Admin - Add and Edit Interview Questions

Updated May 23, 2023 20:02

Overview

Updated 07/14/2022

Interview Questions are used to gather information on an applicant. Core application admin users can configure a list of interview questions, comprised of multiple types of questions. These questions can be used in the Core application in the Employee > Interview section, in the Applicant portal, and on the Aero Platform as either part of a prescreen or a questionnaire in an application workflow.

Open Config Choice
Add a New Interview Question
1. Add New Question
2. Set Question Category
3. Set Question Answer Format
4. Set Question Answer Options (for Checkbox, Radio Button, or Drop-down List Questions)
Add a New Interview Question Category
Add question in Web Portal
Edit an Existing Interview Question
Edit in Web Portal
Delete an Interview Question & Answer
Change the Category of an Existing Question
Edit Answer Options for an Existing Question
Change the Answer Format for an Existing Question
Using Interview Questions in the Applicant Portal and Application Workflows
Answer Options and Answer Formats Must Match on Each Platform
Using Different Answers in Different Application Workflows
Example of using different answers in different application workflows
Prescreen and Questionnaire Questions
Set Question to IsWebVisible
Core Application Answer Formats

Open Config Choice

Navigate to Config Choice in order to add interview questions that can be used throughout the Avionté Core application and the Aero platform.

Interview questions are configured in Admin Tools > Config Choice.

Navigate to the Start Page.
Click the Actions menu.
Select Admin Tools from the drop-down menu. The Admin Tool Main window displays.
Click System.
Click Config Choice. The System | Config Choice window displays.

Add a New Interview Question

1. Add New Question

Click the Detail tab in the System | Config Choice window.
Click Add New to add a new question.
In the Category drop-down menu, select "EmployeeInterview".
In Choice Code, enter a brief description of the question. This should be a short word or phrase that describes the question.
In Description, enter the question. This is the text that will appear in the Employee > Interview > Question section.
Add a checkmark next to each branch that should have access to this question.
Note: If any branch is given access to a question, then that question will be available for all branches on the Aero platform.
Click Save.
Restart the Core application for the changes to take effect.

2. Set Question Category

Question categories are used to group similar types of interview questions. The category type for each question is managed in the ChoiceProperty list.

Note: When using a question as part of the Aero Recruiter Module Application Workflow, a question's category will be overwritten with information entered in either the Questionnaire or Prescreen application workflow sections. See the Admin - Application Workflows - Questionnaire article for more information.

Click the ChoiceProperty tab at the top of the System | Config Choice window.
Select "EmployeeInterview" from the Category drop-down menu.
If this change is to be applied to all branches, add a check next to Apply changes to all Branches.
Search for the newly created question.
Enter the new category name in the Category column.
Press the Tab key on the keyboard to save the change.
If the change had been set to apply to all branches, a confirmation dialog will be displayed. Click Yes to confirm the change.
Restart the application to apply the change to the system

3. Set Question Answer Format

The answer format determines how the interview question will be answered and the type of data collected. A new question will default to "Text" as the answer format. Other answer formats are available.

To use an interview question in the Applicant portal and in an application workflow, the answer format needs to be the same across all platforms where the question is used. See Core Application Answer Formats below for the list of all available answer formats, their definitions, and the value that needs to be set in the Core application.

Enter the desired answer format in the ValueType column. See Core Application Answer Formats to find the ValueType of the desired answer format.
If the change had been set to apply to all branches, a confirmation dialog will be displayed. Click Yes to confirm the change.
Restart the application to apply the change to the system.

If this question will be used in either the Applicant portal or in an application workflow, the answer format entered in either of these platforms must match the answer format entered in the ValueType column. See Using interview Questions in the Applicant portal and application workflows below for more information.

4. Set Question Answer Options (for Checkbox, Radio Button, or Drop-down List Questions)

If the new question has an answer format of checkbox, radio button, or drop-down list, then answer options need to be provided. The answer options are a list of all possible answers an employee or applicant can give when answering these types of questions.

Enter the desired answer options into the ValueList column as comma-separated values.
Note: It is recommended to remove spaces before and after the commas in the list. For example, enter "Value 1,Value 2,Value 3" instead of "Value 1, Value 2, Value 3".
If the change had been set to apply to all branches, a confirmation dialog will be displayed. Click Yes to confirm the change.
Restart the application to apply the change to the system.

