Task Management for Recruitment Workflows

Workflow triggers allow you to automate task creation and assignment based on specific events in the recruitment pipeline. This feature reduces administrative tasks and ensures consistent handling of critical recruitment steps.

Key Features of Workflow Triggers

• Create User Task Trigger: Automatically set tasks for yourself or assign them to others based on role (e.g., hiring manager, recruiter) or specific users.
• Due Dates: Specify a number of days for task completion from the trigger date or choose not to set a due date.
• Standardized Notes: Add consistent instructions and context to tasks, ensuring clarity and uniformity.

Setting Up User Task Types

• Navigate to Administration -> Dropdown List Manager.
• Select Other Lists -> User Task Type.
• Add your custom task types to fit your workflow.
• Once your User Task Types have been added, you are able to use the feature.

How to Set Up Workflow Triggers

Access Workflow Triggers:

• • Navigate to Administration > Workflow Triggers.

Create a New Trigger:

• • Click on Add New Trigger or Create Trigger.

Configure Trigger Details:

• • Trigger Type: Select Create User Task.
  • Assign To: Choose a specific user or role.
  • Task Type: Select from predefined task types (e.g., Reference Check, Schedule Interview).
  • Due Date: Enter the number of days until the task is due from the trigger date.
  • Notes: Add any standardized instructions.

Set Trigger Events:

• • Choose when the task should be triggered (see Trigger Events below).

Set Exclusions (Optional):

• • Specify any scenarios where the trigger should not activate (see Exclusions below).

Save the Trigger:

• • Click Save to activate the workflow trigger.

Trigger Events

Tasks can be triggered by the following candidate actions:

• Step Entry: When a candidate enters or is moved into a designated workflow step.
• Step Advance: When a candidate progresses to the next step in the recruitment process.
• Step Reject: When a candidate is dispositioned or rejected in a specific workflow step.

Exclusions

Customize triggers to prevent task creation in specific scenarios:

• Disqualified Candidates: Exclude candidates disqualified manually or automatically (e.g., by answering a knockout question).
• Internal Candidates: Exclude internal candidates (those applying through the company intranet or marked as current employees).

Available Task Types

Manage task types through Administration > Dropdown List Manager. Commonly used task types include:

• Document Collection
• Reference Check
• Background Screening
• Schedule Interview
• Send Follow-up Email

These task types help maintain a structured approach, allowing recruiters to track tasks specific to each stage of the hiring process.

Manual Task Creation from the Candidate Details Page

For unique situations or ad-hoc requirements, you can manually create tasks directly from a candidate’s profile. This flexibility ensures that any non-standard actions required for individual candidates can be easily managed and tracked.

Steps to Manually Create a Task

1. Access the Candidate’s Profile:
   • Navigate to the candidate’s record in the system.
2. Open the Tasks Tab:
   • Click on the Tasks section within the candidate’s profile.
3. Create a New Task:
   • Click Create Task or Add Task to open the task creation form.
4. Assign the Task:
   • Assign To: By default, tasks are assigned to you. Select any user with system access if you wish to delegate.
5. Select Task Type:
   • Choose the task type that best matches the action (e.g., Reference Check, Prepare Offer).
6. Set Due Date (Optional):
   • Assign a specific due date if needed, or leave blank if there’s no strict deadline.
7. Add Notes:
   • Include instructions or relevant details for the assignee to provide context and direction.
8. Save the Task:
   • Click Save to finalize the task.

Visibility of Manually Created Tasks

Once saved, the task will be visible in:

• My Tasks Dashboard:
  • View all tasks assigned to you, including those you created for others.
• Candidate’s Tasks Tab:
  • Provides a clear view of all tasks associated with that candidate.

Benefits of Combining Automated and Manual Task Creation

Using both methods optimizes task management:

• Automation:
  • Handles repetitive and standardized tasks efficiently, reducing administrative load.
• Flexibility:
  • Allows handling of unique scenarios manually, ensuring all candidate-specific needs are addressed.
• Consistency:
  • Standardized notes and task types ensure a cohesive approach across both methods.
• Accountability and Visibility:
  • Tasks are clearly visible in both the My Tasks dashboard and the candidate’s profile, promoting accountability and effective management.

Example Use Case

Scenario: You want to automatically collect documents when a candidate reaches the "Interview Scheduled" step.

Automated Task Setup:

1. Create a Workflow Trigger:
   • Trigger Event: Step Entry into "Interview Scheduled".
   • Task Type: Document Collection.
   • Assign To: Recruitment Coordinator.
   • Due Date: 2 days from the trigger date.
   • Notes: Include instructions for document collection.

Manual Task Addition:

• If additional actions are needed that fall outside of workflow triggers, such as a custom follow-up task, a recruiter can manually add tasks directly from the candidate’s Tasks tab.

My Pending Tasks Dashboard

The My Pending Tasks widget on your dashboard centralizes task tracking.

Filter Options:

• My Tasks – Tasks assigned to you.
• Assigned to Others – Tasks you’ve assigned to others.
• Upcoming – Tasks with future due dates.
• Completed – All completed tasks.

Clicking a candidate's name in the My Pending Tasks widget takes you directly to their record for quick action.