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

For Process Forms: In the left navigation menu, select: Process Forms / Shared Custom Fields:

For Notification Templates: In the left navigation menu, select: Notifications / Shared Custom Fields:

Both paths will display the Shared Custom Fields Management grid. 

Shared Custom Field Management

Creating New Shared Custom Fields

1. Click "New Shared Custom Field":

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 as shown above in the "Custom Field Type" drop-down menu. 
3. Enter Custom Field Display Name* (Required) - You will be able to change this when using on a form or notification
4. 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. Default Value - Used 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

From the Shared Custom Fields Management grids:

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

2. In the Details tab, click "Edit":

   

3. Make necessary changes and 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

1. Navigate to Process Forms / Form Management 
2. Select the Form by clicking the magnifying glass
3. When the Form opens below, click the tab "Custom Fields"

4. Click "Add Shared Field"

   

5. When the pop-up window displays, select the shared custom field you would like to use from the grid, make any customizations to the field:

   

6. Click Save and the Shared Field will now be listed along with the Form's other custom fields & you can then use the Template Builder to add the custom field to the form:

   

Job Posting Question Sets

1. Navigate to Recruiting / Recruiting Configuration / Job Posting Question Sets
2. Select the Job Posting Question Set by clicking the magnifying glass

3. Select the tab "Set Questions"

   

4. Click "Add Shared Field
5. When the pop-up window displays (as it did in Steps 5-6 in Process Forms instructions above) select the field from the grid, make changes if necessary to suit the question set's needs
6. Click Save to add the Shared Field to the Question Set; Save and Add Another if you are adding more; Cancel to clear the addition and start over

Notification Templates

1. Navigate to Notifications / Templates 
2. Select the template by clicking the magnifying glass
3. When the form displays, click the "Custom Fields" tab

4. Click "Add Shared Field"

   

5. When the pop-up window displays (as it did in Steps 5-6 in Process Forms instructions above) select the field from the grid, make changes if necessary to suit the notification's needs
6. Click Save to add the Shared Field to the Notification. The field can then be added to the notification through the Notification Builder; Save and Add Another if you are adding more; Cancel to clear the addition and start over

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.