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Candidate Submission System / Cognito Forms - General Overview

Overview

A new feature has been added to Influence to allow the creation of a candidate submission form, where applicants can complete a form and then submit their details for inclusion in the database.

As well as allowing the submission of new candidate details, it is possible to use these forms to update the details of existing candidates within the database. You can find out more information about this feature HERE.


To provide this facility we have teamed up with CoGnito Forms, a feature-rich on-line Form design package which allows the creation of comprehensive web forms with the ability to submit information to your Influence database.


To see a video showing how the forms work and what can be done. Click HERE


Note: To use the feature your database will need to be version 1.00.20.155 (or later) - if not, then please contact us to arrange an update.


The Candidate Web Form Tool imports the submitted forms and uses the completed data and any attached documents to do some or all of the following:-

  • Create and Populate Candidate records              
  • Import and Process the candidate CV             
  • Import Candidate Photo/Picture  
  • Import selected Attributes (Skills) for the Candidate  *  
  • Import and store Specific candidate docs          e.g. Any seen on the [Docs] tab
  • Manage their Compliance Data                               e.g. Driving License. and Expiry date
  • Manage their Compliance Documents                 e.g. Scanned Driving License
  • Manage Policy Opting                                                  e.g. Privacy policy opt In/Out
  • Import Company Trade Details                               e.g. Company Name for Ltd Co workers 


Setup

The basic process is:

1) Contact the Influence Sales team to discuss which information you wish to capture from candidates when they register.

2) Sign Up for an Account with CoGnito Forms (via the link we will provide).

3) Import our Template Form (using the link we will provide) which contains examples of various elements which can be copied into your own form (e.g. CV submission, Name&Address Capture, Example Skills upload, etc. )

This can then be used as the starting point for you to design your own Import Forms.  


Pricing

Use of the Form submission system requires a Cognito Forms account and a monthly subscription to use the import facility within your Influence database. Please contact our Sales team to purchase a licence. (t: 01372 365 716   e: sales@influence-it.com)

If you attempt to import a form into an unlicensed Influence database you will see a message similar to the one below:


NB: You may also want to purchase an additional user licence as this is needed if you want to automatically monitor an email box and auto-import the submissions, otherwise they can be imported manually using Drag/Drop.




Create a Cognito Forms Account

Sign-up to Cognito forms and create an account.

When signing up make sure to choose a suitable plan. Free accounts will not work as they do not have enough features. In order to work with submissions to Influence the account must be 'Pro' or higher. 

Have a look at the Cognito web site and decide which level of plan is right for you, in terms of number of submissions, security and storage. 

IMPORTANT

If you intend to gather and store personal information and details such as driving licences or financial information you should consider the correct level of security and encryption for any data stored within your Cognito Forms database when choosing your account level. You must ensure that any personal data is encrypted. Encryption is available from TEAM or ENTERPRISE level upwards.


NOTE: The FREE (Individual) account offered by Cognito will not work for the candidate submission system as it does not have sufficient features to enable the sending of custom fields necessary for the integration.


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Design Your Forms

Call us on 01372 365 716 to let us know you wish to start using the Web Form Submission system. We can then generate the relevant FORMS import licence for your database and send a link to our Resource Form. This is an example form that illustrates all the elements that can be imported using the submission form.

Having imported the Resource Form into your Cognito account, we suggest you make a copy and then begin to customise the Form to match your particular Influence database. 


Typical information to be captured on a form will be basic applicant info such as Name, Address, Telephone/Mobile numbers, Date of Birth & Nationality. It is also common to request information about Role(s) they wish to apply for, perhaps some skills and also request the submission of a CV document. This would allow the creation of a basic candidate record and then your internal sales team could take over and arrange further meetings/interviews to asses their skills, take copies of relevant documents such as proof of ID, etc.


A typical form might look something like that shown below.


 The precise information you wish to capture within the web form will depend upon the sector in which you work, the type of applicants you receive and the nature of their assignments.

Always be mindful of any local regulations and laws applicable to the gathering of candidate information and compliance when designing these forms and the processes you will use to gather such information.

When adding fields it is important to add fields in the correct way, and you will need to see our guide about FORM BUILDING in order to ensure that you add fields in the correct way for import to your database.


NOTE: Form design is down to you. We (Influence) do not perform your form design, and whilst we can provide limited guidance via our support article we are not responsible for the design or maintenance of your forms. 

If we do provide form design services this falls outside the scope of our normal support and would be charged for on a time and materials basis at our normal consultancy rates.


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Create Candidate Records

Completed forms can be submitted and imported into the Influence database to create candidates. The basic process is:

1) Candidate fills in On-Line form and clicks [Submit]

2) The email is received in an MS Outlook mailbox specified as part of the Form Design.

3) The email is Dragged/Dropped into Influence on the [Candidate] workbench to create a new candidate record.  (See below )


1) Form is completed and then Submitted.


2) Email is received into a specified Inbox


3) Email is dragged/dropped into Influence to create a candidate


It is also possible to setup a process to automatically monitor this particular email box, and import any mails received as Form Submissions.
(NOTE: This process will require an extra licence, since a session will need to be logged-in to the database to monitor and process the emails.)






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  1. Graeme Orchard

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