Here you can learn how to create/edit an automation of a number of certain actions, such as a workflow in connection with manually created candidates in order to send the form for acceptance of the Privacy policy automatically - or a workflow for sending forms for collection of references, when moving a candidate to the step "Reference" in the hiring process.
NOTE: Your options will vary depending on what the automation is about.
Create/edit an automation
1. Go to "Settings" in the main menu
1.1. Go to "Automations"
2. Click "New workflow"
... or mark and edit an existing workflow
3. Name the workflow and ener a description if needed
You can enter title and description in a second language connected to your account by clicking the green "+". Click "Save"
4. Choose below what this automation is about: Employee, Candidate, Job or Talent Pool
5. Choose when this automation should be triggered
Created: Automation triggered, when X is created
Updated: Automation triggered, when X is updated
Scheduled: Automation is triggered on a certain date and time
Manually: Automation is triggered by manual selection on the candidate
Deleted: Automation is triggered when X is deleted
X corresponds with the chosen in step 5.
If you select a criteria that is related to a specific date, you will get the following option:
Upon activating "Yearly", you ensure that this automation is triggered every year on the specific date
6. Choose which criteria should match in order for this automation to be triggered
This could be a department, a certain pipeline step or an answer to questions in a form/application form.
It the automation is to be triggered always, choose "None". Click "Save"
Now you must define which action/s to be triggered in this automation
7. Click on "Add action" and choose between: Task, Message, Form, Move or Notification
Task:
Assigned and completed in the system
Indicate the responsible receiver
Message:
A mail can be sent
Indicate receiver and sender
Form:
To be filled in by receiver (user, employee)
Indicate receiver and sender
Move (Can only be chosen when chose of candidate, step 5):
To a pripeline step or a disquality reason)
To a job or a talent pool
Notification:
Short message to be sent in the system
Indicate the receiver
8. Fill in details concerning the chosen action.
Click "Save"
9. You can add more actions by repeating step 7 and 8
10. Click "Inactivated" in order to activate your automation. It is now active and ready for use
Expert tips: Watch our video tutorial
How to automate a reference form:
How to set up an automated preboarding process:
How to set up an automation for an offboarding process: