A workflow is a processing element assigned to a job template. It's a series of stages and steps that represent the job applicant processing path that appears in an applicant's file. Workflows can be created or edited only by an account administrator, and at least one workflow must be defined in the system before a job template can be created. Users with permissions to create and post job templates can assign any available workflow to a template.
When creating your organization's hiring workflow, the system will provide a default set of stages. Stages with the option of "Don't Use" can be excluded from your workflow. The following stages are provided by your hiring system:
The stages of an assigned workflow will appear in each applicant file for that particular job. This sets your hiring team up for success by consistently processing every applicant with the same steps. This is how the stages will appear in an applicant file:
When creating your organization's hiring workflow, individual steps can be added to stages. Examples of individual steps may include a phone screen, an interview, and sending part two of an application.
Opening an existing step or adding a custom step will enable users to change the step name and step description and select an action type. All message names within a step's drop-down menu are populated from the respective message template folder within the Message Template library.
The step names within an assigned workflow will appear in each applicant file for that particular job. This sets your hiring team up for success by consistently processing every applicant with the same steps. This is how the steps will appear in an applicant file:
Creating a workflow
Account administrators can create as many workflows as needed. Follow these steps to create a workflow:
- Select Processing Elements from the menu and click Workflows.
- Click +Create New Workflow.
- Enter the Workflow Name.
- To exclude default stages, select "Don't Use" to hide.
- Review the steps within each stage by selecting +Expand all.
- Click any individual step name to update details of the step or remove the step and then save to complete.
- To include an additional Step, select +Add Custom Step and follow the prompts to add the Step Name, Step Description, and Select Action Type on the pop-up.
- Rearrange the step order by dragging and dropping the steps within each stage.
- Save to complete, and the newly created workflow can be assigned to job templates.
Assigning a workflow to a job template
Every job template requires a workflow. When creating a template, the stage workflow will be assigned in Step 3. See more about job templates.
Viewing the workflow in an applicant file
Each applicant file within a particular job will have the same workflow. Opening any applicant file will display the stages and steps of the assigned workflow. See more about the applicant file.
Editing a workflow
You can edit a workflow if you have changes that you want to apply to current or future uses of that workflow. If the workflow is assigned to one or more jobs, the system will allow the account administrator to edit steps, add new steps, and re-order steps only. Removing steps from an active workflow is not possible. Once changes are made, the workflow will be updated in all locations where it is used, including Applicant Files, regardless of current job status.
Follow these steps to edit a workflow:
- Select Processing Elements then Workflow from the menu.
- Click the ⋮ menu for the workflow you want to review and select Edit.
- To view all workflow steps simultaneously, use the +Expand All button or click the drop-down arrow on an individual stage.
- Click on an available step name to edit the Step Name, Step Description, or Select Action Type on the pop-up.
- To include an additional step, select +Add Custom Step and follow the prompts to add the Step Name, Step Description, and Select Action Type on the pop-up.
- To rearrange the step order drag and drop the steps within the Stage.
- To confirm the Step edits, click Save.
- If necessary, proceed to make changes within other Stages following the steps above.
- To finalize the Workflow edits, click Save.
Filtering by stage
The stages within a hiring workflow provide at-a-glance visibility of all applications in the recruiting pipeline. Filtering by workflow, wherever the filter icon is present, enables users to evaluate the stages of every job application and the number of applications in each of those stages. Stage metrics associated with your overall recruiting process are limited by user permissions and hiring team assignments.
- Permission-based stage metrics for jobs to which you are assigned can be found on the Home Dashboard in the "my applicants by stage" section.
Job-specific stage metrics are available within each job along with the ability to filter the applicant queue by stage.
All applicants can be filtered by stage within the Talent tab.
- Reports can be customized by stage to offer insight into your recruiting process.