Automated Workflows offer you the possibility to execute entire process sequences in a rule-based and fully automated manner. By defining triggers, conditions, and actions, you can have an entire chain of work steps run independently. In addition, you can chain individual conditions together and thus further optimize the recruiting process.
1. Create automated workflows
A variety of individual scenarios can be automated with this feature - experiment with it! The automated workflows feature depends on your selected package. For activation, please contact your contact person or write to us.
Acccount administrators can find the workflows under "Settings" (1) > "Automated workflows" (2). Create new workflows by clicking the button "New workflow" (3).
Select a trigger
Define, which event should trigger the workflow execution. There are two trigger point types:
- Trigger a workflow directly after a certain event happens.
For example: "Send a notification to the job's main contact, when candidate cancels his/her application." - Trigger a workflow a certain time after an event happens.
For example: "If the application status was changed to "Screening" 10 days ago, send the follow-up message "Please be patient, the selection process is delayed" to the candidate."
Add conditions
Define the conditions under which the automated workflow should be executed. You can set an unlimited amount of conditions and group them. The conditions within a group are AND-connected and the condition groups are OR-connected.
[tip]
Chain up several conditions within a group to make the context of automation even more precise. For example: "If application has been completed and custom question X has been answered with "No" AND job title is "Senior Java Developer", then set the application status to "on hold"."
[/tip]
List of available conditions:
Grouping conditions:
Following conditions are available:
| Condition | Logical operators & values | Examples |
|---|---|---|
|
Application creation date Date of application submission. |
IS, NOT, LESS THAN, GREATER THAN + Date | Application creation date IS GREATER THAN "01.01.2022". |
|
Application status Application status at the time when the automated workflow gets triggered. |
IS, NOT + Application status for each hiring process Tip: If several statuses from different hiring processes should be used as conditions – create a condition group for each application status. |
Application status IS "ON HOLD" (Hiring process #1) OR "FEEDBACK" (Hiring process #2). |
|
Referrer Automatically tracked application source. |
CONTAINS, NOT CONTAINS + Text Tip: Use parts of the referrer URL e.g. for the URL www.xing.com use CONTAINS + xing |
Referrer CONTAINS "xing" or "facebook" or "linkedIn". |
|
Application type Classifies the type of application. |
IS, NOT + Speculative, Email, manually created | Application type IS "Email" and job IS "Senior Sales Manager" and instance IS "MyCompany GmbH". |
|
Application source Application source, which candidate can submit during the application process or recruiter can add manually to the application. |
IS, NOT + Application source selection from your account | Application source IS "Employee referral". |
|
Application canceled by Defines, if the application was canceled by recruiter or candidate. |
IS, NOT + Recruiter, candidate Tip: This condition is only available for the trigger "Application canceled". |
Application canceled by IS "Candidate". |
|
Job title Job title as context for workflow automation. |
IS, NOT + Select from the active jobs of your account | Job IS "Office Manager (m/f/x) - 40h". |
|
Hiring process Hiring process as context for workflow automation. |
IS, NOT + Select from hiring processes of your account | Hiring process IS "Standard". |
|
Instance Instance as context for workflow automation. |
IS, NOT + Select from instances of your account | Instance IS "MyCompany GmbH". |
|
Candidate city Current city of residence of candidate. |
IS, NOT + City search with auto-complete by Google Maps | Candidate city IS "Berlin". |
|
Candidate creation date Date of registration in the candidate center. |
IS, NOT, LESS THAN, GREATER THAN + Date | Profile creation date IS GREATER THAN "01.05.2022" and LESS THAN "30.05.2022". |
|
Custom question Filter for custom question answers in the candidate profile. |
Custom question selection + (Type: Number) IS, NOT, IS EMPTY, IS NOT EMPTY, LESS THAN, GREATER THAN + Number Custom question selection + (Type: Selection) IS, NOT, IS EMPTY, IS NOT EMPTY |
Custom question "Salary expectation" GREATER THAN "75000". Custom question "Ready to relocate?" NOT "Yes" |
|
Candidate age Candidate age at the time of application. |
IS, NOT, LESS THAN, GREATER THAN + Number | Candidate age IS GREATER THAN "16" and LESS THAN "18". |
|
Candidate tag Filter for candidate profile tags at the time of the workflow execution. |
IS, NOT, IS EMPTY, IS NOT EMPTY + Candidate tag selection from your account | Candidate tag IS NOT "Talent pool". |
Determine actions
Define, which action should be executed if the trigger point and all the determined conditions apply. You can select multiple actions for one automated workflow.
