A workflow is a combination of steps taken to lead a Job application through the recruitment process. These steps are called "Workflow steps" and lead a candidate from the entry point (e.g. "1.0 New") to the point where he or she is hired, rejected or has decided to withdraw (e.g. "8.0 Hired", "9.2 Rejected after CV review", "9.0 Candidate has withdrawn"). These steps may differ between organisations or even within the same organisation when using a different workflow (e.g. "Job" and "Campus event"). Our Connexys-application provides the possibility to configure multiple workflows in line with the process of the organisation. By default the following 3 workflows are already configured (they can be amended or removed at any time): Campus event, Job application and Open application workflow
Create a new Workflow
1. Click on "Application Setup" in the Connexys Help section on the left hand side of your screen.
2. In the section "Advanced setup" click on "Workflows". From here you can either edit an existing workflow or create a new workflow.
4. The following fields need to be populated:
- Name Workflow: Please enter a name for the new workflow. keep in mind to choose a name that can be easily recognized to ensure there are no issues in choosing the correct workflow to link with application forms at a later time.
- Job application recordtype: Select in which case this workflow should be used. This new workflow can only be used for a candidate that applies for the recordtype that is selected here.
- Owner of new job applications: Next to a workflow, an owner will also be linked to new job applications. Who the owner will be is indicated in the creation of a new "Form". This field is used as a fall-back mechanism on the value filled during the creation of the form. Choose which User or Customer Portal User will be the owner of new job applications by selecting that person here. Tip: use the magnifying glass to search for the right user.
5. Click "Save".
Now the basics of the new Workflow are configured, it is time to create the statuses that a Candidate can have during the recruitment process for this workflow. In the following screenshot, an example is given of a new workflow after clicking "Save" in step 6.
Create a new Workflow status
1. To create a new status, click the button "New Workflow status" in the section "Workflow status" at the bottom of the screenshot. The following screen will be given:
2. To create the new status, the following fields have to or can be filled in the section "Information":
- Workflow status Name: Provide a name for the new status. This is a status that the a job application can be in. For example, "New", "Reviewed" or "Recruiter interview held". By the status, it should be easy to see in which step of the recruitment process a candidate is. Tip: make use of numbers in front of the text. For example, "1.0 New", "7.0 Job offer made" or "9.1 Rejected after CV review". Since the Connexys-application sorts most columns alphabetically, adding numbers makes it easier to see which status is before and after another status in the proces, compared to looking at a alphabetically sorted list of statuses. Furthermore, it is also easy when looked at the field "Status" in a job application, in order to see how far a candidate is in the proces.
- Display order: This field is used to determine in which order the statuses should be displayed in the workflow. Provide a number to determine where in the workflow the new status should be placed. Tip: use numbers like 10, 20, 30 or 5, 10, 15 instead of 1, 2, 3. This leaves the opportunity available to add a new status at a later point in time.
- Workflow: Decide for which workflow the new status must be made. This field is automatically filled with the workflow you were active in before clicking "New Workflow status".
- Entry point?: Can a candidate enter the workflow at this point? In that case, the checkbox should be checked. Usually, a candidate can only enter the workflow after submitting the form. Therefore, this checkbox is most checked in statuses like "1.0 New".
- Active?: Check the box if this status is an active status. This implies that a candidate is still in the process when he or she is in this status. An inactive status is, for example, "Rejected after CV review". If there is no need to do anything with a candidate, related to the specific application, he or she is probably in an inactive status. This status does not have any "Workflow steps" available. Active statuses do have the possibility to set "Workflow steps".
- Is hired?: This box should be checked if this is a status which a candidate reaches after he or she is hired.
- # days green --> yellow: When a candidate has just entered a specific status, the field "Progress", in the job application file, will show a green checkmark. This checkmark indicates that a step is taken recently and no action is required at this time. When the status hasn't changed for a certain amount of days, the green checkmark will be changed to a yellow flag. The flag indicates that the last action is already some time ago and it is time to set a new step. In this field, it is possible to indicate after how many days the green checkmark will transform in the yellow flag if this status remains the same.
