Emailing Quest Forms

Emailing quest forms for the employer to complete

Forms can be sent to employers for them to submit answers to a series of questions at your discretion. The purpose of this would be to capture signed agreements, contact details and preferences from stakeholders.

To send a form via email for an employer to complete in Job Ready, follow the below steps:

1. Create the form in QUEST.
   The form questions must be first built in the QUEST environment (see common features spec). This will become available to you by Job Ready at implementation. Below is an example of a form that has been prepared in the QUEST form builder:
   
   
2. Tag the form
   
   Once the form has been built in QUEST, ensure that the form is tagged as neptune-employer. [This will turn the form ON in the employer show page, allowing the form to be sendable from the employer record. See QUEST settings in the common spec for how to tag a form].
3. Navigate to the forms tab in the employer show page. Press the in the forms panel.
   
   
    
4. The ‘Add forms’ modal will appear, with a dropdown menu of all the forms that have been published [this is all the forms built in QUEST that have the neptune-employer tag attached (see point 2. above for instructions on how to tag a QUEST form.)
   
   Select the Name field, and choose the form from the dropdown menu that you wish to send to the employer to complete.
   
   
   
   
   
   Then select the ‘Email’ button.
   
   
    
5. A link to the survey will automatically appear in the email body.
   
   The employer’s email address will automatically populate with the email saved in the employer record in the ‘To’ field.
   The user’s email address will automatically populate with the email saved in the user profile
   
   
   
   
   
   Enter the email body and subject text in the pop-up modal
   
   
   
   The user can alternatively select an email template that will automatically populate the email body and subject text. [Email templates are configurable in Admin settings. See Common Spec].

To select an email template:

1. Copy the form link. Note: Selecting an email template will override any existing text body text with the template content. Therefore, the link must be copied to the clipboard first so that it is not eras
   
   
   
   
   
2. Choose a template from the pre-configured email templates [see Admin settings in the Common Spec] in the ‘Template’ drop-down menu. Select the ‘Continue’ button.

   
   

   
   
   
3. Select the ‘Continue’ button.
   
   Note: This will override any existing email text body and subject text.
   
   
   

   
   

4. The templated content will appear with the corresponding employer data merged.
   

   
   

   

   
   

5. Paste the link in the desired section of the templated email body.
   
   

   

   
   

   Note: In the event of a form link being lost or deleted in error, the user can recover it by selecting ‘None’ from the template dropdown menu. The link will re-emerge as a stand-alone text in the un-templated email body as it did originally.
   
   

   
   

   

   
   

   Add email addresses of additional staff members or external stakeholders in the cc and bcc fields, where applicable.
   

   
   
   

   

6. Add supporting documents, and marketing collateral where applicable by selecting the dotted file box, or dragging and dropping the document(s) required.
   
   
   
   
7. Select create email button
   
   The email is sent once all the compulsory fields are populated [compulsory fields are indicated by an asterisk(*) and the button ‘Create Email’ is selected.
   
    
   The email sent to all recipients will appear as below in their respective inboxes:
   
   EMAIL EXAMPLE:
   
   SUBJECT
   
   
   
   Note: If the recipient selects reply, or reply all, to this email, the sender of the email will receive a reply in their inbox only – and further correspondence within their email environment only. Only the initial email is ever sent and managed in Job Ready.
   
   Once the recipient clicks on the form link, they will be taken to the form to complete. The from questions will immediately appear as they have been built, once the URL is activated.
   
    
   
   
8. Recipient clicks Submit
   The form is completed when the employer who used the form link has populated all compulsory fields [compulsory fields are marked by an Asterix(*) and selected the ‘Submit Form’ button at the end of the form.
   
   

   
   

9. View submission answers the employer’s answers will be immediately viewable in the form panel of the employer record. This can be accessed by navigating to the Forms tab.
   
   All submissions of this form and any other form that this employer may complete will be listed as a line item in the Forms panel. For instance, the example below shows a jobseeker survey that a staff member (user) completed on the jobseeker’s behalf in a consultation on the 9th February 2021.
   The responses are viewable and downloadable by selecting the button in the Actions column.
   
