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A key part of the recruitment workflow is communicating feedback to your candidates; whether its Regret After Application, Interview Success or confirmation of Job Offers, sending emails can take time, even when loading templates. Add to that, trying to track which candidates have already been contacted (especially with unsuccessful application emails!) makes this a big part of any recruiter’s day.

Eploy’s Workflow Automation can help save you time and admin, by automatically sending emails at key times of the recruitment process. Simply set a status and depending on your configuration, Eploy will automatically email candidates instantly, hours later or even after the vacancy campaign has been closed.

Setting Up Workflow Automation

The first step is to contact Eploy in order to make this an active feature in your system – this allows us to activate the tool and comes at no extra charge. The tool is turned off as default in order stop accidentally sending emails.

Once active in your system, you will need to follow these steps:

- Creating Email Templates
- Assigning the Templates to each Workflow stage.
- Activating the tool within each existing vacancy.

For full information on creating Email Templates, please see Mail Merge Templates

Assigning Templates to Workflow Stages / Application Statuses

Once you have the templates and the content of the emails that you wish to be sent, it’s time to assign the templates to each status or workflow stage – this can all be done within Admin – Drop Down Lists from the Eploymenu.

By selecting Admin – Drop Down Lists, you will then be able to use the Show Values For drop down to bring up your application Status. This is where you can assign a template and configure the automation of the email for status of the application process, before moving on to each individual workflow stage.

The process is the same for each status and can be configured by the following these steps:

  • Click into the status that you wish to configure the emails for.

Note: If the status does not already exist, you can create a new one by clicking New on the Eploy toolbar.

  • Once within the status, there will be a section for Workflow Automation, under the header - Please choose a default template to use when merging to candidates at this status.

  • The first option is to select your email template. If you are not certain which template you need to assign, you can review the available templates by going to Admin – Template Editor.
  • After the template, you would set the trigger for the automatic email, either the change of the status, the closing of the vacancy or Do Not Send.
  • Depending on the option set above, this next section allows you to configure how long after the status has changed / vacancy has closed that the email is then sent to the candidate. Setting this as zero would mean that the email is set immediately after the trigger.

Note: We would always recommend setting a delay for any workflow emails, to give the user a chance to correct any mistakes or to stop instant emails being sent to those who are auto-rejected based on pre-screening or knock-out application forms.

  • Please bear in mind that automatic workflow emails will only be sent during office hours (8am – 6:30pm GMT). This is to ensure that rejection emails, for example, are not sent before a user has the chance to screen the candidate (or give the illusion that they have been manually screened).
  • If the trigger is activated outside of office hours, the system will wait until the delay period is complete and is within the next office period.
  • The final field is to Apply these settings to events happening after this date. This field is relevant to any vacancies that you are working on during the transition on to workflow automation. Any application that has been set to this status prior to the date entered here will not receive an automatic email. This helps to avoid duplication of emails and allow you to transition from manually emailing your candidates to allowing the system to complete that admin for you.

Once each of these fields has been set, the application status has been configured and will be ready to apply to each of your existing roles and any vacancies going forward. This process now needs to be repeated for each application stage that you wish an automatic email to be sent. If, for example, you only wish for applications at the Not Suitable status to receive an automatic emails, you do not need to configure any other stage.

Once all of your required application statuses have been configured, you would then repeat the process based on Action Types and Action Outcomes.

Activating Workflow Automation within Vacancies

The final step is to then ensure that the workflow automation is active within your vacancies. At the time of configuration, any active vacancies will NOT have workflow automation active as default. Within each vacancy, you will need to open the details tab and tick the box for Workflow Automation. Once ticked, this will be active for that role so ensure that this is communicated to any user working on this vacancy, to help avoid confusion and duplication of emails.

Any vacancies raised or added to the system after the workflow automation has been activated within your system will then be ticked as default – meaning that all new vacancies will have Workflow Automation activated. Please ensure that this is communicated to any users responsible for raising vacancies, as they will need to deactivate this setting within each role in order to be exempt from workflow automation.

Raising Vacancies in the Hiring Manager Portal

If you currently use a hiring manager portal as part of your vacancy requisition process, you will need to activate the workflow automation setting within each of your template vacancies in order for it to be active when the vacancies are raised using each template. This allows for flexibility within each type of role and complete control of whether workflow automation is active.

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