Hiring Workflow Automation Settings

The Hiring Workflow Automation setting reduces the amount of time your hiring team spends moving candidates to different workflow stages by automating workflow changes during certain recruiting activities. These activities include initiating Assessment Tests and Background Checks, as well as, scheduling interviews with candidates. In this guide, you'll learn how to assign specific hiring workflow stages to these actions.

Pre-Requisites

• In order to access and customize the Automation setting, you will need the User Admin and Recruiter permissions. Check with your HR team if you're unsure about your permission levels.
• Check here to determine if your Background Check and/or Assessment Test provider is supported for workflow automation.
• Familiarity with, and having at least one Hiring Workflow in your account.

Enabling Workflow Automation 

The Hiring Workflow Automation setting can be enabled individually, on a per-Hiring Workflow basis. By default, these recruiting actions (Interview Scheduling and Background Check/Assessment Tests) will not change a candidate's workflow stage, indicated by a "Do Nothing" message on the setup page.

Steps:

1. Navigate to the Hiring Workflows setup page through Tools > Setup > Hiring Workflows.

   

2. Identify a workflow you'd like to add automation to and click Workflow Automation Settings. When no automation settings are enabled on a particular Hiring Workflow, the Workflow Automation Settings button will display a grey circle.

   

3. Assign workflow stages by selecting the workflow menu under the Move Candidate To... column and choosing a hiring workflow stage option. Open the menus below for more details on each group of recruiting activities.

   

   Background Checks

   

   This setting will allow you to select which stage candidates will be moved to in the Hiring Workflow, depending on the results of the background check. Please check here to confirm your provider and view which result statuses we support with workflow automation.

   1. Click the Do Nothing menu to the right of a result status.
   2. Search for the name of a particular workflow stage or select from the dropdown menu of available stages.
   3. Select the workflow stage to assign it to the particular background check result status.
   4. Repeat steps 1-3 for all result statuses applicable to your organization.

   Assessment Tests

   

   This setting will allow you to select which stage candidates will be moved to in the Hiring Workflow, depending on the results of their Assessment Test. Please check here to confirm your provider and view which result statuses we support with workflow automation.

   1. Click the Do Nothing menu to the right of a result status.
   2. Search for the name of a particular workflow stage or select from the dropdown menu of available stages.
   3. Select the workflow stage to assign it to the particular assessment test result status.
   4. Repeat steps 1-3 for all result statuses applicable to your organization.

   Interview Scheduling

   

   This setting will allow you to select which stage candidates will be moved to depending on their interview scheduling status. Workflow automation rules can be applied to the Interview Time confirmation for interviews scheduled using the Propose 1:1 Times and Multi-Interviewer Scheduling tools.

   1. Click the Do Nothing menu to the right of the interview scheduling status.
   2. Search for the name of a particular workflow stage or select from the dropdown menu of available stages.
   3. Select the workflow stage to assign it to the particular confirmation status.
   4. Repeat steps 1-3 for all result statuses applicable to your organization.
4. Once you have made your workflow stage selections, select Save and Close to save your changes.

Editing Workflow Automation Settings

1. Navigate to Tools > Setup and under Recruiting Setup, select Hiring Workflows
2. Select the hiring Workflow Automation Setting that you wish to edit. Note: This button will be  green if there are currently settings applied to that workflow and  grey if there are no automation rules.

   • To re-assign the workflow stage for a particular status, select the stage name and either search for the name of a particular workflow stage or select a new one from the dropdown menu of available stages.

     

   • To remove an automation rule, click the 'x' icon, located to the right of the existing workflow stage name. This will revert the particular status back to the default setting of Do Nothing.

     

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