While processing job candidates, you may have a few standard workflows that you would like to make sure applicants pass through to adhere to company or HR policies. You may create custom actions and assign people in specific roles to each action.
You can create custom workflows for Active, Hired, and Not Hired candidates, or for your own custom statuses.
To create or manage existing workflows, on the left menu, under Administration select Workflows.
On this page, you have several options. You can either create a new workflow, edit an existing workflow, or copy a workflow so as to create a modification.
To create a new workflow, select the button on the upper right, labeled Add a Workflow.
Give your Workflow a name and choose the status of candidate for whom you wish to create a workflow and select Add A Step. Next, choose an action from the dropdown. Depending on the action you choose, it will open a separate field.
For example, if you wish to send an application form, it will prompt you to choose a form, where it will allow you to choose from any application forms you have previously created.
You may also add additional actions to this step. Next create another step by selecting Add A Step again. In this example, we will add a task. Choose “Create Task” from the drop-down, and then select a Task from the dropdown provided, and assign it to a team member. You may also make a task required if necessary.
Other options that you can choose will result in different fields appear. If you choose “Send an Email” as the action, it will prompt you to choose an email template, and identify which recipient.
Below is an example of a three-step workflow. You can change the order of the steps in a workflow by selecting the up or down arrows, as shown.
Once you have finished, you can close the window and it will automatically save.
You may choose to make a workflow "required" by selecting the key icon on the top row (note, this is only visible to administrative users). Here you may select a specific person who must complete a task. You can then select the "required" toggle below. When selecting this, the entire workflow will become required, and the status of a candidate cannot be changed until all required steps in the workflow have been completed.
If you wish to edit, copy, or delete a specific workflow, you can select the respective icons on the right of the main page.
Your new workflow is now available to be used in Job Requisition requests. Changes to statuses in each job will trigger the workflow assigned for each status (Active, Hired, Not Hired, or custom status) within the assigned workflow.