Creation and automation of job application cases

Recruiters and alternate recruiters can create cases in Talent Acquisition for a job application. These cases are used to track activities or issues that candidates must complete before the first day, such as background checks or drug screenings. These cases are integrated in Case Management for onboarding candidates.

Before you add the Create Case action to a hiring workflow step, you must perform these tasks:
  1. Enable candidate onboarding in Case Management.

    See the Infor HR Talent User and Administration Library (Cloud and On-premises) and select Administrator > Case Management Administration.

  2. Create and configure quick cases in Case Management.

    See the Infor HR Talent User and Administration Library (Cloud and On-premises) and select Administrator > Case Management Administration.

  3. Set up the availability of the Create Case action to recruiters for job applications.

The recruiter administrators can configure the automation to move a job application to a workflow step based on a case status change in Case Management. They must enable candidate onboarding in Case Management.

When you automate a hiring workflow step with an associated job application case, ensure that the configured topic, status, and substatus match.

See the Infor HR Talent User and Administration Library (Cloud and On-premises) and select Administrator > Case Management Administration.

Setting up the availability of Create Case action to recruiters

You must set up the availability of the Create Case action before these roles can use the action:
  • Recruiters
  • Recruiter administrators
  • Alternate recruiters
  1. Select Administration > Recruiting Setup.
  2. In the Workflow pane, click Actions.
  3. In the Workflow Action column, specify CREATE CASE.
  4. Select ... > Run Filter.
  5. Select CREATE CASE and click Open.
  6. Select the Always Available check box.
  7. Click Save.

Adding the Create Case action to a hiring workflow step

Create Case is a workflow action that is automatically added to organizations with a configurable hiring workflow. To ensure that recruiters can use the action, you must set up the availability of the Create Case action.

You must select the Always Available check box of the Create Case action.

See Creating custom actions.

  1. Select Administration > Recruiting Setup.
  2. In the Workflow pane, click Hiring.
  3. Double-click a hiring workflow.
  4. Click Workflow Steps.
  5. Select a workflow step and click Open.
  6. Click Actions.
  7. Click Create.
  8. In Workflow Action, select CREATE CASE.
  9. Click Save.

Automating job application cases to workflow steps

You can automate the movement of a job application into a specified hiring workflow step. The automation is based on the change of status of a case for that job application in Case Management. For example, a case is created to track an onboarding activity of the candidate and the status is changed by a case agent. The job application is moved to the next workflow step.

The automation runs only when the case topic, status, and substatus exactly match the defined criteria. A blank substatus is not treated as a wildcard. This strict matching ensures that the automation runs only in the intended scenarios.

See the Infor HR Talent User and Administration Library (Cloud and On-premises) and select Administrator > Case Management Administration.

These job application details are displayed in the job application cases in Case Management:
  • Candidate
  • Email address of the candidate
  • Status of the job applicant case
  • Job requisition
  • Candidate type
  1. Select Administration > Recruiting Setup.
  2. In the Workflow pane, click Hiring.
  3. Double-click a hiring workflow.
  4. Click Workflow Steps.
  5. Select a workflow step and click Open.
  6. Click Automations.
  7. To create a new automated action, click Create.
    To automate an existing hiring workflow step, select an automated action and click Open.
  8. Specify this information:
    Workflow Action
    Select MOVE TO STEP.
    Run Order
    Specify the order of the automated action in the sequence of other automations.
    This field is applied to workflow steps with more than one automated action.
    Run Upon
    Select Case Status Change.
    Topic
    Select the topic of the job application case in Case Management.
    Status
    Select the status in Case Management that triggers the move of the job application case to another workflow step.
    Substatus
    Optionally, select a substatus that triggers the automation.
    Eligibility Group
    Specify the group of candidates for which the automation is limited. If no group is specified, then the automation is performed for all candidates who are exposed to the step.
    Move To Workflow Step
    Specify the workflow step for which the job application case is moved after running an action that is automated.
  9. Click Save.