Overview

iForms are electronic forms used to collect information from candidates and new hires. System users with the appropriate permissions can edit iForm responses within the iCIMS Applicant Tracking (ATS) and iCIMS Onboarding (e.g., correct any responses that were filled in incorrectly or complete a section of a form before it is sent to a candidate). Candidates, new hires, and employees can access and complete iForms a few different ways; iForms can be completed on iCIMS Applicant Tracking (ATS) career sites and new hire portals, or they can be sent directly to candidates, new hires, and employees via email.

This article is composed of the following sections:

• Editing iForm Responses from a Profile
• Completing iForms on iCIMS Applicant Tracking Career Sites
  • Selecting One or More iForms as Part of the Employment Application Process for a Specific Job
• Sending iForms via Email
  • Sending a Single iForm by Email
  • Creating and Sending a One-Time iForm Packet
  • Resending an iForm to a Candidate or Employee

Editing iForm Responses from a Profile

1. Locate the appropriate Person or Recruiting Workflow Profile and select the iForms tab.
2. Select the desired form using the iForm dropdown menu.
3. Click Edit and fill in any iForm responses or change any pre-existing or prepopulated responses as needed.

• Note: To add or edit any prepopulation settings, submit a case to iCIMS Technical Support for assistance.

4. Click Save & Exit. If the iForm then needs to be sent to a candidate, new hire, or employee, send the iForm using one of the methods detailed in the other sections of this article.

• Note: On the iForms tab, you may see two radio buttons above some iForms: Latest Signed Version and Latest Modified (Unsigned) Version. These buttons appear when a candidate makes a change to an iForm that they had previously signed, and then selects Save & Return Later without checking the signature box again. This applies strictly to iForms that have been configured to require a signature every time the form is updated.

  In the system, selecting Latest Signed Version shows the iForm at the point in time when it was last signed; selecting Latest Modified (Unsigned) Version shows the current values of the iForm fields that were saved by the candidate.

  This situation can also occur on iForms that have fields that are synced. When a profile field is modified in the system, the synced iForm field is modified, too, automatically. This means that the iForm is updated without another signature by the candidate, causing the two radio buttons to appear.

Completing iForms on iCIMS Applicant Tracking Career Sites

When assigning iForms to be completed on iCIMS Applicant Tracking (ATS) career sites, there are a few configuration options to choose from, listed below. These options can be configured by submitting a case to iCIMS Technical Support.

• iForms can be included on career sites as part of the profile creation process:
  • An individual iForm or an iForm packet is selected, which any candidate who is creating a profile will be asked to fill out. This includes both candidates who apply for general consideration and candidates who are applying for a specific job. Only iForms (and packets) associated with the Person profile can be used with this configuration.
• iForms can be included on career sites as part of the employment application process, with the two options below. Note that these two options can be used in tandem if needed. 
  1. An individual iForm or an iForm packet is added to the employment application process for every job posted to a specific Applicant Tracking career site. A candidate that applies to any job on that career site will be asked to fill out the selected iForm(s). iForms (and packets) associated with the Recruiting Workflow profile can be used with this configuration. 
     • Note: A Recruiting Workflow iForm packet can include Person iForms (i.e., iForms that are associated with a Person profile).
  2. One or more iForms is selected to be part of the employment application process for a specific job. Only candidates who apply to that particular job will be asked to fill out the selected iForm(s). iForms associated with the Recruiting Workflow profile can be used with this configuration. For instructions on how to select iForms for a particular job, see the Selecting One or More iForms as Part of an Employment Application Process for a Specific Job section of this article. 
     • Note: With this configuration, the iForms are attached to the job itself, and all candidates who apply to the job will be asked to complete the form, regardless of which Applicant Tracking career site they apply through. For example, if a position is posted to both an external Applicant Tracking career site and an internal employee Applicant Tracking career site, candidates who apply through either career site will be asked to complete the iForm(s).
• iForms can be included on the candidate dashboard of Applicant Tracking career sites, using the following two options:

1. An individual iForm or iForm packet is sent to the candidate via email to be completed. The candidate has the option of completing the iForm using the Form URL in the email or by logging in to the iCIMS Applicant Tracking career site and accessing the iForm from their candidate dashboard. Once the candidate completes the requested iForm, the iForm link no longer displays on the candidate dashboard.
2. One or more Person or Recruiting Workflow iForms (or packets) is selected and a link to the iForm(s) will continually display on the candidate dashboard (no emailed request is required). After the candidate completes the iForm, the link will remain on the candidate dashboard, displaying the Last Updated Date of the submitted form on the iForm link button.
   • Note: Recruiting Workflow iForms are per-workflow forms, meaning a candidate will complete a new copy of the form for each job they apply to. To accommodate this, when a Recruiting Workflow iForm is selected to always display on the candidate dashboard, a new unique link to the iForm will be added to the dashboard for every job application the candidate submits, each labeled with the corresponding job title.

