Recruitment Marketing Public

A Workflow is a series of automated actions triggered when a candidate completes a call-to-action. By automating key steps in the recruitment marketing nurture stage, Workflows make recruiting more effective and efficient.

• For general information, refer to the section on Workflows.
• For information on how to use an automated workflow to encourage candidates to revisit and complete a job application, refer to Creating an auto-nurture workflow.

This article will focus on how to create a workflow and workflow steps.

Creating the workflow

1. From the side menu, under CRM, click Workflows.
2. Click the New button.
3. Enter a name for the workflow.
4. From the What should trigger this Workflow drop-down, select one of the following:
   1.  Call-to-Action. If selected:
      1. You will be prompted to select the relevant CTA.
      2. Choosing a web campaign with which to associate the workflow is optional. Where the CTA is used in multiple places and you choose to associate the workflow with a web campaign, note that the workflow will only run when the CTA is performed within that web campaign.
      3. Where the CTA is Apply URL, you also have the option to run the workflow against a specific job or jobs. You can specify which job(s) by populating the Job criteria field.
      4. Sometimes a candidate will apply multiple times to the same job, causing extra unwanted workflows. These workflows can be restricted by ticking the Maximum of one workflow per job application box.
      5. Define the Minimum delay between workflow executions for each candidate by using the Day(s), Hours(s), Minute(s) selectors.
   2. ATS event (e.g., application status change)
   3. Chatbot intent fulfilment
   4. Email event
   5. The candidate refers someone to a job
   6. The candidate gets referred to a job
   7. User triggered workflow
   8. The candidate is tagged
   9. The candidate is added to a project
   10. The candidate receives a silver medal
5. Select the Restrict this workflow to live jobs tick box to ensure 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.
6. Click the Save button.

To allow you to add appropriate workflow steps, newly created (or copied) workflows are disabled by default.

Creating the workflow step

You can now start to build out your workflow by adding steps. These are the actions that will occur automatically once a candidate completes the previously selected CTA, and where designated, matches with the preset criteria.

1. Beneath the Workflow item, click the New icon to add your first workflow step.
   
2. For What kind of workflow step would you like? select one of the following workflow step types:
   1. Email: To send an email to the candidate or a team member.
   2. Chat message: To send an SMS text message to the candidate.
   3. Add candidate to a list: To add a candidate to a static list only.
   4. Tag candidate: Assign a tag to the candidate.
   5. Delay: To add a delay of days, hours, or minutes before the workflow action.
   6. If/else branch: To automate different actions depending on whether a boolean condition evaluates to true or false, e.g., if the job application status equals Started, then Add the candidate to a list.
   7. Add candidate to ATS: Create an application in the ATS for the candidate. Only available when a supported ATS integration has been configured, and the step can only be utilized for workflows that have the context of a particular job, e.g., an Apply CTA or Text Engage chatbot intent.
   8. Move candidate to stage: Add the candidate to a specified stage within a Project within the CRM.
3. Depending on the workflow step selected, some additional prompts will be displayed - make the selections accordingly.
4. Click the Save button to keep the settings and return to the Workflow screen.
5. To add more steps, click the New icon.

Enabling the workflow

Once you have added all the required steps to your workflow, you will need to activate it by navigating back to the main Workflow page:

1. From the side menu, under CRM, click Workflows.

2. Locate your workflow from the list, and click the Activate (play) icon under the Actions column.

   

3. You will receive a confirmation message indicating that your workflow is now enabled.