Custom Req Fields Management

Abstract

Product: Workbench

CUSTOM REQ FIELDS MANAGEMENT

• For fields to be available on the Metrics Dashboard to include in a visualization, the searchable and outputable settings must be set to Yes.

Process

Define Custom Req Fields

1. Select Tools → Forms → Reqs → Req forms.

2. Select Define custom req fields.

3. Select Actions → Define new req field.

4. Select the numerical placement for your field on the specified form. It defaults to the next available placement number.

5. Insert a Database field name. The name is limited to 20 characters. Spaces cannot be used. Use underscore (_) or dash (-) as a space replacement. The Database field name appears when selecting custom fields for your reqs.

6. Insert a Field name. The character limit is 4,000. This is the field label that displays to your users in BrassRing. Be sure to check your spelling.

7. Select the field Type. This identifies the setup of the field and the options.

8. Insert the Field Help Text (Applies to Enhanced Layout Only), field is used to add information that helps your users get a better understanding of the field. For example, describe the field’s intention, expected data surrounding the process, and so on.

9. Infinite manages mapping for your custom reports by using Custom report field.

10. If the field is to be used in a posting interface, select the Posting interface mapping field that it should map to. It is used for job aggregators to post req to posting partners. You map the req field to the board value.

11. Select None or Attachments for Instruction type. Specific instructions can be created for individual reqs, informing the candidate of the types of attachments that should be included with the submission. To customize the text, per req, displayed to candidates for the attachment upload, a new pull-down box field, Instruction type, has been added to the Define new custom req field screen in Tools → Forms → Req forms. When the field is set to Attachments, the Type field must be set to Text or Text area. The procedure adds a new field on the req form where the user can enter attachment instructions.

12. Select the text size of the form field by using Font. The font default is medium.

13. Select Yes or No to Encrypted. Yes designates the field to be encrypted. To enable, you must have field-level encryption that is activated by Infinite.

14. HR Status restrictions indicates whether this field is part of the HR status restriction function. This field is associated with a client setting that must be turned on by an Infinite Rep. The field is deselected if it is not being used.

15. Select Save and continue.

16. Field length defaults to the field type's defined character limit. This can be edited as needed.

17. You might be able to designate the field as searchable or outputable. This enables your BrassRing users to search by the field response or use it as an output field. If you would like to make the field searchable and outputable select Yes for each field. Then select Enable Search/Output. Once a field is mapped, the space is taken permanently. Be sure that you want to map the field when making the selection of Searchable/Outputable.

    1. Once you select Save and continue, you have mapped the search or output fields to the search engine. Once mapped, this action cannot be undone. Your company is limited to 500 Text fields, 50 Numeric fields, and 75 Date fields to designate as Searchable and Outputable. Used search engine spaces cannot be recovered, even if the field is inactivated.

    2. If no options are required for this field type, continue to the next step. If options are required, enter them into the Options source area.

18. Select Save. You receive a confirmation message and the choice to add an additional new field or to administer options for the field that you have added, if applicable. At this point, you have the opportunity to create a list of options for this field if you selected Maintain custom list.

Selecting Custom Req Fields

Once the new custom req field has been added to the master list, it is available to be selected for a req form.

1. Select Tools → Forms → Reqs → Req forms.

2. From the list of req forms, select the Administer req fields icon.

3. Select Select req fields.

4. From the Select req fields window, highlight the field in the Available fields column that you would like to include on the req form. The fields are displayed by their database field name.

5. Select Add. The highlighted field moves to the Selected fields column. The field appears at the end of the list of fields in the Selected fields column. It is not necessary to change its location to reflect where it should appear in the req as this particular step is completed in the Form Layout.

6. Select Remove. Removes a custom req field from the Selected fields column.

7. Select Save. Ensure that you synchronize any changes with the Talent Gateways.

8. Once you have added a custom req field to a req form, you need to edit the field attributes to make decisions, such as if the field is required or hidden for a certain Language and if the formatting options or spell check are enabled, and edit the field’s attributes to determine whether or not the field is required or hidden.

9. To preview your req form changes, select Actions → Preview.

Editing Standard Req Field Attributes

1. Select Tools → Forms → Reqs → Req forms.

2. From the list of req forms, select the Administer req fields icon.

3. From the list of form fields, select the Edit field attributes icon.

4. Make any changes as needed and select Save and continue.

5. Make any changes as needed and select Save.

Editing Custom Req Field Attributes

1. Select Tools → Forms → Reqs → Req forms.

2. From the list of req forms, select the Administer req fields icon.

3. From the list of form fields, select the Edit field attributes icon.

4. Make any changes as needed and select Save and continue.

5. Make any changes as needed and select Save.

Preventing the Editing of Custom Req Fields

By default, BrassRing users can edit custom req fields, along with other editable fields, during the add req and edit req processes. You might extend this functions to make custom fields not editable on a field-by-field basis, during the edit req process. You can also extend this non-edit function to the add req process, if desired.

