Pipeline Workflows
The pipeline workflow is designed to facilitate the creation of distinct recruitment processes from the perspectives of agents/recruiters, contacts/hiring managers, and candidates/talents.
This workflow primarily tracks the status of candidates/talents throughout the recruitment process. Depending on the configured status, various important actions can be triggered, involving all participants within the workflow.
Additionally, the pipeline workflow allows for the configuration of a "candidate label." This feature enables the ability to provide candidates/talents with updates on their recruitment process while they are logged into their portal.
By default, you will find one pre-configured pipeline workflow called "Hiring Process," which can be edited and modified as needed. However, clients have the flexibility to create multiple pipeline workflows on the EVA platform to support different use cases. Now, let's discuss how you can create a pipeline workflow from scratch.
How to create a new workflow
To create a new pipeline workflow, follow these steps:
Go to the 'utils' section in EVA.
Click on 'business workflows'.
In the center section, click on the green plus icon to add a new workflow.
In the new window that appears, provide the following basic information for your pipeline workflow:
Name: Choose a name that represents your workflow.
Sort Order: Specify the order in which this workflow should appear compared to other pipeline workflows in the left menu bar of EVA.
Workflow type: Select 'pipelineFlow' as the workflow type.
Allowed user groups: Define the user groups that should have access to this workflow. Please note that if a user is not included in this field, they will not be able to see this workflow as a menu option on the left side of their screen once they log into the platform.
By filling in these details, you can create a new pipeline workflow tailored to your specific needs.
After clicking on 'submit' to create the new pipeline workflow, you can proceed with further configuration by completing the tabs on the left: workflow stages, workflow states, workflow transitions, and participant roles.
How to add participants roles
To start, I recommend focusing first on the 'participant roles' tab when setting up a completely new workflow.
Within this tab, you will find the pre-configured participants 'main agent' and 'main contact'. If needed, you can update the 'title' of these fields by clicking on the pencil icon located on the right-hand side.
Consider whether any additional participants need to be added, as this will allow you to restrict transitions to specific users. Therefore, configuring participant roles before defining workflow transitions is crucial for a new workflow.
To add a new participant, simply click on the green plus icon on the right side of the screen. This will open a new window where you can provide the following details:
Title: Specify the name or title of the participant role.
User Type: Choose between 'Agent/Recruiter' or 'Contact/Hiring Manager' to determine the role type.
Field Type: Specify whether the participant role should be for a single participant or allow multiple participants.
Allowed User Groups: Determine which user group(s) should be permitted to be added within this role.
Once all the necessary fields are filled, click on the 'Create' button to add the participant role to the workflow, making it available as a participant within the pipeline workflow.
How to add workflow stages
The next step to create a new workflow will be to add the ‘workflow stages’.
Workflow stages can be defined as the main steps of a workflow and inside the different stages there will be different talent status that will be grouped within.
Stages are useful because they will give the ability to group candidates states within a particular stage. Also, keep in mind that you can grant particular access to a particular user to a stage so this will allow you to restric security to a particular user group within a particular stage.
For example, within a recruitment process the stages could be ‘headhunting’, ‘shortlist’, ‘interview’ and ‘placement’ and within each stage there should be specific candidates states that are connected to that particular stage.
Before creating the workflow you should have in mind the particular stage that the workflow will have and once you have it when to add them, you should click on the ‘workflow stages’ tab and then click on the little green plus icon to add a new stage.
In the new window you should add the following information:
will open a new window where you can provide the following details:
Name: Specify the name or title of stage.
Sort Order: Specify the order in which this stage should appear
User Type: Choose between 'Agent/Recruiter' or 'Contact/Hiring Manager' to determine the role type.
Field Type: Specify whether the participant role should be for a single participant or allow multiple participants.
Allowed User Groups: Determine which user group(s) should be permitted to be added within this role. User groups will not be able to see a state if they do not have access to it
Below is an example of a workflow stage configured.
How to add workflow states
The subsequent action is to set up workflow states. Workflow states encompass all the different stages and define the potential states a candidate can be in throughout the workflow. States are categorized into positive and negative states. Positive states indicate that the workflow will continue, while negative states signify that the workflow will end for the candidate at that particular state. Having a draft of the workflow diagram is crucial to facilitate the creation of states. Below, I will provide an example of pre-configured workflow states to give you an idea of how they might appear.
Let me provide you with an example for better understanding. In the 'screen' stage, the following states are included. These states have been carefully created to ensure clarity for recruiters/agents regarding a candidate's status in the recruitment process. Each state should immediately convey its meaning in the workflow. Here is an example:
Job Shared: This state indicates that the candidate has received the job details for a vacancy.
Relevant (Added): This state signifies that the candidate is relevant for the job, but no notification has been sent to them yet.
Applied: This state shows that the candidate has proactively applied for a vacancy.
Invited for Screening: This state denotes that the candidate has been identified as suitable for the position and has been invited for an initial screening.
