At the right time, forms can be sent automatically or manually to the necessary user or candidate. 

Use cases

• Teams who want to set an automation for sending a form to a user/candidate and/or have their users manually send the form to users/candidates.

Automatically send a form

To send a candidate form automatically, there are some additional configuration steps required to be completed. Forms that will be sent to candidates need to be attached to a Candidate Journeys status. 

• Note: It’s important to double-check that the form has been published with the latest version of the form.

Step #1: Review the journey

Users with full access to Journeys should review your System Journeys to see if a status can have a form attached to it. If not, they will need to add a stage and its statuses, such as the Forms, Application, Onboarding, or Custom stages, in order to support the preferred form.

Step #2: Update the workflow

Users with full access to Workflows can complete the below steps.

1. Select All Apps in the top left corner of the header and then Settings in its drop-down menu.
2. When the Settings page opens, select Workflows under the Automation section.
3. Open the preferred workflow.
4. Select the status that you want associated with sending the form automatically.
5. Add the Send Form action.
6. The message sent with this action can be customized. Update this message, if needed.
   • Note: Access to the form will be through the #application-url token that’s included.
7. Save the task.
8. Publish the workflow.

Step #3: Edit the job

Users with full access to Jobs will be able to complete the below steps.

1. Select All Apps in the top left corner of the header and then Settings in its drop-down menu.
2. When the Settings page opens, select Job Manager under the Jobs section.
3. Open the preferred job category and then job that will have a form associated with it.
4. Navigate to the Candidate Journey section of the job.
5. Scroll down to the status where the workflow was built to send the form.
6. Choose which form you’d like to send the candidate.
7. Select Save.
8. Publish the job.

Manually send a form

Users with access to a candidate can manually send a form through a preconfigured next step button. To manually send a form to a candidate, complete the below process.

1. Ensure you are viewing the Candidate Inbox.
2. Find the preferred candidate.
3. Click into their status.
4. Select the Send Form next step set for this status.
5. A slide-out drawer will open where any required fields will display for you to complete.
6. Once all the mandatory fields in the form are filled, select the candidate’s new status.
7. Select Save & Confirm in the bottom right corner of the drawer.

The form will then be sent to the candidate and will be available to view (in-progress and completed) and download in the Hire Details section of the Candidate Profile.