SHaRe Survey Solution - Form / Survey / Document Builder
Contents
- 1 SHaRe Solution Overview
- 2 Build Canvas Overview
- 2.1 Canvas Customization
- 2.2 Logo Change
- 2.3 Colour Changes
- 2.4 Canvas Items
- 2.5 Multiple Choice Item
- 2.6 Multiple Select Item
- 2.7 Rating Matrix Item
- 2.8 Rating Matrix (Multiple Select)Item
- 2.9 Short Answer Item
- 2.10 Long Answer Item
- 2.11 Paragraph Item
- 2.12 Availability Item
- 2.13 Form Field
- 2.14 File Item
- 2.15 Signature
- 2.16 System Form
- 2.17 Preview Canvas
- 2.18 Scheduling
- 2.19 Creating the Workflow
- 2.20 Reminder
- 2.21 Survey Reports
- 2.22 Survey Results in Standard Reports
- 2.23 Generic Recruitment Questions
- 2.24 Tax Declaration Submission and Super Choices Capture
SHaRe Solution Overview
The purpose of the SHaRe Tool is to enable the creation of Canvases (Surveys) for the Recruitment, Human Resources or the Performance Management solution. The primary use in Recruitment is for the gathering of information on Applicants. SHaRe canvases are created and linked to a Vacancy, so that Applicants can respond and submit answers to questions. Scoring can be assigned for answers to questions in the SHaRe Canvas, so that Applicants are given a score that can then be used to rank the Applicants and then process them. Canvas Questions can have a flow to either another question or page, which allows for an efficient process for getting information from Applicants. Please note that to link the SHaRe Canvas to a Vacancy, you need to access the relevant Vacancy and then select the canvas in the drop-down field, Link Questionnaire. Please see Vacancy Information for more details. Please note that with SHaRe, you can engage people through surveys, videos, questionnaires, document-signing, contract signing etc. For Team Dashboard Users, SHaRe Canvases are Deployed/Sent from the HR or Recruitment Surveys Widget which are available in both Manager and People and Culture Dashboards. Please see the [[Dashboard-Widgets|Team Dashboard] Widgets option or both the Recruitment Surveys and HR Surveys.
Workbench Canvases for Non Team Dashboard Users
This is a feature in the Subscribe-HR Workbench, called Canvases. This area will allow for Canvases to be managed based on Security access. Employees, Managers and HR staff can only access Canvases that relate to them. Based on current canvases that are being completed and historical Canvases that have been completed.
There are 3 tabs within the Canvas Workbench (Non-Team Dashboard Users), these include:
- My Canvases. This tab that contains all a User's specific Surveys/Forms that have been received/responded too. If you are a manager or in HR, these canvases will also be available in All Canvases
- All Canvases. This is where users are able to see all the canvases that they have permission to view. e.g. Managers will be able to see their canvases and the employees they manage, whereas HR Staff will have access to all canvases for all employees.
- Sent Canvases. This is where users are able to view all the canvases they have deployed. ******
For more information on how to edit/set the permissions of canvases please Click Here.
Deploy New - Deploying Canvases through Wizard
This is done from the Workbench for Non Team Dashboard Users. The DEPLOY NEW button allows users to send SHaRe Forms/Surveys/Canvases to recipients for completion. Once Sent, they will be able to be seen in the SENT CANVASES tab. Deloying Canvases can be done through the HR and Recruitment Survey Widget in Manager and People and Culture Widgets in Team Dashboards.
To Deploy a new canvas using the Canvas Deployment Wizard - This can be done through the Workbench - Canvases option for Non Team Dashboard Users and through the HR / Recruitment Surveys Widget in Team Dashboards:
- Select Canvases from the main navigation menu on the left.
- Within any tab, select the green Deploy New button on the top left
- Enter the Name of this specific deployment.
- Search for an existing canvas/template you wish to send with your deployment, and select it from the drop down.
- Search and select the Employee(s) you wish to generate a canvas for, from the drop down.
