Purpose

This document describes WFA triggers and conditions released for the September 2022 Eightfold release notes. After reading this document, customers will better understand how to use these triggers and conditions in their custom workflows.

Audience

This document is directed toward new users of the WFA feature and may be especially helpful for recruiters.

Other relevant documents

To learn about Eightfold automated workflows, review the following documents:

• Introduction to workflow automation
• Workflow automation recommended workflows
• Creating and using custom workflows

Steps

To use the September 2022 new triggers and conditions, take the steps described in Creating and using custom workflows and, when selecting triggers or conditions in a workflow, select these options.

WFA triggers

When feedback is submitted for candidate

This trigger can be used in a custom workflow to automate actions based on feedback submitted on a candidate. This trigger can save recruiters time in passing along feedback about candidates.

Previously, after a recruiter submitted feedback on a candidate, the recruiter would then have to manually take action to either move the candidate forward in the hiring process or reject the candidate. This trigger allows a recruiter to set up an automated workflow so action can be taken on a candidate based on hiring team feedback.

It’s important to note that this trigger is best used for feedback that is a straightforward yes or no (that is, thumbs up or thumbs down). Accordingly, we recommend using this trigger with the Feedback response (thumbs up/down) condition. (See the Feedback response (thumbs up/down) section for an example of this trigger in a workflow.)

When candidate is rejected

This trigger can be used to automate actions after the rejection of a candidate. TA teams typically follow a checklist of actions that need to be completed once a candidate is rejected, such as notifying stakeholders, sending out the candidate survey etc. With this trigger all such actions can be defined once as a part of the workflow and used uniformly throughout.

Communication after a candidate rejection is key in ensuring good and uniform candidate communication that automation drives.

To use the When candidate is rejected trigger, set the trigger, condition, and action as follows:

• Trigger: Select When a Candidate is rejected
• Condition: Optional
• Action: Select whichever action(s) you want to happen based on your trigger and condition(s).
  

Use Case: One helpful use case for this trigger may be sending out a candidate survey a few days after a rejection or notifying the referring employee of the rejection if the application is by referral.

WFA conditions

Application questions

The Application questions WFA condition can be used in a custom workflow to automate actions based on responses to application questions. This condition can help recruiters focus on candidates that they know are qualified for a position based on the candidate responses to application questions.

Previously recruiters had to manually check a candidate’s responses to a position’s application questions and then take action (such as scheduling an interview with the candidate) as needed based on those responses. Now a recruiter can set up an automated workflow so that candidates who responded a certain way to application questions can be moved forward or rejected from the hiring process.

To use the “Application questions” condition, set the trigger, condition, and action as follows:

• Trigger: Select When new application is received.
• Condition: Select If response to <placeholder field> is <placeholder field> and add any additional conditions to customize your workflow.
• Action: Select whichever action(s) you want to happen based on your trigger and condition(s).
  
  In order to select specific questions and answers, as well as resulting triggers based on those questions and answers, you’ll have to enable the workflow for the specific position or community.

Use Case: One helpful use case for this condition may be in the following workflow: If a candidate answers in a specific way to an application question, move the candidate forward in the hiring process, or reject the candidate from the hiring process.

Feedback response (thumbs up/down)

This condition can be used in a custom workflow, specifically with the When feedback is submitted for candidate trigger, to automate actions based on feedback submitted on a candidate.

To use the Feedback response (thumbs up/down) condition, set the trigger, condition, and action as follows:

• Trigger: Select When feedback is submitted for candidate.
• Condition: Select If feedback response is: <Positive> <Negative>
  • and, if Candidate’s current stage is: <Select stage>
  • (Add any additional conditions to customize your workflow)
• Action: Select whichever action(s) you want to happen based on your trigger and condition(s).
  

By default, the trigger will consider the first thumbs up / thumbs down question type on the feedback form received for a candidate.

Use Case: One helpful use case for this trigger and condition combination may be in the following workflow: If a recruiter provides a thumbs up/approval of a candidate, then the candidate will move forward to the next stage of the hiring process.