For organizations using iCIMS Onboarding, Person and Onboarding Workflow iForms can be assigned as Onboarding Workflow Tasks for a new hire to complete by logging in to the new hire portal. For more information on creating Onboarding Workflow Tasks, see Creating Onboarding Workflow Tasks and Onboarding Workflow Task Dependencies. Onboarding Workflow Tasks can be assigned to new hires using Suggested Tasks on a New Hire Category profile (see Creating a New Hire Category Profile) or as individual tasks on the Onboard Status tab of the new hire's Person profile (see Onboarding a New Hire). 

Selecting One or More iForms as Part of the Employment Application Process for a Specific Job

1. Navigate to the appropriate Job profile and select the iForms (Workflow) tab.
2. Click Edit iForm List. The Edit Recruiting Workflow iForms screen displays. 
3. From the Available iForms dropdown, select the desired iForm and click Insert.
4. Repeat step 3 as needed, if more than one iForm is to be added to this job's employment application process.
5. Click Save when finished.

Notes: 

• If you do not have access to the iForms (Workflow) Tab on the Job Profile, contact your user admin for assistance.
• If the selected iForm does not display as one of the employment application steps, a backend setting may be disabled. Submit a case to iCIMS Technical Support for assistance enabling this setting.

Sending iForms via Email

System users can send iForms directly to candidates, new hires or employees using email. iForms can be sent as a single form or as part of a packet containing multiple forms. The steps for each method are outlined below. 

Sending a Single iForm by Email

1. Locate the appropriate Person or Recruiting Workflow profile and select the iForms tab.
2. Click the Send iForm button.
3. Select an iForm and complete the additional fields and options on the Send iForm(s) popup. This will include selecting the appropriate action from the options described below. Then, click Continue.
   • There are two request options available for users to choose from when sending an iForm:
     • Request Candidate/Employee to complete this iForm will send an email to the candidate/employee requesting that they fill out the iForm themselves.
     • Request 3rd Party to complete this iForm will send an email to someone other than the candidate/employee, asking them to complete the iForm on behalf of the candidate/employee. 
4. Edit the email requesting the iForm be completed, if desired. Click Send to send the email and iForm.

• The email template contains variables that are highlighted in green and will auto-populate once the email is sent. _FORMURL_ is also a variable that will auto-populate with a link to the selected iForm.
• To send a certain section of an iForm, see the Creating and Sending a One-Time iForm Packet instructions below or submit a case to iCIMS Technical Support for more information about creating section-specific iForm request email templates.
• If you wish to remove access to an iForm after sending a request, navigate to the iForms tab on the relevant Person profile, click the Manage Requests icon (which may be located under the More button in the upper right), and then click the red delete icon beside the correct iForm. Click Save to finalize your changes. This will remove that person's access to the iForm.
• If your candidates or employees are being denied access to an iForm and are receiving a "token" error, resend the request to complete the given iForm using the steps above. This error typically occurs when a request has expired or a candidate has already submitted the requested iForm using the original email link. 

Creating and Sending a One-Time iForm Packet

1. Locate the appropriate Person or Recruiting Workflow profile and select the iForms tab.
2. Click the Send iForm button.
3. Select Create a One-Time Packet from the iForm/Packet dropdown.
   • To send multiple Person iForms, select Create a One-Time Packet beneath Person iForm Packets. To send multiple Recruiting Workflow iForms or a packet containing a combination of Recruiting Workflow and Person iForms, select the option below Recruiting Workflow iForm Packets.
4. Enter a Packet Display Name.
5. Use the dropdown list to view available iForms. Select an iForm or a specific iForm section from the list and click Insert to add it to the iForm packet. Repeat for each additional iForms or iForm sections to be included in the packet.
   • For more information about iForm sections, see Introduction to iForms.
6. Follow steps 3 & 4 in the Sending a Single iForm by Email section above. 

Tip: Users can only create iForm packets for one-time use. To create an iForm packet for more than one use, submit a case to iCIMS Technical Support.

Resending an iForm to a Candidate or Employee

1. Locate the appropriate Person or Recruiting Workflow profile and select the iForms tab.
2. Select More and choose Manage Requests to launch the Manage Requests popup.
3. On the popup, ensure the iForm to be resent does not already have an active request. If there is already an active request for the iForm, select the Delete (red X) icon to the right of the request's row, then click Save and close the popup. 
4. From the iForms tab, select Edit to make and save any necessary changes to the form. Then, select Send iForm. 
5. Ensure the appropriate iForm is listed in the iForm/Packet dropdown and complete the additional fields and options on the Send iForm(s) popup. Click Continue. 
6. Edit the email requesting the iForm be completed, if desired. Click Send to send the iForm request. 

Note: If you do not have access to the More button on the iForms tab, contact your user admin for assistance.

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Additional Resources: Working with iForms

The iCIMS Knowledge Base includes additional resources on working with iForms. Click here to access related resources.