- Search and select the Group(s) you wish to send the canvas from the drop down. Note: This will generate a canvas for every employee that has been assigned to the group(s) you select, as well as the individual employees you chose in step 5.
- Search and select the Department(s) you wish to send the canvas from the drop down.Note: This will generate a canvas for every employee in the department(s) you select, as well as the group(s) and individual employees you chose in steps 5 and 6.
- Select who will actually receive and answer the generated canvases.
- Selecting Employee, Will send the generated canvas to the employee to fill out.
- Selecting Manager, Will send the generated canvas to the manager of the employee(s) selected.
- Selecting Field, Will send the generated canvas to the Field on form you select. e.g. Selecting "E-mail Address Work", will send the canvas to the employee(s) work email, and Selecting "E-mail for Payslip" will send the canvas to the employee(s) E-mail they have nominated for their payslips to go.
- Selecting Anonymous,Will send the generated canvas to all the outlined employee(s), however the responses will be anonymous, this is most useful for manager feedback or other topics of that nature.
- Selecting External Will allow the generated canvas to be sent to a recipient outside of Subscribe-HR.
- Review the Canvas being sent to the outlined recipients and make any changes as needed. Note: Any edits made will only be applied for this specific deployment and will not permanently save your changes.
- Select when the canvas will be sent to the outlined recipients. Selecting Now will immediately send the canvas, Selecting Later, will allow the user to select a time and date for the canvas to be sent.
- Select Requires Approval if required. This will prevent the canvas from being sent until approval from the user nominated in the workflow.
- E-mail Template. Select an e-mail template. This can be modified by you. The template will come from Maintenance Correspondence.
- Review the summary of the deployment. Click Submit to send the canvas.
Dashboard Widgets - Non Team Dashboard Users
There are two main dashboard widgets HR Active Canvases and Recruitment Active Canvases
Each of these widgets shows a summary of the Answers provided with a click-through to the canvas.
Below is a table with an explanation of each field in the widgets.
HR Active Canvases
Field Name | Description |
Canvas | The name of the HR Survey |
Tested | Indicates if the Survey was tested |
Sent | Indicates how many people the Survey was sent to |
Started | Indicates how many people started the Survey |
Completed | Indicates how many people completed the Survey |
Summary | Shows the Report on the results of the Survey |
Recruitment Active Canvases
Field Name | Description |
Canvas | The name of the Recruitment Canvas |
Not answered | The Number of People who have to finish the canvas |
Answered | Indicates how many people have finished the Canavs |
Summary | Shows the Report on the results of the Canvas |
Vacancies | Shows the vacancies that link to this canvas |
Canvases now have three tabs.
Canvas – General Tab
The General Tab contains a general overview of what this Canvas is about, including a description of the Survey. This is where you can also upload your Company logo and view a sample Survey name, subtitle and the questions included in the Survey.
Canvases now have three tabs.
Canvas – General Tab
The General Tab contains a general overview of what this Canvas is about, including a description of the Survey. This is where you can also upload your Company logo and view a sample Survey name, subtitle and the questions included in the Survey.
Canvas – Build Tab
The Build Tab contains the tools to create Canvases/Surveys as outlined in the table below.
Question Type | Description |
Create New | Allows Users to create a new Canvas/Survey. |
Save | Saves the changes you’ve made to the Canvas/Survey. |
Delete | Deletes the Canvas/Survey. |
Clone | Allows Users to clone the Canvas/Survey. |
Preview | Allows Users to preview the Canvas/Survey. |
General | Allows Users to add a series of question types to the Survey. |
Multiple Choice | This option displays a question with a list of choices. Only one option can be selected. |
Multiple Select | Displays a question with a list of choices. Multiple options can be selected. |
Matrix (Multiple Select) | Displays a matrix with a list of options. Multiple items can be selected. |
Rating Matrix | Displays a matrix with a list of choices. Only one rating option can be selected per item. |
Short Text | Displays a question with single line free text answer box.<). |
Long Text | Displays a question with multi-line free text answer box. |
File | Add the ability to upload files. |
Paragraph | Add basic text, html content or rich text to your canvas. |
Signature | Add signature field. |
Forms | Enables the Users to map Form fields and Link Records. |
Form Field | Map a field from a form in a related module. |
System Form | Link records from system sub-folders. Will allow users to create and save records directly into system forms. |
Canvas – Usage Tab
The Usage Tab allows Users to view and manage Canvases/Surveys that are currently Active or “In Progress.”