The following actions are available:
| Action | Configuration | Examples |
|---|---|---|
|
Message to candidate Simulates the recruiter behavior: the message is sent in the name of the job's main contact and contains their signature. Candidates can answer this type of messages and the responses will be parsed. |
Define the text of the message to candidate. Use existing message templates to pre-fill. Placeholders are available as well. | Send a message to candidate with pre-defined content. |
|
Notification to candidate Simulates the system behavior: the message is sent in the name of your company and doesn't contain a signature. Candidates can't answer this type of messages (sent from a no-reply address). |
Define the text of the notification to candidate. Placeholders are available. | Send a notification to candidate with pre-defined content. |
|
Invitation to questionnaire Invite candidates to submit questionnaires at the right time. |
Select from the list of the available questionnaires in your Application Manager account. | Invite candidates to the "Coding Challenge" questionnaire, when the application status for the Job "Senior Web-Developer" is changed to "TEST". |
|
Notification to recruiter An internal notification to users of your Application Manager account. This type of message doesn't support reply parsing (sent from a no-reply address). |
1. Select if a notification should be sent to the job's main contact only or to the actively involved job team members as defined by the status notifications in the hiring process. 2. Define the message content. Placeholder can be used. |
Send a notification to job's main contact. Send a notification to actively involved job team member. |
|
Webhook With webhooks you can export application information to external systems (POST request in JSON format). More information about Webhooks. |
Add a webhook URL from the service you would like to transfer data to. | Send application information to Zapier using a webhook. |
|
Change application status Have the application status changed automatically. |
Determine which status and with which reason should be set per recruiting process. Tip: If you have worked with job or recruiting process specific conditions, you will be able to set only one status (specific to the context job or recruiting process). |
Change application status to "REJECT" with the reason "Missing driving license", if the custom question "Driving license" was answered with "None". |
|
Add tag Rule based tag assignation for candidate profiles. |
Choose from the list of available candidate tags on your account. | Add the tag "Talentpool". |
2. Manage automated workflows
Account admins can manage the automated workflows under "Settings" (1) > "Automated workflows" (2).
You can select from the following options:
- Create new workflows (3).
- Edit, activate or deactivate existing workflows (4).
- You can activate up to 15 workflows at the same time. The amount of deactivated workflows is unlimited.
- Automated workflows can not be deleted for the documentaion reasons (the execution and change history can help to understand the automatically executed decision). - Check activity log (5).
- Change history: Understand, who and when did changes to the workflow.
- Execution history: Understand, which applications were influenced by the automated workflow. In the activity log of the application you will as well see a respecting entry.
- Failed: Failed workflows are displayed in this area.
3. Examples of automated worfklows
To help you get started with this feature, the "Rejection e-mail" and "Feedback after new hire" workflows are available to our customers by default. Learn more about automated workflows in our article "Best practices for automated workflows".
The two default workflows are initially disabled. You can adjust the triggers, conditions and actions as well as the description via the "Edit" button if required. You activate the workflow by clicking on "Inactive".
The logic behind the workflow is:
- "Rejection e-mail": Send a rejection email to candidate, if the application status was changed to "ABGESAGT" (rejected).
- "Feedback after new hire": Send an invitation to evaluate the application process as an email to the candidate when the last application status change was longer than 2 days and it is set to "EINGESTELLT" (hired).