A Form Questionnaire is a tool used to gather information from applicants or employees through a structured format. It allows organizations to create tailored questionnaires that can be assigned to individuals involved in the recruitment process, such as recruiters or managers. These questionnaires can include various questions and instructions, enabling interviewers to collect specific data during applicant screenings or interviews. Form Questionnaires can be configured with conditional rules, allowing certain fields to be displayed based on previous answers, enhancing the relevance and efficiency of the data collection process.
Knockout Question Setting Configuration
Form Questionnaires
Form Questionnaires are a functionality of the HR solution and allow specific questions to be asked and responded to in various areas of the system.
Questionnaire Types
Navigation: Menu > Settings > HR Setup > Form Questionnaires
- From the Forms Questionnaires page, select Add New.
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In the Questionnaire Type field, select the applicable type, and then select OK:
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Job Application - Allows Applicants to answer job-specific questions separate of the information provided in the Applicant Profile.
The Job Application Questionnaire is added to the Job Requisition. -
Recruitment Evaluation - Interview-type questions that can be asked of the Applicant.
The Recruitment Evaluation Questionnaire is added to the Job Application.
Note: Questions to include are the items the interviewer will ask the interviewee. Examples could be: "Tell me about..." or "Why do you want this position?" -
Benefit Enrollment - Questions that can be asked when an Employee requests a change to their benefits in the system.
Benefit Enrollment Questionnaires can be added to the Benefit Profile (for Open Enrollment and/or New Hire Enrollment) or the Life Change Event Type. -
Peer Feedback - Allows employees to provide perspective on other employees.
Peer Feedback can be assigned to a Performance Review Profile or collected as a stand-alone option.
Please note: The Questionnaire Type determines where it can be used in the system. For example, you cannot use a Job Application Questionnaire for Benefit Enrollment.
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Job Application - Allows Applicants to answer job-specific questions separate of the information provided in the Applicant Profile.
Questionnaire Fields
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In the Name field, enter the questionnaire Name, and then select Save.
- To add a page to the questionnaire, select Add New Page.
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Select the Edit Page icon.
- In the Page Screen Message section, at the Message field, enter a Screen Message.
- Select Add New Question to add questions as needed.
- Select the Edit Question icon to configure each question.
- In the Question Settings section for each question, configure fields as applicable. Some fields of note include:
- Is this an EEO-related question?: This setting is only available for Job Application Questionnaires and impacts applications processed through Indeed. When checked, the EEO questions in the questionnaire display in their own EEO section within the Indeed application.
- Is Knock Out: This setting is only available for Job Application Questionnaires with a field Type of Multi Checkbox or Multi Radio Button. See the section 'Applicant Knockout Setup' for more information.
- Type: The type of field (characters, date, numbers, dollar amounts, etc.).
- Description: A brief description of the field.
- Maximum Length: The maximum length that will be collected for the field.
- Label: The text that appears on the form.
- Label Width: Allows you to set the width of the label.
- Label Alignment: Allows you to position the label on the top, bottom, left, or right of the page.
- Label Height: Allows you to set the height of the label.
- Width: Determines the width of the field. This does not change the size of the text.
- Height: Determines the height of the field. This does not change the size of the text.
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Open Conditional Question: When adding certain types of questions and saving, the system can prompt you to select which responses require a follow-up response. The system will prompt you with a New Conditional Question entry that appears below the question containing the conditional setting.
- You will need to save the question, click the back arrow next to the page label, and then click the edit icon for the conditional question.
- For example, a conditional question for a valid driver's license can be configured with a Yes/No response, with an open condition placed on the No answer. After editing the additional question connected to the driver's license question, the respondent will have to provide a selection from the drop-down list.
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List Items: Allows users to provide preconfigured responses:
- To add a selection list to a field item, click the Is List check box. Click Add to create a list item.
- Allow New: Allows for additional fields to be added if an applicable option is not included in the list (for example, the default list provides only three language options (English, Spanish, and French), and the user wants to add Italian.
