A few years ago, we developed a product to help companies onboard new employees quickly, especially remote employees who needed an electronic solution to submit all their first-day forms. This Onboarding application has helped numerous customers automate the Onboarding and data collection process, including their I9, W4, Direct Deposit, Emergency Contact, and more. To accomplish this goal, we first faced a technical architecture challenge - we needed an efficient tool for building these forms, and making them customizable, scalable and able to be branded to feel like a customer's own unique "new hire" portal! Since Salesforce.com did not currently have a native tool to build forms like this for custom objects, we built our own!
Over the years, Forms has allowed us to do so much more than just onboard new hires. Because we developed the Forms technology independent of the Onboarding functionality, we can deploy Forms for any customer. Now, we have pre-configured a few standard use cases of Forms into our Editions- the fastest, easiest way to get up and running with Jobscience. This post will introduce you to a few of these use cases, and actually illustrate some of the core capabilities of the Forms tool itself. We hope it also sparks some creative thoughts on extensions of forms for non-standard use cases! If you have any ideas, we'd love to hear them, and our Account Managers can even point you in the right direction to get started with access to Forms, training, or even support resources to execute on your ideas.
Many recruiters attend events, like job fairs on college campuses, specific industries or job functions, or events hosted on campuses of large employers. To maximize your experience with the talent you meet at the event, and minimize manual data entry or tedious list-loading, we've developed a simple form meant for events, to have open on a tablet you can pass around, or computer set up as kiosk at your booth.
The operation is very simple! This example just asks for Name, Email, and Current Employer (not required!) and even has an embedded Youtube video. It has a space for your company logo, and the color scheme can be tweaked to match your corporate branding.
When the prospect clicks Submit, the data is automatically entered as a new Contact in Jobscience. The Source is automatically tagged as "Job Fair" but you can set it to be a more specific Source name, like "Yale-New Haven Nurse Recruitment Fair 2014" While the data is auto-populated as a Contact in Jobscience, the screen automatically refreshes back to a blank form, ready for the next booth visitor!
By using multiple Forms, and some clever automation using Salesforce Workflow Rules, Jobscience has developed a method for rapidly generating reference data on Candidates while minimizing unproductive time spent writing emails, leaving voicemails, transcribing notes, and playing phone tag with busy professionals. It's quite simple - all the recruiter has to do is click the "Request References" button on a Candidate record.
This triggers the whole process. The first thing that happens is an email is automatically sent to the Candidate, asking them to click on the form link, and enter three references. The form guides them through it, and it should only take a couple minutes.
What happens behind the scenes is critical - each Reference form creates a Reference record in Jobscience, linked to the Candidate record. Now you have a list of people they know, with their contact info. But there's no need to pick up the phone or write an email yet. Jobscience automatically sends out an email to each Reference that has a valid email address, instantly. The email explains that you're requesting information on the Candidate (it includes their name) and that this is their opportunity to answer a few questions electronically, on their own time! Again, this form only takes a few minutes, it's just 5 questions that are commonly asked in the reference gathering process. They can easily by tailored to your own preference!
This form is a little different than the other form! The first form created the Reference record... this form updates the Reference that was created before, populating the answers given into Jobscience. These answers are easy to view, right from the Candidate's record in Jobscience!
Of course, not every reference will use the form and may prefer to speak on the phone, or not give a reference at all. But why not send out the electronic option, and give it a few hours before wasting time on the phone and manually transcribing data? Any data gathered this way will definitely save you time!
Forms is also now used in standard Jobscience Editions for sending electronic Offer Letters. Another beneficial feature of Forms is the ability to merge data, much like mail merge in email templates or Word documents. Now, the Candidate receives an email notifying them of an Offer to view, with a link to the form unique to them.
The Offer form displays all the pertinent info that the Recruiter has already entered into a few quick fields in Jobscience - all they had to do was change the status of the Offer to "Send Offer Letter to Candidate" and the Workflow Automation does the rest, choosing the correct email template, and auto-populating all the right data into the Offer form.
The recipient of the offer actually electronically signs it if they choose to accept! Their signature and the content of the offer letter are captured as a PDF and stored in Jobscience against their Offer record, which is linked to the Application and the Candidate records.
If they decline the offer, the form dynamically prompts them with a text box so they can explain why they are declining. This is an example of conditional questions, another critical component that makes forms interactive, dynamic and relevant.
These are all out of the box templates - and they can be modified, by an administrator with the right training. An advanced administrator can build Forms from scratch to create new records, update existing records, electronically sign static or dynamic content, generate PDFs saved right to Jobscience, and even create unique microsites full of relevant content like embedded video.
We hope this exploration of some of the typical, standard use cases for Forms, combined with smart workflow automation, helped to illustrate what a powerful tool Forms can be when applied to unique business processes.
If you're interested in learning how you can use forms to help automate your recruiting, contact your Jobscience Account Manager or ask a question in the Fans Linkedin group.