks, "What is your salary requirement?"  An applicant will be able to give an answer in dollars and cents using a Currency Answer format. To create a question and answer of this type, follow these steps: 

 

  1. Via the Add more button, add a new question placeholder, and select a desired question from the Question drop-down menu.

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

  3. Scroll up to the top of the screen, and select Save to save the question configuration. 

 

  

Configure A Question With A Drop-Down List Answer Format

q11.png

 

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

 

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

 

  1. Via the Add more button, add a new question placeholder, and select a desired question from the Question drop-down menu.

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

  3. In the Answers field, enter answers that should appear in the drop-down list, each separated by a comma.
    Note: The answers entered here must match answer options for this question that are entered in AviontéCLASSIC, under Config Choice > EmployeeInterview. This includes spaces entered before and after commas, spaces between words in the answer, and capitalization. If these do not match, the applicant's answers from the questionnaire won't appear in AviontéCLASSIC, 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 Answers that display required explanation 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 A Question With A 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. This is appropriate for a question that only allows one answer. An Admin user can provide the answers that appear in the list. An Admin user can also set one or more answers in the list to require a further explanation. See Answers That Display Required Explanation Field for more information about this option.

 

Only a single answer can be chosen from a radio button Answer format. To set up a question and answer of this type, follow these steps:

  1. Via the Add more button, add a new question placeholder, and select a desired question from the Question drop-down menu.

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

  3. In the Answers field, enter answers that should appear in the drop-down list, each separated by a comma.
    Note: Answers entered here must match answer options for this question in AviontéCLASSIC, 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's answers from the questionnaire won't appear in CLASSIC 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 Answers that display required explanation 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 A Question With A 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. An Admin user provides answers that appear in the list. For example, if you want to know which days of the week an applicant is available for work, you can create a question structured like the above.

 

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

To set up a question and answer of this type, follow these steps:

 

  1. Via the Add more button, add a new question placeholder, and select a desired question from the Question drop-down menu.

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

  3. In the Answers field, enter answers that should appear in the checkbox list, each separated by a comma.
    Note: Answers entered here must match answer options for this question in AviontéCLASSIC, under Config Choice > EmployeeInterview. This includes spaces entered before and after commas, spaces between words in the answer, and capitalization. If these do not match, an applicant's answers from the questionnaire won't appear in CLASSIC 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 Answers that display required explanation field, re-enter any answers from the Answers field that need an associated text field for additional explanation. Answers in this field must match answers 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 A Required Explanation Field

The drop-down list, radio button, and checkbox answer types will give an Admin user the option to request additional information based on an answer an 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: An Admin user selects “Days of the week available?” as a 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 field Answers that display required explanation field.

 

q18.png

 

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

 

q19.png

 

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

 

 

Save A Questionnaire Configuration

Scroll up to the top of the screen, and select Save to save the current state of the questionnaire configuration.

 

q20.png

 

Edit a Questionnaire

Admin users can edit a 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 questions within the questionnaire.

 

Changes made to a 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 a 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 a 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 A Questionnaire

 

To delete a question from a questionnaire, follow these steps:

 

  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 A Questionnaire's Results

The results of an applicant’s questionnaire can be viewed and edited in both the Recruiter Module and AviontéCLASSIC. 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

 

Viewing A Questionnaire's Results in AviontéCLASSIC

q26.png

  1. Navigate to Employee.

  2. Perform a search for an applicant in the Search Criteria.

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

  4. Click the Interview sub-menu item.

     

[Questions that are configured as part of the a questionnaire are assigned a category of "Interview Questions".]  An applicant's 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 A Questionnaire's Answers in AviontéCLASSIC

 

  1. Navigate to Employee.

  2. Perform a search for an applicant.

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

  4. Click Interview.

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

    q28.png

     

 

View A Questionnaire's Results in AERO's Recruiter Module

 

q29.png

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

  2. In the New search field, enter the name of an applicant and select q30.png.

  3. Locate an 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 A Questionnaire's Answers in AERO's Recruiter Module

 

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

  2. In the New 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 a question to be edited.  The q34.png icon will appear if an answer 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.

     

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

 

 

Troubleshooting: AviontéCLASSIC Setup Requirements

Using AERO to set up a questionnaire should populate the relevant Back Office setup requirements. However, in the event a questionnaire does not appear, it may be because the branch in which you are working does not have access to the question and answer set up. If that is the case, you can try to correct the situation by doing the following:

In AviontéCLASSIC, ensure the EmployeeInterview config choice is available to the expected branches. 

  1. Navigate to Main Menu > Start Page > open the 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. You can also select the top-level checkbox to apply the question to all branches.

  7. Click Save.
  8. Repeat this process for every question in the questionnaire. 

 

 

Deactivate A Questionnaire

If you want to turn off the Questionnaire application workflow in the AERO web-based modules, follow these steps:

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

  2. Click the "X" next to Questionnaire. 

  3. Click the Save button. A questionnaire will no longer be available as an application workflow.

 

Administrator Reference:

The system will pull questions from AERO into CLASSIC as Choice Codes, once they have been set up in AERO. The questions that appear in the question drop-down menu are stored in Admin Tools > Config Choice > EmployeeInterview in the CLASSIC platform. They need to be set as 'visible' for at least one branch.

 

 


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