If this question will be used in either the Applicant portal or in an application workflow, the answers entered in either of these platforms must match the values in the ValueList column exactly.

Add a New Interview Question Category

An interview question category can be used to group similar interview questions.

Navigate to Admin Tools > System > Config Choice.
Click the ChoiceProperty tab at the top of the System | Config Choice window.
Select EmployeeInterview from the Category drop-down menu.
If this change is to be applied to all branches, add a check next to Apply changes to all Branches.
Search for a question that will have the new category applied to it.
Enter the new category name in the Category column.
Press the Tab key on the keyboard to save the change.
If the change had been set to apply to all branches, a confirmation dialog will be displayed. Click Yes to confirm the change.
Restart the application to apply the change to the system.

Add question in Web Portal

Select the icon from the top of the Q & A pane.
The "Interview question" dialog displays. Enter a question in the "Enter a question" field.
Enter the Talent's answer in the "Enter the talent's answer here" field.
Click the Done button. The question and answer will now display in the Q & A pane

Edit an Existing Interview Question

Any changes made to an existing interview question will affect all instances of this question that already exist on employee records. If the meaning of the question will be altered by this change, it is recommended that a new question be created instead of editing the existing one.

Navigate to Admin Tools > System > Config Choice.
In the Category search field, enter "EmployeeInterview."
Search for the desired question by typing it into the search field in the Description column.
Click on the desired question to highlight it and make it the active question in the Config Choice Detail section.
Make any desired changes to the question as it appears in the Choice Code and/or the Description field.
To grant or restrict access to the selected question, either check or uncheck the box next to the branch's name.
Click Save.
Restart the application for the change to take effect.

Edit in Web Portal

Select the icon next to the question to be edited. The Interview Question pop-up window will display.
Edit the question by clicking in the text field and changing the text.
Edit the answer by clicking in the text field and changing the text.
Select Done to save changes and close the pop-up window.

Delete an Interview Question & Answer

Select the icon next to the question and answer to be deleted.
A pop-up window will ask for confirmation of the action. Select Yes. The question will be removed from the talent's profile.

Change the Category of an Existing Question

Navigate to Admin Tools > System > Config Choice.
Click the ChoiceProperty tab.
Select "EmployeeInterview" from the Category drop-down menu.
If this change is to be applied to all branches, add a check next to Apply changes to all Branches.
Search for the question that will have its category changed.
Double-click in the Category column in the row belonging to the desired branch to select the Category name.
Enter the new Category name in the Category field.
Press the Tab key on the keyboard to save the change.
If the change had been set to apply to all branches, a confirmation dialog will be displayed. Click Yes to confirm the change.
Restart the application to apply the change to the system.

Edit Answer Options for an Existing Question

The process below describes how to change the answer options for a specific question.

Note: If this question is being used in the Applicant portal and/or an application workflow, changes made here must be made on those platforms as well. If the answer options do not match, the answers given by an applicant will not be visible in the Core application under Employee > Interview. See Using Interview Questions in the Applicant Portal and Application Workflows below for more information.

Navigate to Admin Tools > System > Config Choice.
Click the ChoiceProperty tab.
Select "EmployeeInterview" from the Category drop-down menu.
If this change is to be applied to all branches, add a check next to Apply changes to all Branches.
Search for the question that will have its answer options changed.
Enter the desired answers into the ValueList column as comma-separated values.
Note: It is recommended to remove spaces before and after the commas in the list. For example, enter "Value 1,Value 2,Value 3" instead of "Value 1, Value 2, Value 3".
1. If the change had been set to apply to all branches, a confirmation dialog will be displayed. Click Yes to confirm the change.
2. Restart the application to apply the change to the system.

Change the Answer Format for an Existing Question

The process below describes how to change the answer format of an existing question.

Any change made to the answer format of an existing question will affect all instances of this question that already exist on employee records. This could cause an employee’s answer to no longer be visible in the Core application.

It is recommended that a new question be created instead of changing the answer format for the existing one.

Note: If this question is being used in the Applicant portal and / or an application workflow, changes made here must be made on all platforms. If the answer formats do not match, the answers given by an applicant will not be visible under Employee > Interview. See Using Interview Questions in the Applicant Portal and Application Workflows for more information.

