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. Account Administrators or Users with permissions to create and post job templates can assign any available workflow to a template. Processing applicants in each file through the Stages and Steps of a Job's assigned Workflow can be performed by any Account Administrator or User assigned to the Role of "Applicant Tracking and Processing" or designated one or more of the following individual permissions: Initiate Steps and Stage Movement; Offer/Hire; Reject.
Assigning a workflow to a job template
Viewing the workflow in an applicant file
Workflow Stages
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:
Workflow Steps
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, 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.
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 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 click "Remove This Step" and then SAVE to complete.
- To include an additional Step, select +ADD CUSTOM STEP and follow the prompts.
- Add a Step Name and Step Description.
- Select an Action Type from the drop-down: Email Applicant, Send Part 2, Schedule Meeting, Make Offer, Use Integration, Reference Collection.
- Select a Message Template from the drop-down.
- Optionally, enable or disable the selection of an alternate Workflow messages to be selected when processing an applicant. Check the box to Allow alternate email section or uncheck to only allow the default template to be sent by Users.
- By default, Steps with these Action Types will enable alternate emails: Send Part 2, Schedule Meeting Action, Make Offer, Reference, Reject.
- By default, Steps with these Action Types will disable alternate emails: Email applicant Steps, Hire.
- Review the message content by clicking Preview and then clicking CLOSE.
- When complete, click SAVE to add the step.
- Rearrange the step order by dragging and dropping the steps within each stage.
- Click SAVE to create the workflow for use in 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 (Posted, Paused, or Closed).
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, Action Type, or Message Template on the pop-up.
- To include an additional Step, select +ADD CUSTOM STEP and follow the prompts.
- Add a Step Name and Step Description.
- Select an Action Type from the drop-down: Email Applicant, Send Part 2, Schedule Meeting, Make Offer, Use Integration, Reference Collection.
- Select a Message Template from the drop-down.
- Optionally, enable or disable the selection of an alternate Workflow messages to be selected when processing an applicant. Check the box to Allow alternate email section or uncheck to only allow the default template to be sent by Users.
- By default, Steps with these Action Types will enable alternate emails: Send Part 2, Schedule Meeting Action, Make Offer, Reference, Reject.
- By default, Steps with these Action Types will disable alternate emails: Email applicant Steps, Hire.
- Preview the content by clicking the preview icon from the slider window and then clicking CLOSE.
- To confirm the step edits, click SAVE to add the step.
- Rearrange the step order by dragging and dropping the steps within each 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.
Note: The Received, Hired, and Rejected Stages of the Workflow are locked and will allow only the assigned message template to be changed.
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.