Pre-screening a candidate? Updating their records in Loxo? No matter the goal, Loxo is built to eliminate the manual, repetitive data entry that comes with maintaining accurate information across your entire database. Admins can bridge the gap between candidate form entry and profile updating.
Customizing job application questions is an excellent example of using form templates and custom fields together. Keep reading below to learn how to automatically update people's records using custom fields and Form templates.
While anyone can create a form, custom fields can only be created by team admins. You must have admin access to create a custom field for People or Companies.
This article serves as a step-by-step guide to set up automatic data collection. There are three main parts to this process:
Set up Custom Fields for People's Data
You will need to have admin access in your team's account to create custom fields.
More detailed instructions can be found in our Help Center guide for adding Custom Fields. Continue reading below for a general outline on how to set these up.
Click the Gear icon in the upper right corner of the People page to open the "Customize Grid" window, where you can add your desired Custom Fields for various candidate data points that you'd like to collect.
Frequently used custom fields include data points like graduation year, desired salary, interest in management positions, interest in roles with travel, or anything else relevant for your team.
These Custom Fields will live under Details on a Person Profile.
Woohoo! Step 1 is complete. You now have Custom Fields that you can use to track and structure any data points your team wants to collect.
Create a Form Template
Once you have identified the fields that you want to auto-populate on people's records, you can build a template to help streamline the collection of that data. In Loxo, the best way to collect data and automatically add it to people's records is to use a Form Template.
Selecting the right Form type is important if you want to auto-populate data. There are detailed instructions about Forms in our Create and Send Forms guide, which is a great starting point if you are new to Forms. The instructions below provide a more general overview of how to create Forms and focus on auto-populating person data through Forms.
To get started, go to Settings > Forms and use the +Add button to create a new Form.
Set the "New question type" to "Record Field" and use the + to create the question.
Once the Record Field question has been added, you can link the question to a specific field on a person's record. Their answers will automatically populate that field when the form is submitted.
Continue to build out the questions and answer selections according to your overall goal for the form.
Send the Form Template
Once you have created the custom fields and built those fields into a Form Template using the Record Field question types, you are ready to collect the data. You can read about sending a form in our Help Center for more detailed instructions if you are new to using Forms.
The most common way to collect auto-populating data is via email outreach or job applications. By attaching a Form Template equipped with Record Field questions to your email outreach, or by adding it to a Job (or even your Careers Page), candidate answers will autofill on their Loxo profiles in the appropriate fields.