- # days yellow --> red: If a candidate already has a yellow flag in the field "Progress", this indicates that it is some time ago that the candidate went from one status to another. Therefore, action should be required. The yellow flag can be seen as a caution warning. If nothing is done with this yellow flag, the candidate reaches a point in which the last action is too long ago and the field "Progress" turns to a red exclamation mark. This field is used to determine after how many days this status will go from a yellow flag to red exclamation mark.
3. Besides the section "Information", it is also possible to fill some fields in the section "Translations". These fields are used to configure respectively, the Dutch, French and German translation of the "Workflow status Name". These fields can be used in case an organisation makes use of multiple languages in the Connexys-application.
4. Click "Save" to save the new status or "Save & New" to save it and directly create another status.
Create a new Workflow status transition
When all statuses are created, the foundation of the workflow is ready. At this point, the workflow consists only of statuses, but there are no possibilities to go from one status to another.
1. To configure the possibility of going from one status to another, "Workflow steps" need to be used. If these are already created, the next step is to click "New Workflow status transition" in the section "Workflow status transitions (Old workflow status)". In that case, the following screen will be given:
2. The fields that need to be filled for the creation of a new workflow status transition are:
- Old workflow status: This field contains the status in which a candidate is before the step is taken. It is automatically filled with the status from which the button "New Workflow status transition" was clicked.
- Workflow step: To progress from one status to another, it is necessary to take a "Workflow step". In this field, the workflow step that needs to be taken, can be configured. The magnifying glass can be used for searching for the right step. Note: make sure the right step is configured in the section on "Workflow steps" in the Connexys-application. To learn how to do this, read the article here.
- New workflow status: When a workflow step is taken, a candidate is transferred from an old status to a new status. In this field, the new status must be given, which a candidate reaches after the specific step that is given in "Workflow step". The magnifying glass can be used to search for the status.
- New owner: A "Job application" is always owned by a user, but the ownership can differ per status. For example, the CV review can be the responsibility of the recruiter, while the job interview can be the responsibility of the hiring manager. This field determines who will be the owner of the "Job application" in the new status. Possible options are Recruiter, Hiring manager, Assistant and HR advisor.
3. Click "Save" to create the new workflow status transition or "Save & New" for saving this one and creating another one.
4. Go on with the process of creating new workflow statuses and workflow status transitions for each status. Resume this process until the workflow is configured in line with the recruitment process of the organisation.
Other Workflow settings
Next to the creation of steps, there are also some settings that need to be configured. These settings are concerned with sharing of candidates with managers and steps outside the workflow. They are shown in the screen as given below.
The settings that need to be configured are:
- Allow steps outside of workflow: A workflow is usually configured in a certain way that makes sure every candidate is guided through the same steps in the same order. But at some moments a candidate might not need to take all the steps of the recruitment process. If this setting is not checked, it is not allowed to skip steps or take steps that are not available at a certain point in the workflow.
- Stylesheet: One of the possible steps that are available in the application, is sharing the applicants with the manager (or other contact). To do this, the step "Share candidate with hiring manager" can be taken. When this is done, the manager will receive an email with a link that leads the manager to one or more candidates that are proposed. The screen that is shown after clicking the link in the email, can be adjusted to personal wishes of an organisation. To do this, make adjustments in the stylesheet of this setting.
Default Workflow in the Applicant tracking
Another place in the application where workflows play an important role is the "Applicant tracking"-tab. This tab shows all candidates that are currently in the recruitment process of a job. The top of the page has a filter that can be used to configure which job applications should be shown on this tab. The filter includes "Workflow", "Status", "Job", "Campus event" and more. For this tab, it is important to configure the setting shown below in a good manner.
The setting that needs to be configured is (Application Settings -> All Settings ->Workflow):
- Default workflow (applicant tracking): The "Applicant tracking"-tab has the possibility to filter which job applications should be shown. One of the filter options is "Workflow", which is default set to one of the workflows used in the Connexys-application. This setting indicates which workflow is standard selected on this tab.
- Job status open: On the Homepage their is a section 'My open jobs'. This section lists all Jobs where you need to take an action.