Data Collection stages allow you to collect data and files from applicants via a questionnaire form. This stage offers different types of questions, from short answer for your more basic questions, to more controlled answers like multiple-choice questions.
Terminology
Value | The answer to a question is referred to as the value. |
Data Key | Every question has a unique identifier, this is called a Data Key. When adding a custom question, you'll have the opportunity to add in a Data Key. Different Data Keys are required for different questions. You cannot create a Data Key that has previously been created or used in the data collection stage. Ensure Data Keys are all lower-case and use underscores instead of spaces. |
Data Field | A data field is a place where you can store data. It is commonly used to refer to a column in a database or a field in a data entry form or web form. Information in data fields can be entered or selected.
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Question Types
Before adding questions to the stage, consider the types of questions and answers that will be most beneficial and applicable in your workflows according to your hiring needs. If you want to build rules based on how applicants answer, you may want to use dropdown, multiple-choice, or checkboxes, which limit the answer options and ensure your rule will work effectively.
Click the question types below to expand see the applicant's view of the question type:
Short Answer
Short Answer
May apply data entry validation to ensure the information entered is in the right format.
Address
Address
Address History
Address History
Length of time may be customized.
Employment History
Employment History
Length of time may be customized.
Paragraph
Paragraph
Dropdown
Dropdown
Can only select one of the options. Best for a long list of options. May link to Option Bank.
File Upload
File Upload
Can upload any file type except HTML and XMsDownload file types.
Datepicker
Datepicker
The Datepicker doesn’t allow inputs greater than 120 years in the past or in the future from today's date.
Hidden
Hidden
Open text where you have to pre-fill the answer. This question is hidden from applicants. Used to append a default value to Applicants' Profile going through this stage.
Custom Questions vs Standard Questions
When adding questions you can choose from standard questions which are pre-created questions written by the Fountain team or type your own question as a custom question.
Some Standard Questions house secure data like SSNs and, thus, have limited functionality to prevent easy access to information. If you want more flexibility, we recommend using custom questions. You can also choose to secure a Custom Question if you want to limit access to the information gathered by the Custom Question. You will learn more about this later in the article. (For more information on secure fields, see this article.)
Functionality | Standard Question | Custom Question (unsecured) |
Viewable in Applicant Profiles | Some fields | Yes |
Filter by value in Applicant Table | No | Yes |
Exportable | Some fields | Yes |
Customizable Data Key | No | Yes |
Use responses as merge keys into documents for signing | Few | Ye |
Adding Standard Questions
To add a standard previously created question to a Data Collection stage, follow the steps below:
On the Openings screen, click the three dots icon to the left of the Opening you want to add your Data Collection stage to.
Click Edit Workflow in the dropdown.
Click the Data Collection stage you want to add a question to in the list of stages on the left.
Under Data Collection Form, click the Edit questions button.
When the Edit Data Collection Fields tab opens, scroll down and click Add question.
Click the Enter a question title field to choose from the list of Standard Questions. Your previously created custom questions will also appear in the list appear to choose from.
Select the answer type towards the bottom right by clicking on Short answer and choosing in the dropdown.
To make a question mandatory for the applicant, click the asterisk (*) towards the bottom right corner.
Click Save.
Adding Custom Questions
To add a new custom question to a Data Collection stage, follow the steps below:
On the Openings screen, click the three dots icon to the left of the Opening you want to add your Data Collection stage to
Click Edit Workflow in the dropdown.
Click the Data Collection stage you want to add a question to in the list of stages on the left.
Under Data Collection Form, click the Edit questions button.
When the Edit Data Collection Fields tab opens, scroll down and click Add question.
Click the Enter a question title field and choose the create question option at the bottom of the dropdown list.
Type your question in the question field.
Select the answer type towards the bottom right by clicking on Short answer and choosing in the dropdown.
Click Enter key to type a Data Key.
This data point is how the data field will be named (e.g. when exporting an Analytic's report), and it ensures that the question can be referred back to and utilized in subsequent stages.
Data Keys appear in stage rules, can be used in filters, can be viewed in Applicant Profiles, and seen in Analytics exports.
Data Key Requirements: all lowercase, contain no spaces (use an underscore instead), cannot include special characters, are intuitive and easily recognizable for all users, and cannot be associated with duplicate questions. Fountain also recommends NOT starting your Data Key with an underscore (example _city).
To make a Custom Data Key secure, click the lock icon on the bottom right corner. When securing a Custom Data Key, the field will have limited functionality to prevent easy access to the information. The secure functionality is not available with a File Upload type question. Only users with “Access Secure Data” have permission to create Custom Secured Questions. Secure field data is not exportable or printable from Fountain.
To make a question mandatory for the applicant, click the asterisk (*) towards the bottom right corner.
Click Save.
Data Key Requirements
Data Keys must be alll lowercase, contain no spaces (use an underscore instead), they cannot include special characters, are intuitive and easily recognizable for all users, and cannot be associated with duplicate questions.
Best Practice:
Fountain also NOT starting your Data Key with an underscore. For example: _city.
Stage Instructions vs. Form Description
When setting up the Data Collection stage, you may choose to include instructions for your applicants while they answer the questions. Fountain suggests using this best practice when crafting these instructions:
For "getting started" instructions that the applicant only needs to read once before answering questions, use the Form Description field. By using this field, the applicant will read what they need to, and then on every subsequent page they can just focus on answering questions.
If an instruction is so important that it needs to be front and center when they answer every single question, put that in stage instructions/body for the Data Collection stage.
To add text to the form description, follow the steps below:
In the Data Collection Form section, click Edit Questions.
Enter text in the Form Description box.
Click Save.
To add text to the stage instructions, follow the steps below:
Click Customize towards the top right corner.
Enter text into the Stage Instructions or Stage Body boxes.
Click Save & Preview.
Additional Resources
Click the image below to try out adding questions to a Data Collection stage.
Click the tile below to launch the Data Collection Stage Setup microcourse in a new browser tab.