1. Select Tools → Forms → Reqs → Req forms.

2. From the list of req forms, select the Administer req fields icon.

3. From the list of form fields, select the Edit field attributes icon.

4. Access the Non-editable for these user types field. Select one or more User Types that are not allowed to change this custom field during the edit req process. To extend the restriction on editing to the Add req page, check the field Extend to add req to make this particular custom req field fully non-editable/read-only for the selected User Types when they are adding/editing a req.

5. Select Save.

When extend to add req is selected, it applies to the following req creation methods: Save as new, eLink blank req, External req URL, and creating a req from an email request. It does not apply to requisitions coming into the system through req import or integration.

Enable Formatting In Req Custom Text Area Fields

1. Select Tools → Forms → Reqs → Req forms.

2. From the list of req forms, select the Administer req fields icon.

3. From the list of form fields, select the Edit field attributes icon.

4. On the Edit field attributes page, select Save and Continue. On the Edit field attributes page for that field, select Yes for the Enable formatting option. The Text editor toolbar displays in the text area box for which you have enabled formatting.

Translating Custom Req Fields

1. Locate the list of custom req fields you want to translate.

2. Select Actions → Translate fields.

3. Select the language to which you want to translate your field names. The first language displayed defaults to English (US).

4. Type translations into the text boxes.

5. When you are finished with one language, use the Language pull-down to go to the next language.

6. Select Save when finished, and close the confirmation window. Ensure that you synchronize any changes with the Talent Gateways.

Inactivating Custom Req Fields

1. Select Tools → Forms → Reqs → Req forms.

2. From the list of req forms, select the Administer req fields icon for the desired form.

3. Select the custom field to deactivate.

4. If you try to inactivate a standard field, you receive an error message.

5. Select Actions → Inactivate.

6. Select Inactivate.

7. Select OK.

Removing Custom Req Fields

Custom req fields can be removed from a single or from multiple reqs by administering the chosen reqs’ form fields. To inactivate a custom req field from all req forms and permanently retire it, you must remove the field from each req form before inactivating the field in the master custom req fields list.

1. Select Tools → Forms → Reqs → Req forms.

2. From the list of req forms, select the Administer req fields icon.

3. Select Select req fields. A new window launches.

4. Select the field from the Selected fields column to remove from the req form. The fields are displayed by their database field name.

5. Select Remove. The highlighted field moves to the Available fields column.

6. Select Save. Ensure that you synchronize any changes with the Talent Gateways.

7. To inactivate a field from being used at all, inactivate it by going to Define custom req fields.

Adding Custom Req Field Options

1. Select Tools → Forms → Reqs → Req forms.

2. Select Define Custom req fields.

3. From the list of req fields, select the Administer field options icon.

4. Select Actions → Add new option.

5. Insert a Code. This is the unique identifier for this option in the data table. Once added, the code cannot be changed. The code is limited to 255 characters.

6. Insert a Description. This is the text that appears on the form. This cannot exceed 255 characters.

7. Insert a Sort order. By default, options are sorted in numeric, then alphabetical order. If a numeric value is entered, the order in which options are to appear is designated. Numbers less than 10 should begin with zero, for example, 03.

8. Ignore blocked HR status period identifies if the HR status is blocked when the req is not posted for a defined period. This field is associated with a client setting that must be turned on by Infinite. The field is unavailable if it is not turned on.

9. Select Save.

Editing Custom Req Field Options

1. Select Tools → Forms → Reqs → Req forms.

2. Select Define Custom req fields.

3. From the list of req fields, select the Administer field options icon.

4. From the list of fields options, select the Edit icon.

5. Update the field options as needed and select Save and continue.

6. Make additional modifications as needed and select Save. Ensure that you synchronize any changes with the Talent Gateways.

Translating Custom Req Form Field Options

1. Select Tools → Forms → Reqs → Req forms.

2. Select Define custom req fields.

3. From the list of fields, select the Administer field options icon for the options list to be translated.

4. Select Actions → Translate options.

5. Select the language to which you want to translate your field options. The first language displayed defaults to English (US).

6. Type the translations into the fields.

7. When you are finished with one language, use the Language pull-down to select the next language.

8. Select Save when finished, and close the confirmation window. Ensure that you synchronize any changes with the Talent Gateways.

Inactivating Custom Req Field Options

To view your inactive fields options, select the Inactive toggle on the Edit field options screen.

1. Select Tools → Forms → Reqs → Req forms.

2. Select Define Custom req fields.

3. From the list of fields, select the Administer field options icon.

4. From the list of options, select the Inactivate icon.

5. Select Inactivate.

6. The confirmation window automatically closes. Ensure that you synchronize any changes with the Talent Gateways.

To reactivate an option, repeat this process and select the activate icon.