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 (CTA), or by those candidates who complete that CTA and meet additional criteria.

The configuration below 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, e.g., ATS status = hired.
   
4. From the What should trigger this Workflow drop-down, select ATS event.
5. Specify the number of Day(s) the workflow accepts ATS events.
6. Select the Is the candidate required to start the job application from the careers website checkbox if required.
7. Select the Restrict this workflow to live jobs checkbox 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.
   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 this workflow to live jobs checkbox was selected, it would not. It is best practice, in the ATS event workflow use case, to leave this box unchecked.
8. Click Save to return to the Workflow page.

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 page, 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 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 personalized email.
4. Click the Save button to keep the settings and return to the Workflow page.

Creating the workflow step - candidate email

At this point, if you want to email those candidates who have progressed to the ATS status of "Hired", then refer to Creating and sending emails for setup instructions.

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, e.g., Congratulations and welcome!.

   

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