Guide to Build Simple Hiring System - Jodoo

App Overview

Features

Jodoo offers various features for users at different skill levels.

Skill Level	Feature	Description	Documentation
Beginner	Regular form	Regular forms can be used to collect data, publish notifications, and register basic information. Members can collaborate with each other to manage data in forms.	Regular Form
	Workflow form	Workflow forms can be used in scenarios like request, approval, and work order processing. Once a workflow is submitted, it will be transferred among approvers, from subordinates to superiors, for approval.	Workflow Form
	Dashboard	Dashboard is a data visualization tool that consists of Chart, Component, and Settings.	Procedures of Creating a Dashboard
Intermediate	Data retrieval	You can retrieve data from other forms. For example, if there is an order request form (form A) and a purchase management form (form B), you can use fields from form B to retrieve data from form A, which will facilitate the data-filling process.	Data Linkage Lookup RelatedQuery RelatedData
Intermediate	Data calculation	Formula: You can edit the formula for a field in the form, then the value of the field can be automatically calculated according to the formula when values of related fields are filled or modified. Function: They are pre-built formulas that perform specific operations or calculations. For example, the SUM function can return the sum of given values.	Formula
Advanced	Aggregate table	Aggregate tables can be used to perform aggregation calculations or pre-calculate (pre-process) existing form data for further use.	Aggregate Table
	Data factory	Data factory is an ETL tool for processing data. The obtained data can be used for data analysis on dashboards.	Data Factory
	Automations	Automations can be used to add, modify, or delete data automatically in target forms after meeting designated trigger conditions.	Automations

Structure

Simple Hiring System consists of two regular forms, one workflow form, and one dashboard.

Name	Type	Description
Add Candidate	Regular form	HR can gather and manage candidate data through this form. It collects information like name, email address, position applied for, work experience, educational background, date of application, and so on.
Add Position	Regular form	The hiring manager can gather and manage recruitment data through this form. It collects information like position name, job description, head count, departments, hiring manager, and so on.
Assignment Submission	Workflow form	This workflow form can collect assignments submitted by candidates and transfer them to the hiring manager for review.
Hiring Analysis	Dashboard	The recruitment team can analyze the number of candidates, job hiring status, and hiring progress through different charts on the dashboard.

Setting the App

Designing Regular Forms

There are two regular forms in Simple Hiring System, the Add Candidate form and the Add Position form. You can redesign the forms and modify fields to collect information based on your needs. Here are the settings for some special fields. For the settings of other fields, refer to The First Form.

Add Candidate

Field Name	Field Type	Setting Procedure
Email Address	Single Line	Select the field, go to Field Properties, and set Format to Email.
Position Applied For	Single Select	1. Select the field, and go to Field Properties. 2. Set Option to Lookup. 3. Select Add Position > Position Name from the drop-down list.

Add Position

Field Name	Field Type	Setting Procedure
Departments	Departments	1. Select the field, and go to Field Properties. 2. Set Initial Value to Custom. 3. Click Settings, go to Dynamic, and select the Department of the current user option.
Hiring Manager	Member	1. Select the field, and go to Field Properties. 2. Set Initial Value to Custom. 3. Click Settings, go to Dynamic, and select the Current User option.

Configuring the Workflow

For the Assignment Submission form in Simple Hiring System, here are some special settings for the workflow fields. For other workflow settings, refer to The First Workflow.

