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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 using a form to update existing candidate details HERE.


To provide this facility we have chosen to use 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.


If you wish to sign-up to Cognito forms please use the link below (This will ensure that all the right APIs, keys etc. will be setup)

SIGNUP TO COGNITO


To see a video showing how the forms work with Influence  Click HERE

CoGnito also have a nice video showing how easy it is to design a form - click to see their video here


The basic process is:
1) Signup with Cognito using the link above and pick your monthly pricing Plan (NB: The Free plan will not work for forms import).

2) Contact the Influence sales team and purchase a FORMS Import license. There is a flat  monthly fee for this {not per-user}, which will be added to your subscription.

3) Influence will then activate the FORMS Import feature in your database.

4) You can then DESIGN your forms using Cognito, to capture the data you want. After you have designed the forms, you will need to go through and add relevant 'tags' to the Form so that Influence knows where to store the data when the Form is imported.


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 before you start trying to import forms into your database.




What can be Imported?

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              e.g. Forename, Surname, email, etc.
  • Import and Process the candidate CV                   i.e. Will scan the CV to find Keywords
  • 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 copy of Driving License
  • Manage Policy Opting                                                  e.g. Privacy Policy opt In or Out
  • Import Company Trade Details                               e.g. Company Name for Ltd Co workers
                                                                                                   or candidate bank details.
  • Import Candidate Photo/Picture                           e.g. a *.jpg file as their photo
  • Work History                                                                   e.g. Previous Employer & From/To Date
  • Referees                                                                            e.g. Name, Tel, email & Type of referee


Setup

The basic process is:

1) Contact the Influence Sales team to discuss which information you wish to capture from candidates when they register and purchase a forms import licence for Influence.

2) Sign Up for an Account with CoGnito Forms (Use the Link below)

SIGNUP TO COGNITO FORMS


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 (contact Cognito) and a Forms Import License (monthly subscription) to use the import facility within your Influence database. Please contact our Sales team to purchase a license to use the import facility.
(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 license for your Influence database 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 without the need for an extra license.




How to Create a Cognito Forms Account


Have a look at the Cognito web site  (www.cognitoforms.com) and decide which level of plan is right for you, in terms of number of submissions, security and storage, then contact Cognito and sign up.

When signing up make sure to choose a suitable plan. Free accounts will not work as they do not have enough features. At the time of writing, in order to work with submissions to Influence your Cognito account must be 'Pro' or higher. 


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 would be wise to ensure that any personal data you collect is encrypted. Encryption is available from TEAM or ENTERPRISE level upwards. For more information about the features of each plan offered, please contact Cognito.


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 calculation 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 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 to your form 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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How to use a Form to 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 which you have specified as part of your 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


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


Automatic Import of Forms from a specified Mailbox

It is possible to have the system scan a specific mailbox and automatically import forms which arrive in that mailbox. 


- Before logging in to Influence ensure the PC for the auto user can login and see the relevant mailbox/Folder in MS Outlook, and ensure MS Outlook is running on the machine.

- Login as the relevant Automatic User, e.g. AUTO
(The UserID can be found from parameter PRO-WBEN,Text(3) )

- Go to [Workbench] > [Toolbox] and expand the Mail folders at the top right, and select the folder containing the incoming FORM applications (i.e. Notification emails)

- Having selected the email folder choose Web Form Import Tool at the left of the workbench, then press [Go]

- The system will then ask for confirmation that you wish to scan the selected mailbox for FORM applications. Saying YES will commence the scan.


The mailbox will be scanned periodically and any new applications will be processed and imported. The frequency of the scan is controlled with  parameter PRO-WBEN,Integer(1)

NOTE: The default period is 20mins, and we do NOT recommend that the scan period is reduced below this.


When running the screen will look like the one below.

Between scans, there will be a message at the bottom left saying "Sleeping"




Choose files or drag and drop files
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  1. Graeme Orchard

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