Any roles that were posted on your Talos ATS before the HR Connect integration was enabled will need to have the data capture form manually added within the Job Settings of each role where the integration is required.
If the data capture form for the integration has also been updated, this will need to be updated against each role this has been linked to, to ensure the most up-to-date version is used.
The form(s) will also need to be updated against your workflow settings to ensure the most up-to-date version is attached to any new jobs that are posted on your system.
All Vacancies
Note: To assign forms to all vacancies, you will need to have access to the 'Workflow Management' user permission against your account.
Data capture forms can also be assigned to a progression stage, if required. Assigning a data capture form to a progression stage will ensure that, when a candidate is moved to that stage, the data capture forms are sent to the candidate via email to complete (if the data capture form is set as an external form) or become available in the ATS to be completed internally.
Information: a manual or auto email action will need to be added to the progression stage to send the email to the candidate.
Within the email, the ##hrconnectformlinks## placeholder will need to be included to generate the specific data capture form links for the candidate to complete.
To add a data capture form to the progression stage, click on 'Assign one now' under the 'Data Capture Forms' section:
This will load the data capture forms section where you can choose which data capture forms are needed. To add a data capture form, click on the ‘Choose data capture form’ dropdown section and select the data capture form you wish to add. Once selected, click on ‘Add Selected’:
Emails can also be assigned against data capture forms, so once they have been completed, an email can be sent to the recruitment team, or a specific email address to notify them the data capture form has been completed.
Note: an email template will need to be created in Talos for the data capture form 'email on completion' feature.
Data capture forms can also be removed from a progression stage. To remove a data capture form on the right-hand side, click on ‘Remove’ against the data capture form and this will remove the form from this stage.
Once you are happy with the setup of the new progression stage, click on 'Save' in the lower right-hand corner of the page and this will be available against new jobs that are posted on your system.
Ad-Hoc (Per Vacancy)
Note: for this option, you will need access to the Data Capture Forms user permission.
To assign a data capture form to a vacancy, you will first need to access the job settings screen of the job you would like to assign a data capture form to:
In the job settings screen, click on 'Forms' and then 'Data Capture'. You can then assign the data capture for a specific stage by selecting 'Add New Property' or to the top level of the job:
Info: assigning a data capture form to the job level will add this form any time the data capture placeholder has been linked in an email template.
Assigning a data capture for a specific stage will only send the form via email once a candidate has been moved to that stage. This email must have the placeholder of ##hrconnectformlinks## to generate the correct form links for the candidate to complete.
Selecting either option will load a pop-out window for you to select your data capture form, which email to send to the candidate and if you would like an email to be sent once the form has been completed:
Assigning data capture at progression stage:
Assigning data capture form at job level:
Click on 'Assign' once you are happy with the setup of the form and this will link the data capture form to that job. You can repeat this process to add additional data capture forms if required.