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. Think of it like a form that a user needs to complete on the applicant's behalf.
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 pre-populate 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 linked to stages in specific Openings, or to workflow stages so that every Opening using the workflow asks for the same fields. Both are covered in this article.
Add 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.
Choose where the Data Validation applies. (A Data Validation links stages under Openings or under Workflows, not both.)
Openings links stages in specific Openings. In the Opening stages to validate dropdown, stages are grouped under each Opening's name. Select the stages you want, for example the Hiring Manager Interview stage of one Opening.
Workflows links workflow stages, so every Opening that uses the workflow asks for these fields. In the Workflow stages to validate dropdown, stages are grouped under each workflow's name. Search for a stage and select it, or choose Select all stages in this account.
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.
Add Logic Jumps to a Data Validation
Logic Jumps let a Data Validation skip questions that don't apply to an applicant. A rule on a question sends the user to a later question, or ends the form, based on the answer, so users only answer what applies. Logic jumps in Data Validations use the same builder as logic jumps in Data Collection stages. See Logic Jump.
Logic jumps work on both Opening-level and Workflow-level Data Validations.
To add logic jumps to a Data Validation:
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 Actions on the validation's row and open it for editing.
Click Configure logic jumps. The Logic Jump page opens. The first time, click Get Started.
Each question is listed in order. Click Add logic under the question you want to route from.
Under If answer to this question, choose a condition, such as Includes any, and select one or more answers.
Under Then go to, choose a later question, or Exit Form to end the form.
To route other answers somewhere else, click Add rule and repeat steps 6 and 7.
Under Otherwise, go to, choose where every other answer goes. It is set to Next question until you change it.
Click Save.
Logic Jumps Need at Least Three Questions
A Data Validation needs at least three questions to use logic jumps. The last question can't have a logic jump, because there is no later question to send the user to.
How Logic Jumps Change the Pop-Up
When a user moves an applicant into a stage whose Data Validation has logic jumps:
The pop-up shows one question at a time, with Back and Next buttons.
Required and format checks run on each question that is shown. Questions a rule skips are not asked.
Exit Form saves the answers given so far and completes the move.
Answers save to the same data keys as any other Data Validation answer. If the applicant is moved back into the stage later, their earlier answers are pre-filled.
Data Validations without logic jumps keep showing every question on a single screen.
When an Opening-level and a Workflow-level Data Validation both apply to the same stage, the Opening-level Data Validation is used.
Data Validations, including their logic jumps, do not appear in Hire Go.
Keep Short Forms on One Screen
On a short Data Validation where every question always applies, leave logic jumps off. One screen is faster than stepping through questions.
Use 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.
If the Data Validation uses logic jumps, the pop-up shows one question at a time. Use Next and Back to move between questions.
Secure Fields in Data Validations
To move an applicant into a stage whose Data Validation requests secure data, such as an SSN or bank details, you need permission to manage secure data, or both permission to view secure data and permission to manage applicants. If these permissions are missing, the move can fail with “You don’t have access to this applicant,” even when you have access to the stage.