Purpose

This article introduces customers to recommended workflows for the Eightfold workflow automation feature. After reading this article, customers will understand the purpose of each recommended workflow.

Audience

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

Other relevant articles

For introductory information to get started with WFA, read the Introduction to Workflow Automation article.

Recommended workflows

Automatic workflows are currently set up for Talent Communities and Positions, and there are several default, or recommended, workflows in each. For each of these default workflows, the trigger and the action are defined, and the conditions can be modified, as well as some of the specific details of the action. Workflows are set up in a way that allows recruiters to have control at the most granular level–for each position and community–rather than allowing one workflow to be set for all positions or communities. (Note: The list of recommended workflows that show up in your environment is dependent on which workflows have been configured for your organization.)

Talent Communities workflows

Talent Communities have the following recommended workflows:

• Move candidates from community to position when stage changes
• Advance prospects when feedback is requested
• Advance prospects marked for followup later
• Advance responding prospects
• Advance contacted prospects

The following sections provide additional information about each workflow.

Move candidates from community to position when stage changes

This workflow automatically moves candidates to a position based on a stage change within the community flow. The trigger, condition, and action for this workflow are as follows:

• Trigger: When prospect's stage changes
• Condition: If Prospect Has Been Advanced From Stage: {Select stage} AND If Prospect Has Been Advanced To Stage: {Select stage}
• Action: Then save prospect to pipeline: {Select Position}

In this example, a prospect's profile is saved in the Pipeline for the 'Account Executive' position when it is moved from the 'Interested' stage to 'Recruiter Screen' stage.

Advance prospects when feedback is requested

This workflow advances prospects to a specified stage when a feedback is requested for them. The trigger, condition, and action for this workflow are as follows:

• Trigger: When feedback is requested for prospect
• Condition: If Prospect's Current Stage Is: {Select stage}
• Action: Then advance the prospect to given stage: {Select stage}

In this example, a prospect's profile is advanced to the 'Interested' stage from the 'Not Interested' stage when a feedback is requested for them.

Advance prospects marked for followup later

This workflow advances pprospects to a specified stage when they are marked for followup later. The trigger, condition, and action for this workflow are as follows:

• Trigger: When prospect is marked for followup later
• Condition: If Prospect's Current Stage Is: {Select stage}
• Action: Then advance the prospect to given stage: {Select stage}

In this example, a prospect's profile is advanced to the '2nd Contact' stage from the '1st Contact' stage when it is marked for a follow up.

Advance responding prospects

This workflow enables the advancing of a prospect from the 1st, 2nd, or 3rd Contact stage to the Responded stage when the prospect replies. The trigger, condition, and action for this workflow are as follows:

• Trigger: When prospect replies
• Condition: If prospect’s current stage is: 1st Contact or 2nd Contact or 3rd Contact
• Action: Then advance the prospect to stage: Responded

Advance contacted prospects

This workflow enables the advancing of a prospect from a specified stage to another specified stage when the prospect is contacted. The trigger, condition, and action for these workflows are as follows:

Workflow 1

• Trigger: When prospect is contacted
• Condition: If prospect’s current stage is: Added
• Action: Then advance the prospect to stage: 1st Contact

Workflow 2

• Trigger: When prospect is contacted
• Condition: If prospect’s current stage is: 1st Contact
• Action: Then advance the prospect to stage: 2nd Contact

Workflow 3

• Trigger: When prospect is contacted
• Condition: If prospect’s current stage is: 2nd Contact
• Action: Then advance the prospect to stage: 3rd Contact

Positions workflows

Positions have the following recommended workflows:

• Add profiles who joined the talent network to a community
• Move SILVER MEDALIST candidates to specific positions / communities
• Request hiring manager feedback

The following sections provide additional information about each workflow.

Add profiles who joined the talent network to a community

This workflow moves the candidates automatically to a specific community when they sign up using Eightfold's 'Join Talent Network' feature. This is done for the users to engage further with the candidates. The trigger, condition, and action for this workflow are as follows:

• Trigger: When profile tag is added
• Condition: If Tag Added Is: Joined Talent Network
• Action: Then add profile to community: {Select Community}

In this example, a prospect's profile is added to the 'Prospective UX Designers' community when a 'Joined Talent Network' tag is added to their profile.

Move SILVER MEDALIST candidates to specific positions / communities

This workflow helps users to move candidates rejected from a specific stage or based on a rejection reason to a position or community defined for silver medalists. This helps them reuse the existing talent efficiently. The trigger, condition, and action for this workflow are as follows:

• Trigger: When a candidate is rejected
• Condition: If Candidate's Rejection Reason Is: {Select reason} AND If Candidate's Current Stage Is: {Select stage}
• Action: Then save candidate to pipeline: {Select Position} AND Then add candidate to community: {Select Community}

In this example, a candidate's profile is added to the 'Senior Manager (APAC Sales)' pipeline AND to the 'IT Hardware Sellers' community when their profile is rejected for 'Not a strong match' AND their profile is in the 'Interested' stage.

Request hiring manager feedback

This workflow helps streamline the recruitment process. When recruiters finish screening candidate profiles and choose to move them to stages like Hiring Manager Screening, the system automatically sends a request to the Hiring Manager for feedback. The trigger, condition, and action for this workflow are as follows:

• Trigger: When candidate's stage changes
• Condition: If Candidate Has Been Advanced From Stage: {Select stage} AND If Candidate Has Been Advanced To Stage: {Select stage}
• Action: Then request feedback for the candidate from: {Hiring Manager}

In this example, a 'Senior Manager' is requested for feedback about a candidate when their profile is advanced from 'Phone Interview' to 'Onsite Interview' stage.