Screening Booked: This state indicates that the candidate has confirmed and scheduled the screening appointment.
Not Relevant (negative): This state signifies that the candidate is not relevant for the position.
Candidate Declined (negative): This state means that the candidate has declined the position.
Moreover, under the 'candidate label' column, you can see what the candidate will observe if they are in a particular state from their http://EVA.ai portal. EVA allows you to choose whether or not to display a specific state to the candidate and use a language different from that used for agents/recruiters.
In the provided screenshot, you can see that if a candidate is in the 'job shared' status, they will see 'new opportunity! Are you interested?' on their portal. On the other hand, if a field is left blank, such as in the 'not relevant' status, the candidate won't see any information related to that state. This feature proves useful when the 'not relevant' status is configured for agents to reject candidates during the matching process, ensuring that the candidate is not notified or aware on being in this state, as it is not relevant to them.
I will now explain how to create workflow states from scratch.
In the workflow state tab, click the green plus icon.
In the new interface, you will have the option to provide detailed information about the workflow state:
Name: Select a descriptive name for the candidate/talent workflow state that accurately reflects its purpose.
Color: Choose a specific color to visually represent this status within the workflow.
Negative: Mark this checkbox if the status is considered terminal, indicating that it represents the final state in the workflow.
Sort Order: Define the position or order of this state within the workflow. Stage: Specify the stage in which this state should be included.
Candidate Label: Determine what the candidate will see in their job portal when they are in this particular status of the workflow.
To create all the workflow states included in your workflow, simply follow the same process mentioned earlier. Repeat the steps for each state you need to create.
If you ever need to edit a state after creating it, you can easily do so by clicking on the pencil icon located next to the name of the workflow state on the right side. This will allow you to make any necessary modifications or updates to the state.
Also, keep in mind that you can disable a state by clicking on the following icon next to a workflow state name on the right:
How to add Workflow transitions
To complete the configuration of a workflow, the final step is to create workflow transitions. This step is essential as it defines the specific steps and actions that the workflow will follow.
In this section, you have the ability to configure the flow of the recruitment process. You can define the transitions that should occur and the corresponding actions triggered when moving from one status to another.
It's important to note that you can configure these actions from both perspectives: the agent/recruiter side and the candidate/talent side. This allows you to set up the desired actions and behaviors for each party involved in the workflow.
Please bear in mind that we are specifically discussing candidate transitions in the workflow configuration. This means that you have the ability to configure what the agent/recruiter or the candidate/talent will see when the candidate is in a particular state within the workflow.
To illustrate this concept further, I will provide an example of pre-configured workflow transitions below.
Let’s look first at the Entry Points part:
Within the candidate pipeline transitions, it is important to properly configure each entry point and its corresponding states. Let's review each entry point individually:
Adding in Match: This is the state the talent should have if they are added through the Match feature.
Adding in Match (external): This is the state the talent should have if they are added from external sources, such as job boards connected to the Match feature.
Adding job manually from candidate pipelines: This is the state the candidate should have when a job is manually added to their pipeline from the candidate menu.
Adding job manually from job panel: This is the state the candidate should have when a candidate is manually added to a job from the job menu.
Applying from Indeed: If the feature is enabled, this is the status the candidate should have when they apply for a job through Indeed.
Applying from Job Portal: If the feature is enabled, this is the status the candidate should have when they apply for a job through the Job Portal.
Applying from Team Tailor: If the feature is enabled, this is the status the candidate should have when they apply for a job through Team Tailor.
Manual Move: This is the status a candidate should have if they are generated via a form. This is only configurable from the back-end
Recommendation: This is the status the candidate should have when the "recommend a job" button is pressed.
Rejecting in Match: This is the status the candidate should have when the negative transition is pressed in the Match feature.
Adding from CV inbox: This is the status the candidate should have when they are generated via CV inbox, meaning their CV was sent through the client's configured CV inbox.
Applying from Chatbot: This is the status the candidate should have when they apply for a job via a chatbot recommendation.
Applying from Facebook: If the feature is enabled, this is the status the candidate should have when they apply for a job through Facebook.
Applying from HeadHunter: If the feature is enabled, this is the status the candidate should have when they apply for a job through HeadHunter.
Applying from Public Job Link: This is the status the candidate should have if they apply for a job from the public job link, which is visible to candidates when they click on "more details" for a job from their portal.
Applying from Superjob: If the feature is enabled, this is the status the candidate should have when they apply for a job through Superjob.
Declining from Chatbot: This is the status the candidate should have when they decline a job from a bot recommendation.
To properly configure these candidate pipeline transitions, you need to ensure that all the entry points are appropriately set up. You can do this by clicking on the pencil icon next to the transition name on the right side.
In this section, you can customize the settings for workflow transitions.
You have the following options for transitions:
Send Email: This transition allows you to send an email when it is triggered. You can specify the participant (candidate, agent, contact) and choose the email template to use.
