Data Validations allow you to validate or append new information to a particular stage during the application process. They are triggered when applicants are manually moved into a stage. There are three use cases:
Used to verify that the applicant has met all requirements before continuing with their application, including requirements in stages they may have bypassed. The Fountain user validates that the information previously provided is still accurate.
Used to enter new information by a Fountain user before moving forward in the application. This is especially helpful before a Document Signing stage. For example, a Hiring Manager may enter offer letter details, which will then prepopulate onto the offer letter that is electronically signed in the next stage by the candidate.
Used to verify information at the start of the application. For example, you may use an Opening-level Data Validation to select the pay rate for applicants based on their location. You can define different options for each location and attach the appropriate Data Validation to the Opening stages where this information is required.
Data Validations can be added to the initial Opening stage or further stages in the application process. Both types will be discussed in this article.
Adding a New Data Validation
To add a new Data Validation, follow the steps below:
Click your initials in the top right of any Fountain screen, then click Company Settings in the dropdown.
Click Data Validation under App Settings on the left.
Click Add Validation.
Type a title for your Validation Group.
Decide if this will be triggered after moving to the initial stage of the Opening or a stage further in the workflow.
Selecting the Openings bubble will allow you to then select the first stage of the Openings that you choose from in the Opening Stages to Validate dropdown. For example, you may select a stage called Initial Application Questions.
Selecting the Workflows bubble will allow you to then select a further stage in your Openings' hiring workflows in the Workflow Stages to Validate dropdown. For example, you may select a stage called Hiring Manager Review.
Click Add Question.
Type a new question for the Fountain user to answer in the Data Validation pop-up that will trigger when moving the applicant forward (will require a new Data Key to be created), OR select from a previously created question that applicants answered previously during the application.
If you select a pre-existing question (already in Applicants' Profiles), the Fountain user is validating that the answer is still correct. If they update the answer/field, the existing field value in the Applicant Profile will update.
If you create a new question, the answer entered by the Fountain user will save to the Applicant's Profile as a new field. This again can be useful if you want to populate something on a document that will be signed after this Data Validation step.
Add more questions if necessary.
Click Save.
Using Data Validations
Data Validations are triggered when moving applicants forward manually. The stage you've selected during setup will be the stage where the Data Validation occurs. For example, if you have selected the Offer Letter stage during Data Validation setup, when users move an applicant to Offer Letter, this is when the pop-up will trigger.
On the Applicant Table or Universal Applicant View, find the applicant(s) you want to move.
Move applicants to the stage where you added the Data Validation.
In the pop-up window, answer any questions, and then click Confirm and Move.
