How do I edit the application form for an opportunity?

Overview

The form somebody fills in to apply for an opportunity is not part of that opportunity. It is a Vome form that lives in your Forms module, and the opportunity's landing page simply sends applicants to it.

So there are two different edits, in two different places. Changing the questions happens in Forms. Changing whether a form is used at all, or which one, happens in the opportunity's recruitment workflow. This article covers both, and how to tell which one you need.

The legacy funnels no longer apply to opportunities. The Direct opportunity funnel and the General application funnel are retired. They still run on opportunities that already use them, but recruitment on Vome is now set up with recruitment workflow rules, and no new opportunity can use a funnel. If one of yours still shows the legacy banner, we recommend moving it across: How do I move an opportunity off a legacy recruitment method?

1. Does my opportunity even use a form?

Not necessarily. It depends on the action set in its recruitment workflow, and only three of the seven actions involve a form:

Submit a Vome form. They fill in the form and that is all. No application is created, so nothing lands in a queue for you.
Form + request approval. They fill in the form, then wait for you to approve or decline.
Form + auto-approve. They fill in the form and are approved the moment they submit.

The other four actions involve no form at all: Request approval, Auto-approve opportunity, Redirect to external URL, and Not eligible. If you are hunting for a form to edit and cannot find one, check the action first. There may not be one.

2. How do I find which form an opportunity is using?

Go to Opportunities and open the opportunity.
Open the Recruitment tab.
Read the rules from top to bottom, then the Fallback (no rule matched) underneath them.

Every rule ending in a form-bearing action names the form or forms it points at, under Select form(s).

There is not always a single answer to "which form does this opportunity use". Different rules can point at different forms, and that is the point: a returning person and a complete stranger can be sent to different questions from the same opportunity link.

3. How do I edit the questions on the form?

In the Forms module, not on the opportunity.

Go to Forms.
Open the form named in the workflow rule.
Edit the questions and save.

One form, many places. The same Vome form can be pointed at by several opportunities, by more than one rule inside a single workflow, and by your general application link, all at once. Editing the questions changes it everywhere it is used. Check what else points at it before you rewrite it.

Editing a form changes what new applicants see. Submissions you have already received are not rewritten.

4. How do I swap the form, or stop using one?

On the opportunity, in the workflow rule itself.

Open the opportunity's Recruitment tab.
Edit the rule you want to change, or click Edit Fallback for the case where no rule matches.
To point at a different form, change the Select form(s) selection. To drop the form entirely, change the action to Request approval or Auto-approve opportunity.

If you attach more than one form to a single rule, the applicant is shown a list and chooses one. Attach a single form and they go straight to it.

5. Can I archive a form that an opportunity is using?

Not without naming a replacement.

If a form is linked to at least one opportunity's recruitment workflow, including opportunities that are draft or inactive, Vome asks you to select another form to replace it before it will archive the original. The alternative is to go to those opportunities first, change the form in their workflow rules, and then archive.

6. What if I see "You're using a legacy recruitment method"?

Then that opportunity predates the current workflow rules, and it is worth moving across.

Older opportunities routed every applicant through one of two retired methods:

General application funnel: a general linked form.
Direct opportunity funnel: a form linked directly to that one opportunity.

Both still work where they are already in place, and both have been replaced by recruitment workflow rules, which route different applicants differently instead of sending everybody down one path. On the banner, click + Set Up Recruitment Workflow to move across. The new workflow overwrites the legacy method.

The full walkthrough, including what happens to the old form and how to move many opportunities at once, is in How do I move an opportunity off a legacy recruitment method?

Leaving a legacy method cannot be undone. Your form and all of its existing submissions are kept, they simply no longer lead to this opportunity. If you disable the legacy method without setting up a workflow, the landing page becomes an informational page only, with no way to apply from it.

7. Where do the submissions end up?

It depends on the action, which is the main practical reason to care which one you picked.

Submit a Vome form: in the Forms module. No application is created, so assigning the opportunity or taking the next step is on you.
Form + request approval: as a pending application on the opportunity dashboard, where you approve or decline it. The applicant sees the same pending state on their homepage.
Form + auto-approve: the person is approved immediately and can start reserving shifts. The response itself is still in Forms.

Summary

The form lives in Forms. An opportunity's landing page only redirects to it.
Edit the questions in Forms. Change which form, or whether there is one, in the opportunity's Recruitment tab.
Only three of the seven workflow actions involve a form.
One form can serve several opportunities and rules, so an edit applies everywhere it is used.
Archiving a form a workflow points at requires naming a replacement first.
The General application funnel and the Direct opportunity funnel are retired, and moving off them cannot be undone.

Editing the application form for an opportunity on Vome