This guide provides a detailed look at the components of Automated Workflows in IdealTraits, aimed at enhancing your understanding of how to utilize these tools to streamline hiring, boost candidate engagement, and improve efficiency. Whether you are just starting with workflow automation or seeking to enhance your current processes, this article offers the insights you need to use these powerful tools effectively.
Triggers: Initiating Automation
Triggers are the starting point of any automated workflow, designed to launch specific actions based on predetermined events within the recruitment process. Each trigger corresponds to a different aspect of candidate interaction or process milestone. By setting up triggers, you can automate routine tasks, ensuring that the system responds instantly and appropriately to changes and activities without manual intervention.
New Candidate Applies: Triggered when a candidate applies, ideal for immediate engagement actions like sending welcome emails or SMS.
Assessment Completed: Activates when a candidate completes an assessment, useful for actions like sending follow-up emails, appointing a new stage, or updating candidate tags/rankings based on assessment results.
Candidate Stage Changes: Occurs when a candidate’s stage changes, allowing for tailored communications like interview requests or rejection emails based on the new stage.
Video Interview Sent: Triggers when a video interview invitation is sent, perfect for timely follow-ups or stage changes.
Video Interview Completed: Triggers when a video interview invitation is completed, perfect for timely follow-ups or stage changes.
Candidate is Tagged: Initiates when a candidate is tagged, enabling targeted actions like sending specific interview invites or updating candidate stages.
Actions: What Happens Next?
Once a trigger initiates the workflow, the next step involves executing specific actions based on the criteria met. Actions are the tasks that the system automatically performs to manage and engage candidates throughout their application process. These can range from administrative updates to direct communication with the candidate. Each action is designed to further progress a candidate through the hiring pipeline efficiently and effectively.
Change Stage: Moves a candidate to a different stage in the hiring process.
Send Email: Delivers a pre-written email to the candidate.
Send SMS Text Message: Sends a custom SMS message to the candidate’s phone.
Send Video Interview Invite: Delivers a video interview invitation to the candidate.
Send Internal SMS Text Message: Sends a text to you or a team member.
Add a Tag: Applies a specific tag to the candidate’s profile.
Add a Star Ranking: Assign a star rating to the candidate’s profile.
Delays: Timing Your Actions
Delays can be set to pause the workflow for a specified duration, such as 30 minutes, 3 hours, or 1 day, before continuing with the next action. This allows for timed follow-up actions and ensures no step feels rushed to the candidate.
Filters: Refining the Workflow
Filters refine your automated process by ensuring actions are executed only for candidates who meet specific criteria. You can add filters between triggers and actions or between multiple actions. When set, filters sift through the incoming data, automatically bypassing candidates who don’t meet the specified criteria and proceeding with those who do.
Position: This filter is compatible with all triggers. By selecting one or more positions, such as [Admin/CSR] or [Sales Representative], the workflow will only engage candidates who applied for these specified roles. This allows you to tailor actions to specific job openings.
Personality Result: This filter is applicable only if the trigger is "Assessment is Completed." It allows you to select multiple personality outcomes, such as [Sales Leader] or [Sales Person], and directs the workflow to proceed only with candidates whose assessment results match these characteristics. This is ideal for targeting candidates suited to particular roles or team dynamics.
Tag: Available when the trigger involves a candidate being tagged or related to video interview actions. By selecting tags like [Possible Sales Match] or [Possible Service Match], the workflow focuses on candidates labeled with these specific identifiers, enabling precise follow-up actions.
Video Interview: This filter comes into play when the trigger is either a video interview being sent or completed. By specifying the type of video interview, such as [Sales Interview] or [Service Interview], the workflow can be customized to follow up appropriately based on the interview type.
Stage: Effective when the trigger is a change in a candidate’s stage. By setting the filter to recognize stages like [Phone Screen] or [Interview], the workflow automatically adjusts to provide relevant responses or actions suitable for the candidate’s current phase in the hiring process.
PQQ Score: Compatible with all Trigger types. Use filter by PQQ (Pre-qualifying question) Score to filter in candidates who meet your pre-qualifying requirements. Note this filter will only work on jobs where pre qualifying question scoring is enabled.
Understanding and effectively setting up each component of your Automated Workflows will significantly enhance your recruitment process, making it more efficient and responsive to both your needs and those of your candidates. If you have any questions or encounter any difficulties, please feel free to reach out, we are here to help.
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