- Sort Ascending: Allows you to set the items to sort in ascending order.
- Enter the Item Value and optional Item Code. Click Add to finish the entry. You can add as many entries as needed for the list.
- Click the Add Multiple Items button to add multiple items to the list at one time. Type the list in the Items box and then click Add. Up to 50 fields can be added. You can also click the Sort Items button to sort the items alphabetically.
- After the list is built, you can control the items in the list by using Insert, Edit, Delete, or the Up and Down buttons.
- Answer Widget: In this widget, enter one or more acceptable answers to the question. Each entry must be unique. This option will only display when you select Multi Radio Button or Multi Check box as the question type.
Applicant Knockout Setup
Knockout functionality allows users to define questions on a Job Application questionnaire that can eliminate an applicant from consideration for an open job requisition, as well as define when an applicant who was knocked out can re-apply.
Knockout Question Setting Configuration
- Go to Settings > HR Setup > Applicant Tracking/Recruitment > Configuration and locate the Applicant Knockout Configuration widget.
- Reapply Waiting Period: When an applicant is knocked out, this setting determines the number of days before the applicant can re-apply for the same job. The system default is 30 days, which can be updated to fit your company's requirements.
- Reapply Message: A default Reapply Message is included in this text box and will display to an applicant if the applicant attempts to reapply for the same job before the re-eligibility criteria is met. This message can be updated to your company's desired verbiage.
- Knockout Message: A default Knockout Message is included in this text box and will display to an applicant if the applicant answers a question that is marked as a knockout question on a questionnaire. This message can be updated to your company's desired verbiage. A custom Knockout Message in a questionnaire will take priority over this default message. If the custom message box in the questionnaire is blank, this default message will display.
- Knockout Color: This setting is used to select a color for the knockout items/questions. You can customize through a color chooser.
- Marginal Color: This setting is used to select a color for marginal items/questions. You can customize through a color chooser.
Creating Knockout Questions
Note: Knockout question functionality can only be used if the question type is “Multi Checkbox” or “Multi Radio Button”.
- Select "Add New Question".
- Select the edit pencil in the Questions section to edit the question.
- Select either "Multi Checkbox" or "Multi Radio Button" as the Type.
- Select “Is Knock Out”.
- This will open an Answer Widget where you can identify which answers would be considered knock out answers and which, if any, would be marginal (not quite a knockout but a flag to call attention to the applicant's answer to that question).
Library Questions
- When adding a question, you can choose to make that question a library question. The question will then be available to use in future questionnaires. To do this, open the question for editing and click the Add Question To Library button.
- After you click the Add Question To Library button, you will be prompted with a confirmation window. An optional Input Category can be added.
- After the question has been added as a library question, it will then be available when clicking the Add Library Question button.
Troubleshooting
Issue: Admin or Manager is unable to access the form
Solution: Security permissions are needed to view, edit, add, or delete questionnaires, which are set in the HR tab of security profiles. Permissions must be set to allow managers to complete the questionnaires assigned to them. Please review the settings below and reach out to your Support Team Member if updates are needed.
Navigation: Menu > Settings > Profiles/Policies > Security
- From the Company Security Profiles page, select the View/Edit Security Profile icon next to the needed security profile.
- In the Security Items panel, select the HR tab.
- There are several items that need to be updated depending on the Questionnaire-type:
| Security Item Name | Security to be granted | Description |
|---|---|---|
| Benefit Enrollment Questionnaire | View | User can only view questionnaires assigned to their employees. |
| Benefit Enrollment Questionnaire | View/Edit | User can only view and edit questionnaires assigned to their employees. |
| Add | Add | User is able to add questionnaires. |
| Delete | Delete | User is able to delete questionnaires. |
| Recruitment Evaluation Questionnaire | See All Evaluation Questionnaires | User is able to view or edit any questionnaire, regardless of whether it is assigned to them. |
Important Users also need permission access in security to view the job application and the job requisition that the candidate applied to.
Additional Resources
UKG Peer Evaluation (coming soon!)