When Canvases/Surveys are sent to Employees, a record of each Survey will appear under the “Usage” Tab. If the Survey is sent manually from either the Recruitment Surveys Widget or the HR Surveys Widget, it will appear under the General Tab. If the Survey was picked up by a Workflow and sent to Employees, it will appear un the Workflow Tab.
Different types of Canvases/Surveys have slightly different Tabs available under “Usage,” which are as follows:
- Human Resources Canvases/Surveys: General & Workflow Tabs.
- Recruitment Canvases/Surveys: General & Workflow Tabs.
- Performance Canvases/Surveys: General & Workflow Tabs.
- On/Cross/Offboarding Canvases/Surveys: General & Survey Tabs.
The information and functionality available via the General, Workflow and Survey Tabs is outlined below.
Canvas – Usage Tab - General
Field Name | Description |
General Tab | Allows Users to View and Manage Canvases/Surveys. |
In Progress Tab | Lists all Canvases/Surveys currently ”In Progress.” |
Completed Tab | Lists all Canvases/Surveys currently ”In Progress.” |
Search | Allows Users to search Canvases/Surveys for Participants and Canvases/Surveys. |
ID | This column contains the ID assigned to that Canvas/Survey. |
Name | This column contains the Name assigned to that Canvas/Survey.<f/ont></td>
</tr> |
Participants</td> | Users can view a list of all the participants who have received and are either in the process of or have completed that Canvas/Survey by clicking on the two squares. The number in brackets indicates how many participants there are in that Canvas/Survey.</td>
</tr> |
Repeating</td> | This column indicates if the Canvas/Survey repeats or not.</td>
</tr> |
Date Closing</td> | This is the date and time that Canvas/Survey will close/end.</td>
</tr> |
Date Sent</td> | This is the date and time that Canvas/Survey was sent to Participants.</td>
</tr> |
Date Start</td> | This is the date and time that Canvas/Survey was started by Participants.</td>
</tr> |
Date Completed (Completed Tab only)</td> | This is the date that Canvas/Survey was completed by Participants.</td>
</tr> |
Actions</td> | Users can view the following information about the Canvas/Survey:
</tr> </table> Open a CanvasTo get access to an existing Canvas follow these steps. Canvases that have been previously created will be listed.
Clone a CanvasThis function allows you to start a new canvas from one that has already been created. This gives you an easy way to update a canvas without losing the original format and content.
Create a CanvasThis option allows the creation of a new blank canvas. Please note that Canvases will be locked when they are in use - when they are sent out. Via Performance Management, HR or Applicant. The reason for this is that when they have been deployed, reporting is currently being performed on that Canvas. You can Clone a Canvas that is locked.
As there are multiple sections to populate through the Canvas, there are Navigation Icons to progress through each stage of the creation of the Canvas.
Please Note:
Build Canvas OverviewThe Canvas is built or updated by the tasks listed below. For each task it is assumed you already have your canvas open.
Canvas CustomizationThe Human Resources Canvas can be customized in the following ways.
Logo ChangeThe logo of the Canvas can be customized by adding a logo to the Form
Colour ChangesCanvases can be changed in appearance through the Canvas Customization section. Selectors for the change of the appearance are displayed. A Preview of the Canvas is shown to the left of the Selectors. To visually change any of the items follow these steps.
