Assigning automated actions to workflow steps

You can automate any action that is available to a workflow step so that the action is performed when the step has been started or when it has been completed, depending on your preferences. You can automate one or more actions for each workflow step.

  1. Sign in as Administrator and select Talent Acquisition > Workflow Setup > Hiring Workflows.
  2. Open a hiring workflow and select the Workflow Steps tab.
  3. Open a workflow step and select the Automations tab.
  4. Click Create.
  5. Specify this information:
    Workflow Action
    Specify the action that you want to automate.
    Run Order
    When the workflow step includes more than one automated action, specify this automation's place in the sequence of automations. Run order is not tracked separately for entering step and leaving step. As a best practice, customers should set up actions for entering step with their run order and then actions for leaving step with a distinct run order. If the run orders for entering step and leaving step are intermixed, then the logic to use the actions processes all entering step actions in their run order when a candidate enters the step, and then processes all leaving step actions in the run order when a candidate leaves the step.
    Run Upon
    Specify that the action runs when the user begins the workflow step or when the user completes the workflow step.
    Eligibility Group
    Specify the candidate group for which the automation is run. If no group is specified, then the automation is performed for all candidates who are exposed to the step.
    Note:  The Eligibility Group field is disabled if Assign Screening is selected as a workflow action for automation. This is because eligibility is based on the requisition to which candidates applied and the screening package assigned to that requisition.
    Email Template
    When the automation is Send Email, specify the email template that is used when the automation is run.
    Delay Email
    This field automatically populates based on the value in the email template. Check this box to enable and specify the number of hours to delay sending the email.
    Note Template
    When the automation is Send Note, specify the note template that is used when the automation is run.
    Document Template
    When the automation is Send Document, specify the document template that is used when the automation is run.
    Transition Program
    When the automation is Create Program, specify the transition program that is created when the automation is run.
    Package
    When the automation is Assign Screening, specify the screening package that is used when the automation is run.
    Offer Status
    When the automation is Change Offer Status, specify the status that is applied when the automation is run.
    Move To Workflow Step
    Specify the workflow step to which the user is moved.
  6. Click Save.