Setting up case automation for job application cases

Case automation uses event-based triggers linked to job application case topics. An 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 automation runs only in the intended scenarios.

When trigger conditions are met, automation can perform one or more actions. Common uses include creating follow-up cases, sending standardized emails, and triggering recruitment or onboarding flows automatically.

By reducing manual intervention, case automation improves efficiency and consistency in recruitment and onboarding processes.

As an administrator, you can configure case automation for specific case topics. To use case automation, ensure that candidate onboarding is enabled for your organization.

See Enabling Case Management for candidate onboarding.

Select Administration > Setup.
In the Primary pane, click Topics.
Select a case topic to configure an automation.

Note: Ensure that you select a topic with a job application case type.
Click the Automations tab.
Click Create.
Double-click a record to configure an existing automation.
Specify this information:

Run Order

Specify the sequence in which automations are run when multiple automations are triggered by the same case topic. Automations with lower run order values run first. With this sequence, you can control dependencies and ensure that actions occur in the correct order.

Action

Select an action for the automation.

Quick Case

If you select Create Quick Case in the Action field, you must select a quick case template. The quick case template sets the values for the case created as part of the automation.
Note: You can select only case templates that are active and marked as Available for Automation.
See Setting up quick cases.

Email Template

If you select Send Email in the Action field, you must select an email template. The email template defines the content, such as the body and recipient, that is sent automatically.
Note: You can select only email templates that are active and with a Job Application template type.
See Setting up email templates.

Service Definition

If you select Run Process Flow in the Action field, you must select a service definition. The service definition is triggered after the criteria are met.

Run Upon

Select Case Status Change.

Status

Select the case status that triggers the automation.

Substatus

Optionally, select a substatus that triggers the automation along with the main case status. The substatus narrows the records in which the automation runs.

Eligibility Group

Optionally, select an eligibility group to narrow the records in which the automation runs. Eligibility groups use case ticket-based custom groups with the subject HCMCaseTopicAutomation.
Click Submit.