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Data Collection stages allow you to collect data and files from applicants via questionnaire form. This stage offers different types of questions from short answer for your more basic fill in the answer to more controlled answers like multiple-choice for your survey 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. Make sure to use a different data key for the different questions. If you have two questions with the same data key, the new value will overwrite the old one. 
Data Field
data field is a place where you can store data. Commonly used to refer to a column in a database or a field in a data entry form or web form. The field may contain data to be entered as well as data to be displayed.

What's Covered

 

Question Types

Before adding questions to the stage, think about what types of questions/answer work best for what you want to ask. If you want to be able to build rules based on applicants' answer, you probably want to use dropdown, multiple-choice, or checkboxes which limits the answer options and allowing your rule to be specific enough to work.

Question Types

Applicant's View

Short Answer

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May apply data entry validation to ensure the information entered is in the right format. 

Paragraph

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Multiple Choice

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May link to Option Bank.

Checkboxes

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May select more than one options. May link to Option Bank.

Dropdown

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Can only select one of the options. Best for a long list of options. May link to Option Bank.

File Upload

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Can upload a single file of any file type under 15 MB. 

Datepicker

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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. 

 

Adding Questions

  1. Add the Data Collect stage anywhere to your workflow by clicking on Add Stage.
  2. Click the blue Customize Fields for data collection stage button.
  3. Click on Add question.
  4. Click on Enter a question title to create your own question or choose from the list of Standard Questions.
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    Your previously created questions will appear below once you've successfully created a custom question.
     

    Custom Questions vs Standard Questions

    Some Standard Questions houses secure data like SSNs and, thus, have limited functionality to prevent easy access to information. If you want more flexibility, we recommend entering your own custom questions. 

    Functionality Standard Question Custom Question
    Use responses as merge keys into documents for signing Few Yes
    Viewable in Applicant profiles Some fields Yes
    Filter by value in Applicant Table No Yes
    Exportable Some fields Yes
    Customizable Data Key No Yes
    Choosing Standard Question

    Standard questions are useful if you would like to gather secure data. (For more information on secure fields, see this article.)

    You can find a list of suggested questions directly below the question text box after clicking in Enter a question title, or click the See all questions link to view all suggested questions.

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    Secure fields are indicated by a yellow lock icon.

    Adding Custom Question
    1. Type in the question in Enter a question title and either hit enter or select the create question option at the bottom of the dropdown list.
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    2. Change the answer type by clicking on the dropdown menu below.
    3. Add the Data Key for this question. This is how the data field will be named (e.g. when exporting a report), and it ensures that the question can be referred back to and utilized in subsequent stages. Click Enter key on the bottom left.



      Data Key Requirements

      - All lowercase
      - Contain no spaces (Use an underscore instead)
      - Cannot be associated with duplicate questions

  5. Select the question type on the bottom right.
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  6. To make a question required to be answered by the applicant, click the * on the bottom right corner.
  7. Click Save.

 

Recommended Reads

Data Collection: Option Bank

Data Collection Stage: Secure Fields

[Developer] Data Entry Validation

 

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