   

   
   

   The employer’s responses will appear in the format below [See QUEST in Common Spec for more a comprehensive sample]:
   
   

Emailing completed quest forms for the employer to review

Once a QUEST form has been completed by a third party [jobseeker, referring organisation, employer] or user [placement officer, business manager or their answers can be downloaded and emailed to an employer. A user can send a completed form by adhering to the following steps:

1. Navigate to the record the form exists in
   
   Go to the jobseeker, placement or employer record that this form was initially submitted in.
   
   

2. Select the Forms tab in the record’s show page to access the Forms panel.
   
   
3. Select the button in the Actions column.
   
   

As you  are printing the entire form, the form’s answers in their entirety will appear:

Emailing a completed form to an employer

Sending a completed QUEST form is useful to send jobseeker data for the employer to review. It is also a way to verify a form
that an employer has previously completed themselves.

To email a QUEST form that has already been completed by that employer:

1. Select the button in the Emails tab of the employer who will be receiving the email.
   
   
   
   
   
2. Select the completed form(s) you wish to email by checking the boxes that correspond with that submission.
   
   
   
   
   
3. Choose a branded header/footer template from the dropdown [these are configured in QUEST settings. See Common Spec]. To send the form without branding, select ‘without template’.
   
   
   
   
   To email a QUEST form that has already been completed by a user in a jobseeker record, or by a jobseeker:
   This can be achieved in two ways:
   
   
   1. Send the form from jobseeker's record and change the outgoing email manually to that of the employer
      
      
   2. Download the PDF file of the completed form and attach it to an email from the employer record
      
      
   3. Send the email from the jobseeker record and change the To email
      
      

If you want the form that was completed in a jobseeker record to be emailed to an employer, and the email correspondence to be captured in the jobseeker record, you can send an email of the submission directly from the jobseeker record and replace the email with at of the employer in the ‘To’ field.

1. Select the button in the Emails tab of the employer who will be receiving the email.
   
   
   
    
2. Select the completed form(s) you wish to email by checking the boxes that correspond with that submission.
   
   
    
3. Choose a branded header/footer template from the dropdown [these are configured in QUEST settings. See Common Spec]. To send the form without branding, select ‘without template’.
   
   
    
4. Remove the jobseeker email that has automatically populated the ‘To’ field.
   
   
    
5. Enter the employer recipient’s email address in the To field instead and click on the ‘Create email button.’
   
   
   
   The recipient of the jobseeker’s form via email will now be the employer.
   
   
6. Select the ‘Create Email’ button.
   
   
   
   
7. The email correspondence to the employer will be recorded in the email panel in that jobseeker record for future review.
   
   
   
   EXAMPLE OF EMAIL
   
   Download the form and attach
   
   If you require the form that was completed in a jobseeker record, to be emailed to an employer, and the email correspondence to be captured in the employer record, you must download the PDF and send it from the employer record email panel.

How to email a Downloaded completed form:

1. 1. Select the Print Button
   
   
   
   
    
2.  2. Select a branded header/footer template from the dropdown that appears [branded form header/footer templates are configurable in QUEST. See QUEST settings in the Common Spec].
   
   To download the form without branding, select ‘without template’ form the dropdown.
   
   To download a specific section of the form:
   
   
   1. Select the ‘Custom Print’ button.
      
      
      
      
   2. Select the sections you intend to download and send to the employer by checking the box next to the section that will be included. [For how to create Sections in QUEST see Building a QUEST form in the Common Spec].
      
      Choose a branded header/footer template from the dropdown [these are configured in QUEST settings. See Common Spec]. To download the form without branding, select ‘without template’ form the dropdown.
      
      Select the Print button to finalise the download.
      
      
      
      
      
   3. A PDF file of the form will download to your PC.
      
      
      
      An example of the PDF file is below [see QUEST in Common Spec for a more comprehensive sample]:
      
      
      
       
   4. Navigate to the employer record who will be receiving the emailed form and select the button in the Emails tab.
      
      
      
      Drag and drop the downloaded form in the dotted file box.
      
      
      
      The ‘To’ email field will automatically populate with the employer’s saved contact details.
      
      
      
      Select the ‘Create Email’ button.
      
      
       
   5. The email correspondence will be immediately be recorded in the email panel of the  employer record for future review.
      
      
      
      Note: Because the form was sent as an attachment, the PDF will automatically be stored in the Attachments panel of the employer record once the email is successfully sent.