Creating an auto-nurture workflow based on application completion date

Recruitment Marketing Public

Auto-nurture based on application completion date looks at when a candidate completed an application for any job. If that event took place within the previous number of days specified in the custom workflow step, when that auto-nurture workflow is triggered by the candidate starting a subsequent job application, this condition ensures that the candidate does not receive a “nudge” email.

This becomes important in the context of a company hiring for multiple roles with similar if not identical titles. Regardless of whether the candidate responds to more than one job ad, or the recruiter moves an applicant for one role into the pipeline for another, 'auto-nurture based on job application date' keeps things clean by working on the basis that one completed and acknowledged application per candidate within a period of 'X' days is sufficient.

Follow the steps below to create the workflow, it's steps to then activate the auto-nurture workflow based on job application completion date

Creating the workflow

  1. From the side menu, under CRM click Workflows.
  2. Click the New button.
  3. Name your workflow. In the case of auto-nurture, it's helpful, for tracking purposes, to give your workflow a name that clearly illustrates its function, for example: Auto-nurture: customer care jobs.
  4. From the What should trigger this Workflow drop down, select Call-to-Action.
  5. Define the Call-to-Action as Apply URL.
  6. You can link the workflow with a specific web campaign if required.
    Note: Where the CTA is used in multiple places and you choose to associate the workflow with a web campaign, the workflow will only run when the CTA is performed within that web campaign.

    create_workflow_step6.png

  7. If you want to run the auto-nurture workflow for a specific subset of jobs only, you can do so by entering the relevant Jobs Criteria.
    The example above will create an auto-nurture workflow for 'Customer Care' jobs only. For more information refer to Campaign job criteria.
  8. Select the Restrict this workflow to live jobs checkbox to ensures that any workflow that has an associated job will be cancelled if that job is archived (or put into 'Draft' mode if manually added) following workflow activation.
    The example above, if a workflow is activated for a Customer Care job that is subsequently archived, the auto-nurture workflow will be cancelled. This prevents candidates from receiving a nudge email encouraging them to revisit and complete an application for a job that is no longer live.
  9. Define the Minimum delay between workflow executions for each candidate, by using the Day(s), Hours(s), Minute(s) selectors.
  10. Click the Save button.

Creating the workflow step - time delay

You can now start to build out your workflow by adding steps.

  1. Beneath the Workflow item, click the New icon to add your first workflow step.

    workflow_step_time_delay_step1.jpg

  2. From the What kind of workflow step would you like drop down, select Delay.
  3. Enter the time to pass before the system sends the first "nudge" email encouraging candidates who have yet to complete their application to do so. A minimum delay of one day is recommended.

    workflow_step_time_delay_step3.png

  4. Click the Save button to keep the settings and return to the Workflow screen.

Creating the workflow step - if/else control

  1. Back on the Workflow page, beneath the Delay next step item, click the New icon.
  2. From the What kind of workflow step would you like drop down, select If/else to allow you to automate different actions depending on whether the condition you specify evaluates to true or false.
  3. Ensure the And button is selected.
  4. Click the Add rule button.
  5. From the drop down, select Job application completion date and select the number of days previous within which the candidate should have completed their application.

    workflow_step_if_else_step5.jpg

  6. Click the Save button to keep the settings and return to the Workflow screen.

Workflow update

At this point the bottom of the workflow looks like:

Workflow If/else

  • The red or left-side branch specifies what should happen when the condition is false - that is the candidate HAS NOT completed a job application within the last 5 days. In this case, we wish to trigger the reminder mail to the candidate to complete their previously unfinished application.
  • The green or right-side branch specifies what should happen when the condition is true - that is the candidate HAS completed a job application within the last 5 days. In this case, and remembering the purpose of this workflow, nothing should happen, so we take no action and leave the branch empty.

Creating the workflow step - candidate email

In this workflow step, you will configure the system so that if the candidate has not completed their application, then an email will be sent to them encouraging them to do so. This action will complete that branch.
For more information refer to Creating and sending emails.

  1. On the Workflow page, on the red / left branch, click the New icon.
  2. From the What kind of workflow step would you like drop down, select Email.
  3. From the Who should receive the email drop down, select The Candidate.
  4. Select the sender from the drop down.
  5. Select which email will be sent, for example: Incomplete application - Nudge #1
  6. Click the Save button to keep the settings and return to the Workflow screen, which should look like this:

    workflow_step_candidate_email_step6.png

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