Shared Custom Fields

Applicable Roles

• Administrator/Solution Architect
• HR Administrator
• HR Team
• Business Office

Pre-requisites

Form Management: Process Form Set-up & Creation, Creating Notifications, Configuring Job Posting Question Sets

Contents

Access Shared Custom Fields

Shared Custom Field Management

Creating New Shared Custom Fields

Editing Shared Custom Fields

Using Shared Custom Fields

Process Forms

Job Posting Question Sets

Notification Templates

Access Shared Custom Fields

Both of the following paths will display the Shared Custom Fields Management grid:

For Process Forms, navigate to: Process Forms / Shared Custom Fields

For Notifications, navigate to: Notifications / Shared Custom Fields

Shared Custom Field Management

Creating New Shared Custom Fields

1. Click New Shared Custom Field

   

2. In the Details, enter the Shared Custom Field information (required fields are marked with an *)

Note: Selection of The Custom Field Type will alter the appearance of the window and the remaining fields to be entered

1. Enter the Field Name (Required)
2. Select the Custom Field Type from the drop-down best suited to your shared custom field

   1. When creating New Shared Custom Fields, the supported field types are limited to those that require consistent formatting:

      

3. Enter Custom Field Display Name (Required) - You will be able to change this when using on a form or notification
4. Enter the Custom Field Description - This is generally used to provide the submitter of the form additional information if it does not all fit under the Custom Field Display Name
5. Enter a Default Value if you have a constant you want to appear
6. Custom List Items - This is where you list the options for the completer of the shared custom field to choose from when it is a type that requires options such as a custom drop-down, check box list, etc.
7. Click Insert to complete the Shared Custom Field or Insert and Add Another if you are adding multiple Shared Custom Fields at once. Clicking Cancel will cancel your entry without saving. 

Editing Shared Custom Fields

1. Select the Shared Custom Field by clicking the magnifying glass

2. In the Details tab, click Edit

   

3. Make the necessary changes to the Field
4. Click Save

Please Note - when editing Shared Custom Fields, changes will update across ALL forms and templates that have used that shared field

Using Shared Custom Fields

Shared Custom Fields can be used and further customized when added to Process Forms, Job Posting Question Sets and Notification Templates by selecting the Add Shared Field link as follows:

Process Forms

Navigate to: Process Forms / Form Management 

1. Select the Form by clicking the magnifying glass
2. When the Form opens below, click the Custom Fields tab

3. Click Add Shared Field

   

4. In the Shared Custom Field Management pop-up, click on the shared custom field

5. Make any further customizations to the field in the editable fields

   

   

6. Click Save and the Shared Field will be listed along with the Form's other custom fields (Note: You can then use the Template Builder to add the custom field to the form); Click Save and Add Another to continue to Add Shared Fields; Click Cancel to back out without saving

   

Job Posting Question Sets

Navigate to: Recruiting / Recruiting Configuration / Job Posting Question Sets

1. Select the Job Posting Question Set by clicking the magnifying glass
2. Select the tab Set Questions

3. Click Add Shared Field

   

4. Follow the same instructions from steps 4 - 6 above in Using Shared Custom Fields in Process Forms

Notification Templates

Navigate to: Notifications / Templates 

1. Select the template by clicking the magnifying glass
2. Click the Custom Fields tab

3. Click Add Shared Field

   

4. When the pop-up window displays select the field from the grid, make changes if necessary to suit the notification's needs and follow the same instructions from steps 4 - 6 above in Using Shared Custom Fields in Process Forms
5. Click Save to add the Shared Field to the Notification (The field can then be added to the notification through the Notification Builder); Click Save and Add Another if you are adding more; Click Cancel to clear without saving

Please Note: Field Type, Default Value and List Items can only be changed through Shared Custom Field Management as described in Edit Shared Custom Fields above.