Send SMS: If enabled for the client instance, this transition enables sending an SMS when triggered.
In-app Transitions: When this transition is triggered, it can generate an in-app notification.
Add Tags: This transition automatically adds a tag when performed.
Add to a List: When this transition is triggered, the user will be automatically added to a specified list.
Let's carefully review these transitions together.
Send Email
If you select the 'send email' option, you can specify the recipients who should receive the email (candidate, agent, contact). You can also choose the email template to be used. Please note that the email template should be created beforehand in the 'utils' section under 'email template editor' within the 'business-workflows' folder.
It is important to note that the recipient refers to the person assigned to the job. If you select 'contact', then the contact assigned to the job will receive the email.
To enable responses to be forwarded to the sender when the recipient replies to the email, tick the 'reply in agent inbox' checkbox. If the checkbox is not selected, responses will be sent to the general system email that was configured for system emails. Remember to click on the 'update' button once you have completed the configuration.
Send SMS
When you choose the 'Send SMS' option, you will have the ability to configure the participant who should receive the SMS (contact, agent, candidate) and compose the text message they should receive.
It's important to remember that the recipient of the SMS refers to the person assigned to the job. If you select 'contact' as the recipient, the contact assigned to the job will receive the SMS.
While composing the text message, you can utilize parameters such as 'candidate first name,' which will be automatically filled in with the appropriate information when the transition is triggered.
To access the complete list of available parameters and add them to your text message, you can select the 'select a param from the library' field. This will provide you with the parameter options to choose from and incorporate into your message.
Please keep in mind that the SMS text is limited to 1600 characters. Ensure that your message does not exceed this limit to ensure successful delivery of the SMS.
Additionally, it is crucial to note that the recipient's mobile number field must be filled when the transition is triggered. If the mobile number field is left empty, the recipient will not receive the SMS message.
In-app notifications
When configuring these transitions, it's important to understand that they will trigger a notification in the notification panel located at the top right of the screen. However, please note that only agents/recruiters will receive these notifications. Candidates or talents will not have access to these notifications in their user interface.
In fact, when it comes to configuration, you will be able to select only the agent option.
Add Tags
This transition enables the automatic addition of existing tags to an entity when a specific pipeline transition is executed. You can choose whether the tag should be added to the candidate or contact, and you can only select from existing tags. Therefore, ensure that the tag has been created beforehand before configuring this transition.
Add to a list
This transition allows for the automatic addition of an existing list to an entity when a specific pipeline transition is triggered. You can choose whether the list should be added to the candidate or contact, and you can only select from existing lists. Therefore, ensure that the list has been created prior to configuring this transition.
It's important to note that only smart lists can be selected from the dropdown menu, and manual lists are not available as options for this transition.
Workflow States Transitions
Once you have configured all the entry points, now it is the moment to configure workflow states meaning that how the whole recruitment process will work.
When starting to create a workflow from scratch, workflow states transition will be blank so you need to create new transitions.
To do so, click on the little green plus icon on the top right corner to open the configuration window.
Let’s review all the option that you will find in this page and how you can configure.
Transition Side: This field allows you to determine the visibility of the transition. You can select whether it should be an agent transition visible from the agent/recruiter portal or a candidate transition visible from the talent/candidate portal. Choose the option that you would like to configure.
Allowed User Groups: This option is applicable only for agent/recruiter transitions. As there may be different participant roles within the workflow, you can select which participants should be able to see this transition. Choose the relevant user groups who should have access to this transition. Keep in mind that the relevant user groups could be agent or contacts.
Initial State: This field specifies the starting state from which the transition should be initiated. Select the appropriate status from which the transition should begin.
Target State: This field determines the state to which the talent/candidate should move after clicking on this transition. Choose the desired target state.
Button Name: Here, you can decide how the button triggering this transition should be named. Select a suitable name for this particular transition's button.
Workflow Transition Actions: In this section, you can add any necessary automation for the transition, if required. You have the option to choose from various actions such as sending an email, sending an SMS, triggering an in-app notification, adding tags, or adding to a list. Please refer to the previous explanations for configuring these actions accordingly.
Here is an example of an agent/recruiter transition.
Additionally, you have the option to select the "Allow Agent Editing" checkbox. When this checkbox is selected, clicking on the button will trigger a pop-up window that allows for confirmation of the action. This option is particularly useful for SMS, as it enables editing of the content being sent.
It's worth noting that you can group transitions together. For instance, if you have different source states but the same target state, you can group them together for better understanding and visualization of that particular transition (as it is shown on the screenshot).
Above you can see an example of a candidate transition and how it can be configured.
Once you have finished configuring the entire workflow, it is highly recommended to thoroughly test it to ensure that all transitions are properly covered and working as expected. To do this, it is advised to simulate the workflow by playing the role of different participants, including agents, contacts, and candidates. By testing the workflow from these different perspectives, you can ensure that all aspects are functioning correctly and identify any potential issues or improvements that may be required.