Configuring Workflows and Automation

Building a Workflow

Once you've identified a series of actions you want to occur after a given event, you can build a workflow so that these actions happen automatically. 

1. From the Settings menu, open the Application Review section, then click Workflows.
2. Click the + icon.
3. Name the workflow.
4. You can make the workflow active now or later – see Running Workflows below for more information. 
5. Click Add Trigger to select the type of event that should cause the workflow to begin, then configure the specific trigger event. For example, if you select Phase as the trigger type and Application Complete as the phase that triggers this workflow, then any time an applicant is moved to the Application Complete phase, the sequence of actions in the workflow begins. 
6. After configuring your trigger, click the + icon below it to add the first step in your workflow. You can also configure additional triggers that will start this workflow by clicking the + icon to the right of the existing trigger.
7. Choose what type of step should take place at this point in the workflow:
   • Choose Action to configure the next action, such as moving the application to a review phase, adding tags, etc.
   • Choose Decision if your next step is dependent on some other conditions. This creates a Yes/No path, allowing you to insert your desired steps in either branch. 
   • Choose Wait to add a delay. This is useful if you want to provide yourself with a buffer or delay the next action from occurring. 
   • Choose Exit when the workflow should end.
8. Next, add and configure any additional steps that should occur. To remove a step, hover over it and click the X.
9. When you're done adding steps, click Save Changes.

Running Workflows

After you enable a workflow, it runs automatically when your trigger occurs. Newly enabled workflows do not run retroactively, so they will not impact applications that previously met the trigger criteria. You can also launch workflows manually on your applications as needed:

1. Navigate to the desired application.
2. From the information pane, click the + icon in the Workflows area.
3. Select which workflow you'd like to run on this applicant.
4. Once the workflow has started running, it appears in the workflows area along with its status.

Reviewing Workflows

If you've started running workflows, you can review them to determine which actions have taken place on each application, and to ensure that they have run as expected. You can do this from any application:

1. Navigate to the desired application.
2. From the information pane, review the Workflows area.
3. To see what actions have taken place, click a workflow.
4. From here, you can review each step. Hover over a step to see when it was completed.

Building Automation Rules 

Once you've determined what you want to automatically happen and when, you can build an automation rule. 

1. From the Settings menu, open the Application Review section, then click Automation.
2. Click the + icon.
3. Name the rule, then set up a schedule for it. 
4. In the Population area, add criteria to filter applications. Here, you're telling the system which applications you want the rule to apply to (for example, applications with gold signals).
5. In the Actions area, indicate what you want to happen (for example, set a specific phase). 
6. Once you've configured everything, click Create Rule. 
   
   
   
   Note: the Population area updates to show you how may application match your criteria. 
   
   
7. Click Save Changes. 
    

Running Automation Rules 

Rules run at their scheduled dates and times, but you can also run them on demand:

1. Navigate to the Automation page.
2. Click the checkbox next to the rule you want to run.
3. Click Run Now.