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When you edit an existing or create a new Recruitment Workflow, the first section you're taken to is the Workflow Settings. This is where you can begin to configure how and when the workflow is used, as well as set up the rules for your email notifications.

These settings are broken down in to 3 main elements - Workflow Details, Forward CV Settings and Automated Notification Settings.  We'll be looking at all 3 elements in this article.

To jump to a section, please use the links below:

Creating a new Workflow

To create a new recruitment workflow, you can start from scratch by clicking New in the grey toolbar or, after clicking into an existing workflow, click Duplicate. In both cases, you will land in the Workflow Details of the newly created workflow and you can begin to configure the specifics.

Hint - If you are in an existing workflow and realise that you need to start from scratch, you can also click New from here. This will also create a new blank workflow for to configure.

Workflow Details

The Workflow Details section is where you first set the name of the workflow which is how it will appear for users to set on the vacancy. The description allows you to define how and when the workflow will be used, in your own terms. This can be particularly useful if multiple people will be responsible for configuring the workflows etc.  The other options here include:

  • Active - This makes the workflow available to set on vacancies going forward. If configuring a new workflow, leave this option unticked until you are ready to publish. You can also use this to archive old workflows, unticking to stop people from inadvertently selecting in the future.

Hint - If you make a workflow inactive but vacancies are still assigned to it, then it will continue to function as normal. You do not need to migrate the vacancies. Once a workflow is inactive, it simply cannot be picked going forward. You also always need to have at least one workflow active at any one time, so if you are unable to archive then it means it is your only active workflow.

  • Allow Hiring Managers to create applications for this workflow - By allowing your hiring managers to create applications, you are enabling them to do two things.  First, if they have access to the talent pool, they will be able to find suitable candidates and add them straight into the workflow.  Second, they will be able to move an application from one job to another, if the candidate is more suitable for that role. If you are certain you don't need your Hiring Managers to do either of these things, set this option to No.

  • Send Daily Digest Emails - A Daily Digest email is a once a day round up of all outstanding activity for that hiring manager. It serves as a daily prompt to log into the portal and review any outstanding candidates, provide feedback where required or even authorise roles if they are selected to do so. The email only sends if there is outstanding activity, so it is recommend to activate the Daily Digest emails in order to encourage engagement from your hiring managers.

Hint - The content of the Daily Digest email is driven by applications at statuses in the workflow in which the HM is required to update or transition to another stage. If you allow the HM to be able to modify the status, then any records at that status will be included in the daily digest.

Forward CV Settings

As a Core System User, while Talent Pooling against a Vacancy, you have the option to create an Application, or you can forward the CV to the Hiring Manager of the Vacancy to review.  If you chose to forward the CV, Eploy can automatically create an Application for the Candidate, using these settings:

  • Application Stage for Automatically Created Applications - use this drop down to pick the Application Stage that the Application will be created against.  If you do not want Eploy to create an Application, leave this set to Do not create applications.
  • Application Status for Automatically Created Applications- having selected the Stage (above), select the Application Status to put the Application to.

Hint - These settings should only be used if you are not using the hiring manager portal.

Automated Notification Settings

These settings determine when any automated emails and SMS messages will be sent to candidates, allowing you to control whether the emails are trigger late at night or over the weekend. For example, for roles that are 9-5 / office based, you may want to stop rejection emails from being sent over the weekend.

Using these settings you can dictate:

  • What time of day the system will start sending automated emails
  • What time the system will stop sending automated emails
  • Which Time Zone is to be used for these settings
  • Which days of the week emails will be sent on

You'll be adding the notifications and delay settings to each application status, but the notifications will only be sent within the hours of day and days of the week specified here.

For example, if the workflow is set to send emails between 08:00 and 18:00, Monday to Friday and, as a Recruiter, you process some applications on the weekend, the Candidates won't receive any automated emails until 08:00 on the following Monday at the earliest.

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