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Question

Recruitment Form

Version 10 Forms Workflow
Updated January 14, 2021
asked on January 13, 2021

Hello,

I have a hiring form process idea and wanted to ask if anyone has ever done something like this.

The submitter indicates on the job requisition form that it is a multi-hire with 2 (or more) positions to be filled and is sent for approval. Once approved the submitter can fill out the candidate selection form within the same process. At this point submitter fills it out for one of the 2 positions approved. How can I make it so that the submitter can go back to fill out a second candidate selection form when they are ready to fill the second position? I imagine I might need to use workflow to save the data and somehow call back the info to fill out the second form? Is this possible?

Hope this makes sense. Any help is much appreciated.

Thank you,

Jo Anne

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Answer

SELECTED ANSWER
replied on January 13, 2021

I have one process that allows the submitter to select multiple employees from a list (they get added to a table in Forms).

After submission, that passes over to Workflow.

Workflow uses the "Retrieve Business Process Variables" activity to get the values from Forms.

Then it uses a "For Each Row" activity to go through each row of the table in Forms.

Within the "For Each Row" activity cycle is a "Invoke Business Process" activity that loads the new process, and populates the values from the "For Each Row" activity.

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Replies

replied on January 13, 2021

Most processes like this, I incorporate a database and Workflow.

Forms would send the initial list records to Workflow, which pushes them out to the database.

After that your "Candidate Selection" form could be a completely separate process that pulls in the info that was previously sent to the database (either via data lookups in Forms, or via Workflow).

You could also have Workflow cycle through the multiple records on the original submission and automatically kick-off the individual "Candidate Selection" forms and send those out.  You could avoid the database requirement by doing this, but then you will have those individual forms in progress, and you may not want that if it could be an extended period of time.

A lot of this is going to depend on how you envision your process(es) operating and flowing.  Incorporating Workflow and database access open up a lot more options and functionality than you can have using just Forms by itself.

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replied on January 13, 2021

Thank you Matthew. The use of Workflow to cycle through and automatically kick-off the candidate selection is more inline my thought process. Would you happen to know how that would look like in workflow? I am still a newbie and not sure how to cycle through. Thanks again!

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SELECTED ANSWER
replied on January 13, 2021

I have one process that allows the submitter to select multiple employees from a list (they get added to a table in Forms).

After submission, that passes over to Workflow.

Workflow uses the "Retrieve Business Process Variables" activity to get the values from Forms.

Then it uses a "For Each Row" activity to go through each row of the table in Forms.

Within the "For Each Row" activity cycle is a "Invoke Business Process" activity that loads the new process, and populates the values from the "For Each Row" activity.

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replied on January 13, 2021

Mine actually uses the same process in Forms for both the initial part started by the user and the secondary part started by Workflow - you avoid complication by having two processes (in which case, ignore this reply entirely), but if you want to have a single process for both parts, here's how: The process in Forms is started by a "Message Start Event".  When the initial process is started by an employee, it is done by submitting the form.  But when Workflow starts the process (kicking off the secondary stage) the "Message Start Event" is completely ignored by Workflow, and Forms starts with whatever happens right after the "Message Start Event".  After the "Message Start Event" you would need an "Exclusive Gateway".  Use the "Exclusive Gateway" to evaluate whether a field (which should be hidden from the user on the form itself) is populated or blank.  When Workflow does the "Invoke Business Process" activity it would populate the hidden field.  When a user starts the form, it is left blank (because it is hidden).  Everything that happens on the initial user submission flows on the path out of the "Exclusive Gateway" that assumed the hidden field was blank.  Everything that happens on the secondary submission (started by Workflow) flows on the path out of the "Exclusive Gateway" that assumed the hidden field was not blank. 

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replied on January 13, 2021

Ah, this is great! Will give it a go in WF. I'm sure I'll get stuck along the way and be back with more questions. Thank you, thank you!

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replied on January 14, 2021

Hi Matthew, I got it to work perfecty! Thanks again for your help!

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replied on January 14, 2021

Glad to hear it worked for you.

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