SHaRe-Module

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SHaRe Tool

Overview

The purpose of the SHaRe Tool is to enable the creation of Canvases for the Recruitment, Human Resource or the Performance Management solutions (when it is released). 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 which can 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.

Open a Canvas

To get access to an existing Canvas follow these steps. Canvases that have been previously created will be listed.

  1. Once Logged into Subscribe-HR select the Module button on the top right corner.
  2. Select the SHaRe tool from the Drop-Down list.
  3. Select the Canvases Tab.
  4. Select the term Survey name or Survey Type to sort by these headings. There are two Survey Types Recruitment and Human Resources, with particular features linked to each type.
  5. Select a Canvas of interest.
  6. Select the Build tab to see the canvas content.

Clone a Canvas

This 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.

  1. After logging into Subscribe-HR, select the ShaRe Module.
  2. Select the SHaRe tool from the Drop-Down list.
  3. Select the Canvases Tab.
  4. Open the Canvas you wish to duplicate.
  5. Select the clone button.
  6. The Cloned canvas will be opened automatically with the text -copy appended to the name. You may wish to rename the canvas at this point.
  7. The text You are now on the cloned survey. Record has been cloned successfully. is displayed.

Create a Canvas

This option allows the creation of a new canvas that is blank.

  1. Once Logged into Subscribe-HR select the Module button on the top right corner.
  2. Select the SHaRe tool from the Drop-Down list.
  3. Select the add button to create a blank canvas.
  4. On the General Tab you must type a Canvas Name, the Description is optional.
  5. Select one of the Canvas Types of Human Resources or Recruitment.
  6. When selecting type Recruitment then the description option only is shown.
  7. When selecting type Human Resources then the following options are displayed.
  8. Select Show pages option to display the Page Indicator at the top of the Survey.
  9. Select Show Pages Completed Tick option to display the tick on completed Pages at the top of the Survey.
  10. Select Needs to be approved by testers option to have the option completed by testers
  11. See Survey Customization section below if Survey appearance changes are required.
  12. Select the Save or Next button.
  13. The text Canvases saved successfully. is displayed
  14. Select the Build tab to start editing.

Navigation Icons and Tab Colours

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.

  1. Select the Next Icon to move forward one Tab in the Process. The Tab contents will be Saved when selecting forward.
  2. Select the Back Icon to go back to the previous Tab.
  3. Notice the Tabs change colour to indicate the progress through the Canvas.

Please Note:

  • A Red Tab indicates the Tab currently being editing. Green indicates a Tab that has been Saved. Pink Indicates a Tab that is yet to be opened.
  • An Auto-Save function has been enabled on the Build Tab. So if you add item(s) and then select Next or click to another page the Auto-Save feature will Save the canvas. A Green Status Message will appear Automatically Saved

Build Canvas

Overview

The Canvas is built or updated by the tasks listed below. For each task it is assumed you already have your canvas open.

  1. Select the text, "Click here to set the page name." .This allows you to name the page.
  2. Select Add a page to put a blank page into the Questionnaire at the point of insertion.
  3. Select Adding a heading to insert a Heading at the top of the page. Optionally Click Save or Cancel.
  4. Select Insert an item which opens a pop-up to select the canvas items as listed below.
  5. Select the Edit Icon to update the items already on the page.
  6. Select the Delete Icon to remove an item on the page.
  7. Select the Move Icon to move the item on the canvas relative to other items.

Survey Customization

Logo Change

The logo of the Survey can be customized by adding a logo to the Form.

  1. Select the Logo Browse field.
  2. Select the logo in image format from your PC to upload.
  3. Notice the Logo Change on the Preview .
  4. Select the Logo Alignment either Left or Right.

Colour Changes

The Human Resources Surveys can be changed in appearance through the Survey Customization section. Selectors for the change of the appearance are displayed. A Preview of the Survey is shown to the right of the Selectors. To visually change any of the items follow these steps.

  1. Click in the Customization item of interest.
  2. Move to the slider to the Primary Colour Band of interest.
  3. Select the detailed Colour of interest by clicking in the Rectangular Colour Selector.
  4. Notice the Colour Number Changes on the item of Interest. Alternatively if you know the colour number then you can paste it straight over the existing colour number.
  5. Notice the item of interest change on the Survey Preview.

Canvas Items

The Items are the building blocks of the canvas. Each item has its own set of features that can be used to create a complete questionaire. When you insert or edit an item you will always have the option to save or cancel the task.

Multiple Choice Item

This 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.

  1. Select Multiple Choice to insert a question with a list of choices. Single options only can be selected.
  2. Enter the Question Name.
  3. Enter the Option and Score.
  4. Select Add Option to add more options and scores.
  5. Select Question is Mandatory if required to have an answer.
  6. Select Action on answer if required.
  7. Select the required action. The options: are to Open a page; Select a question; Stop Application; Tag as Undesirable.
  8. Select Display in Applicant Details (Vacancy Management Tool) to have applicant answers appear in the applicant work area.
  9. Select Save to set the item on the page.
  10. Select Cancel to Abort the addition.

Multiple Select Item

This 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.

  1. Select Multiple Select to insert a question with a list of choices. Multiple options can be selected.
  2. Enter the Question Name.
  3. Enter the Option and the Score.
  4. Select Add Option to add more options and scores.
  5. Select Question is Mandatory if required to have an answer.
  6. Select Action on answer if required. The options: are to Open a page; Select a question; Stop Application; Tag as Undesirable.
  7. Select Display in Applicant Details (Vacancy Management Tool) to have applicant answers appear in the applicant work area.
  8. Select Save to set the item on the page.
  9. Select Cancel to Abort the addition.

Rating Matrix Item

This 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.

  1. Select Rating Matrix to insert a matrix with a list of choices. Only one rating option can be selected per item.
  2. Enter the Question Name.
  3. Enter the Rating Scale and the Scores.
  4. Select Add Option to add more options and scores.
  5. Select Question is Mandatory if required to have an answer.
  6. Select Action on answer if required.
  7. Select the required action. The options are to Open a page; Select a question; Stop Application; Tag as Undesirable.
  8. Select Display in Applicant Details (Vacancy Management Tool) to have applicant answers appear in the applicant work area.
  9. Select Save to set the item on the page.
  10. View the Matrix options are all radio buttons.
  11. Select Cancel to Abort the addition.

Rating Matrix (Multiple Select)Item

This 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.

  1. Select Matrix (Multiple Select) to insert a matrix with a list of options. Multiple options can be selected.
  2. Enter the Question Name.
  3. Enter the Rating Scale and the Score, for the top side of the matrix.
  4. Select Add Option to add more options for the left side of the matrix.
  5. Select Question is Mandatory if required to have an answer.
  6. Select Action on answer if required.
  7. Select the required option to action. The options are to Open a page; Select a question; Stop Application; Tag as Undesirable.
  8. Select Display in Applicant Details (Vacancy Management Tool) to have applicant answers appear in the applicant work area.
  9. Select Save to set the item on the page.
  10. Select Cancel to Abort the addition.
  11. View the Matrix options are all square check boxs.

Short Answer Item

This 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.

  1. Select Short Answer to insert a question with a single line of free text answer box.
  2. Enter the Question Name.
  3. Select Question is Mandatory if required to have an answer.
  4. Select Add to Library if the question will be re-used.

Long Answer Item

When it is anticipated a larger amuont of text answer is required to be entered by your applicant, use this item.

  1. Select Long Answer to insert a question with multi-line free text answer box.
  2. Enter the Question Name.
  3. Select Question is Mandatory if the question must be answered.
  4. Select Display in Applicant Details (Vacancy Management Tool) to have applicant answers appear in the applicant work area.

Paragraph Item

This 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.

  1. Select the Paragraph item.
  2. Select the text Click here to add some text ...
  3. View the inserted text area.
  4. A simple text editor will open to allow the addition of formatted text. You can paste into the text box from other documents.

Availability Item

This 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.

  1. Select Availability Matrix
  2. Enter the question name.
  3. Select Question is Mandatory if the question must be answered.
  4. Select Display in Applicant Details (Vacancy Management Tool) to have applicant answers appear in the applicant work area.

Form Field

This 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.

  1. Select Form Field to add the item.
  2. Enter the Question Name.
  3. Select the Linked Object in the drop-down list.
  4. Select the Linked Field in the drop-down list.
  5. Select Question is Mandatory if the question must be answered.
  6. Select Display in Applicant Details (Vacancy Management Tool) to have applicant answers appear in the applicant work area

File Item

This 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.

  1. Select File to add the option to upload files.
  2. Enter the Question Name.
  3. Select the file types allowed to be uploaded.
  4. Select Question is Mandatory if the question must be answered.
  5. Select Display in Applicant Details (Vacancy Management Tool) to have applicant answers appear in the applicant work area.

Test Canvas

The Testing option on a Canvas, allows checking the appearance of the Canvas as it appears for the applicant or employee. Also sending the created canvas to internal and external users to confirm the format of the canvas that has been created. Actual Answers and Scores of the test canvas are not displayed anywhere.

Maximize

  1. Select the Maximise option to display the canvas in a full screen manner, without the page header.
  2. Select the Minimise option to bring the page back to normal view.

Open Full Page

  1. Select Open Full Page to display the canvas in a new tab without any options displayed.
  2. Close the canvas once you have finished testing it.

Delete my testing answers

  1. Select Delete my testing answers to clear the canvas of the values that have been filled out.
  2. Select OK to confirm the pop-up message.


Send survey to test

The purpose of this option is to send the survey to users who may require to check the survey before it is published. Correspondence emails are sent to the internal or external testers via workflows in the Object Survey Testers. The Correspondence can be updated as required.

  1. Select Send survey to test to select users to send the survey to.
  2. Select the Users from the check list.
  3. Enter the external users by typing or pasting an email address.
  4. Select Add for Additional email address's.
  5. Select Remove to drop emails not required.
  6. Select Send to the pop-up message for testing users to receive the test.
  7. Select Cancel to Abort the Action.

Check Testers

The purpose of this section is to check if the survey users have completed the survey test.

  1. Select Check testers
  2. Note the testers who have completed the test survey.

Scheduling

Survey Scheduling is only available on Surveys of type Human Resources. The survey schedule is divided into logical sections, with a major Heading for each section.

To who

This section establishes the target audience for the survey. There are four options that can be initially selected. Each option is discussed below.

To Employees

The field To Employees has a choice of four options, with sub-options where appropriate. The purpose of this field is to identify who will receive the survey that has been created.

  • No Employees Select this option to target no employees as recipients.
  • All Employees Select this option to target all employees as recipients.
  • Specific employees Select this option, notice a multi-select box appear. Select the specific employee's to target as recipients.
  • Employees linked to user groups Select this option, notice a multi-select box appear. Select the specific groups to target as recipients.
  • Create a task Select this option to have a task appear in the Dashboard My Tasks widget for the employee.
  • Send to email field This field has the email accounts that are available to select as the recipients sourced from the employee record.

External Users

Use this option to send the survey to email addresses that are not listed within the Subscribe-HR system.

  • No Users Select this option if you have already selected your users from the employee section.
  • Users Select this option and see a dialog box appear with the text. "Please insert a list of email addresses separated by a comma or a semicolon." Paste email address's of interest.
  • Template Use this option to select the Survey Summary template. There is one default template that can be updated through the Survey Summary Correspondence record called Survey Send. Additional Survey correspondence can be added by creating a correspondence record with Object Survey Summary selected.

When

This section defines at what time the Survey will be sent out to the Employee or Contact. There are two options on the trigger Field and Specific date. Only one can be chosen.

  • Trigger on Date
  1. Select date and time selectors for when the Survey will be sent.
  2. Select the Template from the Selector of employee object templates.
  • Trigger on Field If Field is chosen, then a Condition Section Appears.
  1. Select field for the Condition and the comparison type.
  2. Populate the Template from the Selector of employee object templates.

Reminders

The reminders section is for sending emails relating to the completion of the Survey.

Desired completion date

  • No completion date Select this option if no Reminders are to be used.
  • Date Select the date option to have the Reminder sent on a specific date.
  • Field Select the field option to send relative to a specific date field.

Reminder

  1. Populate the Reminder time-frame before the specified date.
  2. Populate the Reminder Template to send. This template is set by the Survey Summary Object and an example template has been inserted into the Correspondence for update.
  3. Multiple reminders can be created by selecting the add button to have extra reminders on the system.

Deploy

The deploy tab shows the Summary of the actions from the survey setup with the below main sections.

  • Survey(Module) This lists the name of the survey and the Module that it belongs to either Human Resources or Recruitment.
  • SendTo This will show the recipients of the Survey that were selected in the SendTo section.
  • Date This will show the conditions that were selected for the date to send the Survey.
  • Activate This section will show either Not Activated with an Activate Button. Or Survey Already Activated after the Activate Button has been selected.

Survey Reports

Below are the main features of the Survey Reports.

  • This is the output of the Survey that has been sent and the results of the completed Survey.
  • The results are divided up by questions on each page that have been setup in the survey.
  • Where there are options in an answer a count and a percentage are shown.
  • Every Applicant or Employee that has completed a Questionaire or Survey will be shown in the results.

There are several functions that are available for use on the Survey shown listed below:

  • Show/Hide text Answers This display or Removes text answers from the Survey Report.
  • Export To PDF Clicking this link will Download display or Removes text answers from the Survey Report.
  • Export to Excel This display or Removes text answers from the Survey Report.
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