Navigate to Admin Tools > System > Config Choice.
Click the ChoiceProperty tab.
Select "EmployeeInterview" from the Category drop-down menu.
If this change is to be applied to all branches, add a check next to Apply changes to all Branches.
Search for the question that will have its answer format changed.
Enter the desired answer format in the ValueType column. See Core Application Answer Formats to find the ValueType for each answer format.
If the change had been set to apply to all branches, a confirmation dialog will be displayed. Click Yes to confirm the change.
Restart the application to apply the change to the system.

Using Interview Questions in the Applicant Portal and Application Workflows

Interview questions created and configured in Config Choice > EmployeeInterview can be used in the Applicant Portal and as part of either a prescreen or questionnaire as part of an application workflow.

Answer Options and Answer Formats Must Match on Each Platform

Interview questions and their answers are configured in the Core application under Config Choice > EmployeeInterview. However, a question in an application workflow gets its answer formats and options manually configured on the Aero platform. And a question on the Applicant portal can have its answer format and options manually edited. This introduces the possibility of having conflicting answer options and answer formats in the Core application, on the Applicant portal, and in a questionnaire on the Aero platform.

If there are conflicting answer options and answer formats, the applicant’s answers from the other platforms will not appear in the Core application in their record under Employee > Interview.

The answer format must match and answer options must be identical across all platforms. This includes spaces entered before and after commas, spaces between words in the answer, and capitalization. Each answer is separated by a comma. It is recommended that no spaces be used before or after the answer options on any platform.

See the Add a New Interview Question section above for information about creating a new interview question. See Admin - Application Workflows - Questionnaire for more information about configuring a questionnaire in an application workflow.

Using Different Answers in Different Application Workflows

Up to four application workflows can be created as part of the Recruiter Module on the Aero platform, which means that there can be up to four different questionnaires that use the same interview question, and up to four different answer formats and, because answer options are entered manually, there can be any number of different answer choices.

Because of this complexity, it is recommended to keep answer formats and answers the same between workflows to have consistent information for searching talent.

In order for the applicant’s questionnaire answers to be visible in the Core application in the Employee > Interview section, each answer option must be entered in Config Choice > EmployeeInterview in the ValueList column and separated by a comma.

Example of using different answers in different application workflows

Two application workflows with questionnaires have been configured. The two questionnaires both use the question “How did you hear about us?” and have the answer type configured as Checkboxes.

Questionnaire #1 has the answer options “Newspaper” and “Google”.

Questionnaire #2 has the answer options “CareerBuilder”, “Indeed”, and “Friend”.

The interview question is configured in Config Choice > EmployeeInterview with an answer format of “Multilist”, and has all answer choices, “Newspaper”, “Google”, “CareerBuilder”, “Indeed”, and “Friend” in the ValueList column of Config Choice > EmployeeInterview.

Prescreen and Questionnaire Questions

Questions that are answered as part of the Questionnaire workflow section are assigned the category of "Aero Interview Questions" and are visible in the Core application under Employee > interview.

Questions that are answered as part of the Prescreen workflow section are assigned the category of "Aero Prescreen Questions" and are visible in the Core application under Employee > Interview.

Set Question to IsWebVisible

A question needs to be set as "IsWebVisible" in order to to be available to the Applicant portal and application workflows. To be available in the Applicant portal, this must be done for each branch that needs access to the question. For an application workflow, the question must be set to "IsWebVisible" for at least one branch.

See Make Interview Question Available for the Aero Platform for more information about this process.

Core Application Answer Formats

Answer Format	Answer Format Definition	*Value Entered in ValueType* Column in Core application**
Date: MM/DD/YYYY	Input of month, day, and year.	Date
Date: MM/DD	Input of month and day	Text
Date: MM/YYYY	Input of month and year	Text
Text	Up to 2500 characters of plain text	Text
Checkboxes	A list of answers and allows user to select one or more answers.	Multilist
Radio button	A list of answers and allows user to select one answer.	Valuelist
Drop-down list	Presents a drop-down list containing the answer option. Allows user to select one answer.	Valuelist
Currency	Numbers and the following characters associated with currency in the answer field: $ , .	Currency