Multiple workflows allow organizations to setup unique workflows for different jobs. So not all jobs require the same workflow process. Not all accounts will have the multiple workflow options.
This must initially be activated by the Administrator of the account by going to Setup --> Configure --> Configure Job/Application Workflow.
Configure Application Workflow
If your account has the multiple workflow options, then once you choose Configure Application Workflow you will notice something similar to the following screen:
As you can see from the example above, there currently is one default Application Workflow containing 9 stages (you can view your stages by going to Setup-->Configure --> Configure Application Stages) which is Active and set as the Default. The default workflow will be automatically selected when creating a new job. When a job requisition is set up the hiring manager will not be able to change the workflow, but the recruiter may change it later when approving the job.
To create a new workflow select "Create Workflow" from the action menu:
You will be prompted for the new workflow name:
Once you add the Name and choose "Save", you will see something similar to the following screen (your individual workflow stages might be different):
You will notice at the top of the screen the dropdown allows you to set this workflow status from Draft to Active:
When you set the workflow to Active, it will be available for you to use when you create or edit a job.
You have the option to make this the default workflow by selecting "Set as Default":
Note: If the workflow is currently set to your Default, you will not be able to set it to draft until you set another workflow stage to the default first.
Expand All and Collapse All allow you to expand or collapse all the stage panels in the workflow. By default the panels are opened or expanded when you open a workflow.
Clicking the green button "Add Stage to Workflow" allows you to create a stage and add it to the current workflow. Clicking the button will open the following dialog box:
Note the drop down field labeled "Add Stage After". You can select the position in the workflow that the new stage should appear. Select the stage you want the new stage to appear after by choosing the stage name from the drop down menu.
The available options in this dialog are as follows:
- Application Workflow Stage Settings
- Email Settings
- Task Settings
- Event Settings
- User Settings
- Field Settings
Application Workflow Stage Settings
This is the section where you enter a stage name and select where the stage will appear in the workflow.
You can choose to have an email triggered when a candidate enters this stage. Here I will add an email trigger specifically for the Executive Workflow:
Once you add an email trigger you can choose to have a starting email stage (since this is in the New stage I do not need a starting trigger). You also have the option of adding additional emails as well as Delete the email from the Stage:
Clicking on the name of the email will open the email template in a new tab.
The drop list will only appear if you created Tasks within your Library and set the assignment (for example):
When you select a task template from the list the task will be assigned to the user group when candidates are in that stage.
The drop list will only appear if you created Events within your Library and set the assignment. When you select an Event template from the list the Event will be assigned to the user group when the job is in that stage.
Here you can select which user group (Job Owner and/ Hiring Manager) or user is the owner of the stage as well as whether they will need to receive a notification when a job is in this stage.
Note: The Job Owners and Hiring Manager groups are set at the job level. See Jobs for more information. Also if you have five or more users, the user select changes from a checkbox list to a search field. You can start typing the name of the user in this field and select them from a list that populates with all users matching your criteria.
This will differ based on your unique Application Fields but you can select "Show" for any field that the user should enter when they move a job to this stage. Select "Require" to require that a user enter a value.
Note: If you have five or more fields, the Field select changes from a checkbox list to a search field. You can start typing the name of the field in this field and select it from a list that populates with all fields matching your criteria.
Once you are ready to save the new workflow you can choose "Save":
You can then see a summary of the new workflow stage as well as Edit, Delete, and rearrange any other stages for this new workflow:
Note that hovering over "View Email" produces a preview of the email as shown in the above screenshot.
You can select the three horizontal lines to reorder the stages by dragging and dropping the stages in the order which works best for this workflow:
You also have the ability to edit any workflow stages by selecting the "Edit Workflow Stage" icon:
You also have the ability to remove any non-system workflow stages by selecting the trash can (this will not delete the stage but just remove it from this workflow):
You can also rename the Workflow name by selecting the icon at the top and change the name:
If your Add Stage to Workflow button has an overlay of a number in a yellow circle, this means that you have stages available that are not in the current workflow. Clicking the button will produce a drop down listing the available stages. Note that you do not have to add them to your current workflow. See below:
Once you have all of the stages set for the new workflow and set its status from Draft to Active, it will be available to you when you create a new job: