Purpose

We have expanded our Workflow Automation (WFA) capabilities to support new use cases. This update introduces configurable, event-based triggers that automate routine, time-sensitive tasks across offer management, candidate communication, and job postings. These triggers are available across Talent Acquisition and Talent Tracking.

Instead of manually tracking approvals, sending offers, or managing job board postings sequentially, the system can now perform these actions automatically based on status changes or specific conditions.

Audience

Admins, Recruiters, Recruiting Managers, HR Coordinators

Key Benefits

• Reduced Manual Effort: Eliminates the need to manually click through sequential tasks (e.g., sending an offer letter immediately after approval).
  
• Improved Efficiency: Ensures job requisitions go live or are removed from boards instantly when statuses change, maximizing candidate pipeline and minimizing clutter.
  
• Stakeholder Management: Allows for precise communication by filtering recipients based on their specific global roles.
  
• Standardization: Ensures consistent communication and process adherence across the hiring lifecycle (e.g., automatic offer expiry dates).

Prerequisites

• unpublish_position_agency_action \
• send_offer_action - T3S should be enabled & t3s_config > offer_management_workflow is true
  
• schedule_publish_position_action/schedule_unpublish_position_action - schedule_publishing_gate & pipeline_actions_config > managePublish is true

Configure Workflow Actions

Unassign from Agency Action

Note: Access to this feature requires the agency portal to be enabled

This action allows you to unassign agencies from a position based on different criteria.

1. Select the Trigger for the workflow.
   
2. Select the Unassign from Agency action.
   
3. In the pop-up modal, choose one of the following options for unassigning agencies:
   
   • Unassign from all agencies.
     
   • Unassign only from the selected agencies (a drop-down will appear to select specific agencies).
     
   • Unassign from all agencies except the selected ones (a drop-down will appear to select specific agencies).
     
4. Optionally, set a Trigger and Condition (these are independent of the action itself).
   
5. Save your changes.
   
6. Ensure the workflow is active for it to run.

Configure Position Publishing Actions

These actions allow you to schedule the publishing and unpublishing of positions automatically, managing visibility for both Internal (CareerHub) and External (PCS) sites.

Schedule Position Publish Action

Note: Access to this requires 'Scheduled position publishing' to be enabled within your instance.

1. Select the Schedule Position Publish action.
   
2. The modal is similar to the standard Manage Publish modal and is intuitive.
   
3. You can choose to publish the position immediately or select Schedule Publish and Schedule Unpublish to set specific dates.
   
4. Select whether the action applies to Internal (CareerHub) or External (PCS) contexts.
   
5. Save your changes and ensure the workflow is active.

Unpublish Action

1. Select the Unpublish action.
   
2. This action provides the same scheduling modal as the Publish action.
   
3. You can opt to unpublish immediately or Schedule Unpublish for a future date/time.
   
4. Ensure you select the correct context: Internal (CareerHub) or External (PCS).
   
5. Save your changes.

Send Offer Action

Note: Requires Talent Tracking and Offers activation

This action automatically sends an offer letter to a candidate when criteria are met. It is typically used to reduce manual clicks once an offer has been approved internally.

1. Select the Sending of Offer action.
   
2. Use Case: This action is typically used when the offer status changes to Approved, as the system always checks for approved status before sending an offer.
   
3. Select the communication Channels (WhatsApp, SMS, etc.) you want to configure.
   
4. The CC addresses entered here will be appended to the CC field that appears when sending an offer through the standard flow, rather than replacing it. Note: This functionality is available when the Edit CC configuration is enabled within your instance.
   
5. You can also set the Offer Expiry date, similar to the normal offer flow.
   
6. Save the workflow.
   
7. Ensure the workflow is activated on the position, otherwise, the workflow will not run.

Modification to the Send Email Action

Note: This feature is available for both Talent Tracking and Talent Acquisition.

A modification has been made to the Send Email action, specifically when selecting Followers as the recipient.

1. Select the Send Email action.
   
2. When you select Followers for the recipient, a new field called Recipient Role appears.
   
3. Recipient Role allows you to whitelist a list of global roles.
   
4. When an email needs to be sent to the position's followers, only the people with at least one of the whitelisted roles will be filtered out and receive the email.