UDFs are used throughout Quadrant Workforce's Recruiting functionality to build an applicant's profile and determine their suitability for the postings they apply for. Once a UDF for recruiting has been created, it must be referenced on the System Configuration window in order for it to be available for use on the Web.
Several types of UDFs are required to get the most out of QHRnet's Recruiting functionality. Posting Applicant – Global type UDFs are automatically attached to every job posting created. They are typically used to track an applicant's progress as they move through the application process. For example, they can record information like interview or reference check results.
Posting Applicant – By Posting type UDFs can be selectively attached to individual job postings to gather additional information about an applicant's suitability. When creating a job posting in QHRnet, Posting Applicant – By Posting UDFs become available for selection in the Applicant UDF list box on the Job Posting Details page.
Employee type UDFs are used to create the questionnaires that employees or applicants fill out when they first create their profile in QHRnet, to record Skill and Competency information, and to collect demographic information such as an employee or applicant's address and phone numbers. In order for an Employee type UDF to become visible in QHRnet, it must be selected on the System Configuration window in Quadrant Workforce during configuration.
Org Detail type UDFs are used when creating on Org Level for job descriptions.
Note! A questionnaire type UDF containing confidential applicant information that is attached to a job posting will be accessible to all Managers in QHRnet, even though their Security Profile would prevent them from viewing the same questionnaire in Quadrant Workforce. UDFs that could contain sensitive personal information should only be attached to an employee's record in Quadrant Workforce where access can be regulated, and not to a job posting.
Setting up UDFs can be confusing. Referring to this flow chart when configuring your UDFs for Recruiting will help you through the process.
Once you've created a Recruiting UDF group, you can begin to configure the UDFs used to ask the questions that will help to determine an applicant's suitability for a job posting. The following example describes how to configure an Employee type Questionnaire UDF, since that's the most common type of UDF created for Recruiting.
If the available attributes don’t quite suit your needs, you can create new ones or edit attributes to make them more usable. If you edit an attribute, it changes in every other UDF that uses it.
Numeric Data Type
The numeric data type is used to record a numeric amount that you want to track for an HR activity, for example, test scores or evaluation ratings.
Character Data Type
The character data type is used to record text. For example, you can create a character data type attribute called Course. The attribute could then be added to a UDF that is used to track training.
Date Data Type
The Date Data Type can be created to keep track of when, for example, an employee received an award or a certification.
Lookup Data Type
A Lookup Data Type attribute gives you several different options to choose from when selecting a value. For example, you could set up an attribute for course results that allows you to choose one of several possible outcomes—pass, fail, or incomplete to add to an employee’s record.
Memo Data Type
The Memo Data type is used to record a large volume of text. The field allows 8000 characters.
For recruiting questionnaires to appear on the web, they must be selected for Questionnaire details on the System Configuration window, Web Applicant Module type. For instructions see System Configuration for Recruiting.