Recruitment Marketing Public

A Workflow is a series of automated actions triggered when a candidate completes a call-to-action. An ATS Workflow, is the name given to a workflow set-up specifically to perform an action when a candidate's ATS status changes.

In this workflow you can choose whether to have it triggered by any/all candidate(s) who complete a particular call-to-action, or by those candidates who complete that call-to-action and meet additional criteria.

The below configuration will take care of automating the communications strategy for those candidates who have progressed to status Hired in the ATS.

Creating an ATS workflow

1. From the side menu, under CRM click Workflows.
   
2. Click the New button.
3. Enter a name for the workflow, which should be easily identifiable for example: ATS status = hired.
   
   
   
   
4. From the What should trigger this Workflow drop down, select ATS state change.
5. Select the Is the candidate required to start the job application from the careers website checkbox if required.
6. 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.
   Using the example above, if a job was archived on Thursday and the candidate's ATS status changed to 'Hired' on Friday, the workflow would run. However, if the 'Restrict . . . 'box was checked, it would not. It is best practice, in the 'ATS state change' workflow use case, to leave this box unchecked.
7. Define the Minimum delay between workflow executions for each candidate, by using the Day(s), Hours(s), Minute(s) selectors.
8. Click Save to return to the Workflow screen.

Building out the workflow

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

Creating the workflow step - if/else control

1. Beneath the Workflow item, click the New icon to add your first workflow step.
   
   
   
   
2. From the What kind of workflow step would you like drop down, select If/else branch 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 ATS status and next to equal enter Hired.
6. Click the Save button to keep the settings and return to the Workflow screen, where you will see your first step, the If/else, in place.

Creating the workflow step - if true time delay

At this point, because your next automated action will be to send an email to the candidate – perhaps the first in what will become a drip-marketing campaign – it's recommended that you add in a delay, such as several hours to one day, to create a little bit of time between the candidate being marked as Hired, and the email going out. This can be done as follows:

1. On the Workflow page, on the green / right branch, click the New icon.
   
   
   
   
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 a personalised email.
4. Click the Save button to keep the settings and return to the Workflow screen.

Creating the workflow step - candidate email

At this point an you want to email those candidates who have progressed to ATS status, Hired. For more information refer to Creating and sending emails.

1. On the Workflow page, below the Delay 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: Congratulations and welcome!.
   
   
   
   
6. Click the Save button to keep the settings and return to the Workflow screen.