Canvas ItemsThe Items are the building blocks of the canvas. Each item has its own set of features that can be used to create a complete questionnaire. When you insert or edit an item you will always have the option to save or cancel the task. For each item, there is a "Only show when another question is answered" checkbox. This allows you to hide a question until another question is answered. It can also be configured so that the question only appears if the question required has a specific answer. There are also options to flag answers as important, or to nominate one or more answers to be "Killer" answers, ending the survey there. A rejection message can be embedded if an killer answer is chosen.
Multiple Choice ItemThis Item allows the insertion of a question with a list of choices. Applicant scores can be linked to each option created with action flow to another question. The options here appear as Radio buttons.
Multiple Select ItemThis Item enables the insertion of a question with a list of choices, multiple options can be selected. This allows applicants scores to be linked to each option created, with action flow to another question or page.
Rating Matrix ItemThis item allows for a large set of options to be created in a Matrix style with Radio button selectors. Applicants scores are linked to each option created with action flow to another question or page, for one option only. A scale is set that applies for each of the options created. Only one option can be selected by applicants across the rating scale. This is useful for obtaining information on applicants, for example in a set of skills with an associated experience in months or years.
Rating Matrix (Multiple Select)ItemThis item allows for a large set of options to be created in a Matrix style with check box selectors. Multiple options can be selected. Applicant scores are linked to each option created with action flow to another question or page, for one option only. This is useful for obtaining information from applicants, for example in a specific skills as the options and using the rating scale with a broader skill type.
Short Answer ItemThis item allows for a short text answer to be written into the text box that is inserted. Use this item to get brief answers from applicants.
Long Answer ItemWhen it is anticipated a larger amount of text answer is required to be entered by your applicant, use this item.
Paragraph ItemThis item allows you to enter a large formatted text statement onto the page. This can be used to describe a background to questions. This can also be used to give details of the vacancy itself with text pasted from any existing Vacancy descriptions that are held in Word or PDF format.
Availability ItemThis item allows the applicant to indicate when they are available to work. A non-modifiable matrix of options is inserted when you select this option. The options for applicants to select are Monday to Sunday; versus Morning, Afternoon, and Night.
Please Note: This is only available if the canvas type has been set to "Recruitment"
Form FieldThis item allows the linking of a data entry field in the canvas, to a field in the Subscribe-HR system. This can be used in either the Human Resources or Recruitment Modules. The answer form will adapt to the type of field being populated.
The Form Field item will automatically use any minimum or maximum settings used by the field it is linked to. Note: Autocomplete will automatically activate if the chosen field has over 1000 items to display.
File ItemThis item allows the upload of files of the file types that are shown listed. An example usage of this is for applicants to upload specific documents/pictures or examples of work that are not shown in other sections of the Applicants Profile.
SignatureThis item allows the embedding of a signature field, so that the answered can digitally sign off on the canvas.
System FormThis item allows the linking of records from system sub-folders, adding this item will allow users to create and save records directly into system forms.
Preview Canvas
This will create a pop up window in which you can preview the appearance and layout of the canvas. This view mimics the view the employee will see when filling out the canvas.
SchedulingSurvey Scheduling is configured through the Development Module's workflow system.
Creating the WorkflowWorkflow to send surveys will need to be created in the Employee object, or one of it's child objects. Creating Workflow Tasks in Subscribe-HR
ReminderThis section establishes the recipients of any correspondence from the workflow. Here you can set up which users will receive the survey, whether the employee who has triggered the workflow will receive the survey, and link the emails received and the survey to the workflow.
Survey ReportsBelow are the main features of the Survey Reports.
There are several functions that are available for use on the Survey shown listed below:
Survey Results in Standard ReportsYou can report on Surveys by creating a Standard Report through Tools in My reports.
Generic Recruitment QuestionsThere is a default canvas setup in the system titled ‘Generic Recruitment Questions’. It contains 5 pages of generic questions for hiring applicants. Pages of the canvas represents the following categories:
This provides HR users a set of generic questions to use. HR users can clone this canvas and delete/add questions or pages to match their preferences.
Tax Declaration Submission and Super Choices Capture |