Overview

This article provides information about the questions that appear in the 'Registration questions' and 'Job specific questions' sections of the Total Apply Registration form and/or Total Apply application form.  Please note that:

  1. If the Total Apply registration or update profile form is being used by the candidate:
    • If there are registration questions applicable, the 'Registration questions' section appears.
    • The 'Registration questions' section will have a 'Complete optional registration questions now' link visible. If the candidate clicks this link the section will be expanded and all of the applicable registration questions will be visible, along with a 'Complete questions later' link at the bottom (to minimize the questions again if required).
    • The 'Job specific questions' section will not appear.  
  2. if the Total Apply job application form is being used by the candidate, if there are job application questions applicable, the 'Job specific questions' section appears.
  3. In any Total Apply form, if the candidate has an existing profile in the app/system Total Apply is linked to, if available, answers to registration questions will be pre-populated with their stored information.


This article includes:


Inclusion and order of questions

The questions to present to candidates in the Total Apply form is determined by the information Total Apply receives from the app/system Total Apply is linked to in your tenant.  This information also tells Total Apply in which order to present the questions. 


Mandatory setting of questions

When using the Total Apply application form, whether or not a registration or job specific question is mandatory is determined by the information Total Apply receives from the app/system Total Apply is linked to in your tenant.


Question formats available

The format of each question is determined by the information Total Apply receives from the app/system Total Apply is linked to in your tenant. Each of the available questions formats are detailed below.


Comment (information) fields

When Total Apply receives information (from the app/system it is linked to) to tell it to display a comment (information) question, the candidate is not asked to provide an answer, instead the comment content provided is displayed.  Please note that if the comment information Total Apply received includes a page break request, this will be ignored (as Total Apply is a one page form) and the comment will instead be displayed in a larger font.


Acknowledgement checkbox

When Total Apply receives information (from the app/system it is linked to) to tell it to display one acknowledgement checkbox along with some text content, it will position the text above or next to the checkbox as determined by the information received.  This question format is often used for acknowledgements such as "Please only consider me for jobs that I have applied to myself'.  If this field is set to mandatory but the candidate does not answer it, the validation prompt 'Please make a selection' is displayed.


Single-line text

This field may contain any alphanumeric or special characters.  If this field is set to mandatory but the candidate does not answer it, the validation prompt 'Please answer this question' is displayed.


Multi-line text

This field may contain any alphanumeric or special characters, and be up to 1000 characters in length.  If this field is set to mandatory but the candidate does not answer it, the validation prompt 'Please answer this question' is displayed.


Numeric

This field may contain any number including zero and negative numbers.  Please note:  If a number with a decimal place is entered (e.g. 10.25), when the candidate exits the field the decimal point and any numbers to its right will be removed from the content.  If this field is set to mandatory but the candidate does not answer it, the validation prompt 'Please answer this question' is displayed.


Currency

This field may contain any number including zero, negative numbers and number with decimal places. Currency symbols (e.g. $) cannot be entered by the candidate.  If this field is set to mandatory but the candidate does not answer it, the validation prompt 'Please answer this question' is displayed.


Yes / No

Two radio buttons are presented, one for 'Yes' and one for 'No'.  If this field is set to mandatory but the candidate does not answer it, the validation prompt 'Please make a selection' is displayed.


Date

When Total Apply receives information to request a date, a date picking calendar is presented.  The format of this calendar differs depending on the browser the candidate is using, but generally it defaults the date to today's date, and the candidate can:

  • Click on a date in the calendar month view to select the applicable date, month and year.
  • Use arrow keys to move to a different month or year
  • Over type the month or year to jump a long span (e.g. to go from 2017 to 1970).

If this field is set to mandatory but the candidate does not answer it, the validation prompt 'Please enter a valid date' is displayed.


Date and time

When Total Apply receives information to request a date and time the a date picking calendar described above is presented.  In addition, time fields are displayed - the format of the time fields differs depending on the browser the candidate is using, but generally it default the time to a time block relating to the current time, and the candidate can:

  • Use arrow keys to change the hour or minute setting.
  • Can change between am / pm or 12 / 24 hour time
  • Over type the time to jump a long span (e.g. to go from 02 minutes to 59 minutes).


If this field is set to mandatory but the candidate does not answer it, the validation prompt 'Please enter a valid date and time' is displayed.


Drop-down list (multiple-choices of a hierarchical list presented, only single selection allowed) 

When Total Apply receives a hierarchical list of options from which the candidate must select only one value, a drop-down list is presented.  The default text which appears until a selection is made is 'Please select an option'.


Radio buttons (multiple-choices of a flat list presented, only single selection allowed)

When Total Apply receives a flat list of options from which the candidate must select only one value, a list of radio buttons is presented.  If this field is set to mandatory but the candidate does not answer it, the validation prompt 'Please select an option' is displayed.


Pick list (multiple-choices of a list presented, multiple selection allowed)

When Total Apply receives a list of options (either as a flat or hierarchical list) from which the candidate may select multiple values, a pick-list is presented.  If the field is set to mandatory but the candidate does not answer it, the validation prompt 'Please select a minimum of 1 choice(s)' is displayed.  Total Apply will also enforce the following if it receives the appropriate information:

  • Maximum number of selections the candidate can make for the question (if the candidate answers more than the allowed number of choices the validation prompt 'You have selected too many choices. Please select a maximum of X' is displayed, with X being the maximum number set).
  • When a specific answer option is chosen, ask for further details (text format).
  • When a specific answer option is chosen, ask for further details (text format) and make the provision of this information mandatory (when these further details are mandatory, if the candidate does not answer it, the validation prompt 'Please answer this question' is displayed).


File Upload

When Total Apply receives information to request the candidate upload a Document, Image or Video it presents the candidate with a file upload question.  In this question format the candidate can:

  • See a prompt advising them the allowed file types (as provided to Total Apply by the app/system it is linked to).  For example, a document upload might be 'Allowed file types: .rtf, .pdf, .docx'.
  • See the default text 'Please upload a document.' (or image, or video, depending on the question type).
  • See the checkbox 'Type my document' below the upload options (only if the app/system Total Apply is linked to has determined this is allowed). If selected, a field appears below the check box to type the information into.
  • Click on the 'Attach document', 'Attach image' or 'Attach video' button (depending on the question type) to browse and find their file to upload.
  • Click on the 'Dropbox upload' button to sign into Dropbox and find their file to upload, if they are using a desktop or tablet (this button is not presented to the candidate if they are completing the form using a 'mobile' device).
  • Use the 'Preview' link to check the file when a file is attached.  Please note that the behavior of the preview action will differ depending on the browser the candidate is using (e.g. it might open a new tab, might download the file etc).
  • Use the 'Delete' link to remove the attachment when a file is attached.


When Total Apply is presenting a file upload field, it will also enforce which file types are allowed (if it receives the appropriate information from the system/app it is linked to).  If the candidate attempts to upload a file type which is not allowed for the field, the prompt 'The file you have uploaded is not a valid file type. Please upload one of the following:' appears along with the allowed file type information.


If this field is set to mandatory but the candidate does not answer it, the validation prompt 'Please upload a file' is displayed.


TIPS:

  • If the candidate clicks on the answer area of the question (instead of the Attach button), the attach function will launch.
  • The maximum file size which can be uploaded via Total Apply is 9.54Mb. If the candidate attempts to upload a file larger than this, the prompt 'File size must not exceed 10mb. Please choose another file to upload.' appears.
  • The maximum file size which can be uploaded as an answer to a registration or job application question via Total Apply is 9.54Mb (unless a different size limit has been provided to Total Apply by the app/system it is linked to).  If the candidate attempts to upload a file larger than the allowed size, the prompt 'File size must not exceed xx. Please choose another file to upload.' appears.