How do I enable recruitment automation rules?

Automations are an easy way to set up notifications and actions triggered by certain events. Setting up actions and alerts will help remind you and collaborators of important upcoming events or actions and they will save your time by doing necessary but repetitive manual tasks for you.

How to set up position-specific automations

To access the automation settings:

•  Navigate to the Positions page
•  Click on any position
•  Click on the three dots next to the “+ Add Application” button.
•  Select Edit recruitment automation.

How to copy a job template with previously determined automations

•  Navigate to the Positions page 
•  Filter only for “Template” in the search function
•  Hover over the job to which you would like to add triggers
•  Select the three dots from the right hand side
•  Select Edit recruitment automation.

On the automation page you first need to decide which recruitment step or outcome you want to add an alert or automation to. Select the step or outcome from the left hand side of the page, and click Add automation. You can add one or more automations on any or all steps.

The Automation Criteria is based on three steps:

1. Trigger (Required)
2. Conditions (optional)
3. Action (Required)

Triggers:
Trigger means the time when the automation will become active. Currently we have two types of triggers:

1. Application is moved to this step
2. Scheduled trigger

If Application is moved to this step is selected, the automation will run as soon as the later defined step changes.

If Scheduled trigger is selected, the automation will run once a scheduled time arrives. There are three types of Scheduled triggers:

1. Daily: will run daily on the selected Time.
2. Weekly: will run every week on the selected Day and Time.
3. Monthly:will run every month on the selected Date and Time.

Conditions: 

Then select the condition for triggering the automation, from a list of possible conditions. You can add multiple conditions for the same automation rule.

If Application is moved to this step is selected, you will get a condition option of Application has specific answer. By clicking this, you get a drop-down menu with the following options:

1. Evaluation - positive - one or more of the job collaborators has given this application a positive evaluation on specific evaluation point.
2. Evaluation - negative - one or more of the job collaborators has given this application a negative evaluation on specific evaluation point.
3. Feedback sent - True/false that the applicant has received feedback
4. Preferred language - Applicant has selected their preferred language
5. Status - A certain status has been set for the applicant
6. Outcome - The application has an outcome
7. Form filled - The applicant has filled in a form
8. State of recruitment report - Status of report, Sent yes/no (Usable if integration to assessment tool is in use)
9. Candidate has updated their application - True/false
10.  Wants feedback - True/false
11. My role in the job - When the candidate is moved to this step and my role in the job is as specified in this step, then an action happens. 
12. Talent Community - The candidate is a member of the Talent community. True/false
13. Missing information - Candidate has not filled in essential information true/false (If true, determine type of information: email or consent)

If, instead, you have selected the Scheduled trigger, you will get three options: 

1. Application has specific answer - this will do an action to all applications with the set specific answer
2. Recruitment flow rule Overdue has passed - will do actions if candidate(s) has passed the step’s deadline. Step deadlines are set from recruitment flows.
3. Recruitment flow rule Delayed has passed - will alert if candidate(s) have stayed on the step longer than the target lead time. Step delays are set from recruitment flows. 

Finally, select the action that happens when the event has been triggered. The possible actions are: 

• Send email to collaborator(s) 
• Add tag for the application 
• Change recruitment flow step 

Once an automation has been added, a little icon will appear next to the step or outcome you are editing. You can add several automations and an icon for each will appear next to the step or outcome. You can then edit each automation by selecting the correct automation from the tab.

Example: How to use automation for alerting hiring managers when an applicant has filled out the additional information form

Anna, the Hiring manager has a difficult time keeping track of candidates, who have been sent an offer along with a request to fill out an additional information form. She may be waiting for additional information from many candidates at once, and it is difficult for her to tell when one of the candidates has sent in the filled out form and can be fully hired. To help with this problem Anna can use automations!

Anna will set an alert in the Offer step of the process where, once an additional information form has been filled, she, and possibly other collaborators, will receive an email notifying that additional information form has been filled. Additionally, Anna can at this point set the candidate to become automatically hired if all steps of the process have been completed and no further actions are needed from the recruiters.

These are some of the most common use cases for automations:

1. Notifying the recruiter when application is delayed or overdue.
2. Notifying applicant or recruiter when essential information is missing.
3. Add tag to applicant when applicant has requested feedback in their application form.
4. Notify position collaborator or owner when new applicants enter a certain step in the application process.