Workflows and tasks

Customers who are using both configurable job application and configurable hiring workflow can defer tasks to steps that are placed later in the workflow. The deferment process involves removing a task from a workflow and adding it back to the workflow through an automation.

The process entails setup in the workflow and in the task. Specifically, you add an automation to a step, and you attach the task to the automation. You can also configure notifications and then use eligibility groups to restrict the automation to specific candidate groups.

See Creating a job application process.

Deferring Tasks

If during the hiring process you determine that a task cannot be completed until one or more subsequent tasks are completed, then you can defer the task. To defer a task, you remove it from the workflow. Then you add it back to the workflow through an automation. For example, a link to the task can be assigned to a user by the "run upon" automation. The user creates a new automation in a workflow step and attaches the task to it. When the hire enters the workflow step, the task is assigned to the hire.

Tasks For Talent Science Assessment

If you are using additional tasks for Talent Science Assessment we recommend reviewing the automated emails and reminders sent via Talent Science to determine if you should set up automations within your Talent Science Task or the hiring workflow step you will be sending the Talent Science Task from.

About Notifications

You can configure email notifications in two ways:
  • in the automation: When an additional task is assigned through an automation, up to two email reminders can be sent: one when the task is assigned and one when it is completed. For these notifications, users can select email templates from the library, or they can create new email templates. Email notifications that are specified for a task automation are attached to the automation, not to the task. So if the task is used in another workflow, the automations are not used. Each automation can include automated notifications. These notifications are triggered when a task event that is associated with the automation occurs.
  • in the workflow step: For steps that include multiple additional task automations, the best practice is to add a single notification automation to the step that includes notification information about all additional tasks rather than to configure a notification in each Create App Task automation. This way, candidates receive only one notification that reminds them of pending tasks rather than a notification for each pending task.

Workflow Actions: Create App Task

Customers that use the workflow step method to add the task to a workflow step use the Create Application Task action. Customers can change this setting and add the action to specific steps within their workflow.

Additional Application Tasks Completion Message

Customers can specify the message that the candidate should see once the tasks assigned at the hiring workflow step are completed. Customers can specify the content of the message when they create it, or they can use pre-configured content. Candidates see the message when the task is completed.