Assignment Submission

Form Design

Field Name	Field Type	Setting Procedure
Your Contact Email	Single Line	Select the field, go to Field Properties, and set Format to Email.
Your Full Legal Name	Single Line	1. Select the field, go to Field Properties, and set Initial Value to Data Linkage. 2. Make the following Data Linkage Settings: Linked Form: Select Add Candidate from the drop-down list. Condition: Email Address (Add Candidate, the linked form) equals Your Contact Email (Assignment Submission, the current form). Trigger the linkage: Your Full Legal Name (Assignment Submission, the current form) shows as Full Legal Name (Add Candidate, the linked form).
The Position You Applied For	Single Line	1. Select the field, go to Field Properties, and set Initial Value to Data Linkage. 2. Make the following Data Linkage Settings: Linked Form: Select Add Candidate from the drop-down list. Condition: Email Address (Add Candidate, the linked form) equals Your Contact Email (Assignment Submission, the current form). Trigger the linkage: The Position You Applied For (Assignment Submission, the current form) shows as Position Applied For (Add Candidate, the linked form).
Current Time	Date&Time	1. Select the field, and go to Field Properties. 2. Set Type to YYYY-MM-DD HH:MM:SS. 2. Set Initial Value to Current Time.
Hiring Manager	Member	1. Select the field, go to Field Properties, and set Initial Value to Data Linkage. 2. Make the following Data Linkage Settings: Linked Form: Select Add Position from the drop-down list. Condition: Position Name (Add Position, the linked form) equals The Position You Applied For (Assignment Submission, the current form). Trigger the linkage: Hiring Manager (Assignment Submission, the current form) shows as Hiring Manager (Add Position, the linked form).

Workflow Design

There are three nodes in this workflow, Submit Assignment, Review Assignment, and End. For the first two nodes, you need to set field permissions. For details, see Field Permission. The following is the setting of proceeding conditions for connection lines in the workflow.

Node Name	Node Approver	Description	Setting Procedure
Review Assignment	Hiring Manager	At the Review Assignment node, when the review result is Pass or Fail, the workflow ends. When the review result is Need Revision, the workflow remains at this node. This allows the reviewer to re-evaluate the assignment after the candidate revises it.	1. Add two connection lines: a. Connection line A: connects the Review Assignment and the End node. b. Connection line B: starts from the Review Assignment node and goes back to this node. 2. Settings for connection line A: a. Select the connection line and go to Node Connection. b. Select Meet conditions from the drop-down list under Data for Next Node. c. Set the condition as follows: When Review Result equals to any of Pass or Fail. 3. Settings for connection line B: a. Select the connection line and go to Node Connection. b. Select Excluded by other nodes from the drop-down list under Data for Next Node.

Using a Dashboard

For the Hiring Analysis dashboard in Simple Hiring System, you can configure it by referring to The First Dashboard.

Customizing the App

Apart from the default settings in the Add Candidate form, the Add Position form, and the Assignment Submission form, you can customize the app according to your needs.

Here is a guide on how to optimize the evaluation system in the Assignment Submission workflow form.

Purpose

To evaluate candidates' assignments more comprehensively, the reviewer can score them during the review process. Moreover, the form will automatically calculate the corresponding descriptive rating (excellent, good, adequate, or poor) according to the given score.

Guideline

Add two fields to the form, a Number field Score and a Single Line field Evaluation.
Set field permissions at the Review Assignment node for the two fields.

Setting Steps

Form Redesign

Field Name	Field Type	Setting Procedure
Score	Number	1. Add a Number field below the Hiring Manager field. 2. Change the field name to Score in Field Properties. 3. Tick Value range under Validation, and set it to 1 – 100.
Evaluation	Single Line	1. Add a Single Line field below the Score field. 2. Change the field name to Evaluation in Field Properties. 3. Set Initial Value to Formula. 4. Clik Edit and set the formula as follows: IF(Score>=90,"Excellent",IF(Score>=80,"Good",IF(Score>=70,"Adequate","Poor")))

Workflow Redesign

Node Name	Node Approver	Description	Setting Procedure
Review Assignment	Hiring Manager	You need to set field permissions at this node, so the approver can view or edit the newly added fields. Note that the Evaluation field is calculated through a formula, so you only need to set this field as visible.	1. Select the node and go to Node Properties. 2. Tick Score under View and Edit. 3. Tick Evaluation under View.

Preview

Before Redesign	After Redesign
In the original workflow form, apart from adding comments, the reviewer can only evaluate the candidate by Pass or Fail in the Review Result field.	After optimizing the form, the reviewer can score the candidate and grade them on different descriptive scales. This makes the assignment evaluation system more reasonable and comprehensive.