Workflow automations are a powerful tool that can help you streamline your processes and save time. With workflow automations, you can create automations that work across the entire Pinpoint deployment. This means that you can automate tasks and processes that span multiple jobs, departments and applications, making your work more efficient and effective.
It can help to think of your automation in terms of a "When... If... Then..." statement. For example, instead of saying, "Close a job after 600 applications", rephrase your automation to "When I get an application, if it's the 600th application, then close the job". If you're new to workflow automation, don't worry! We have some helpful templates to get you started.
How to Create a New Automation
To get started with workflow automations, go to the Manage Automations page and click "Add New Automation."
From here, you can select the trigger that will start your automation. In this example, we will work through creating an automation that triggers when a tag is used. Whenever this tag is added we will send the candidate a rejection email.
Triggers
Triggers are the starting point for your automation. They are event-based, meaning they start when a specific action happens in the platform. For example, you can set a trigger to start an automation when a job application comes in, offer is accepted, or when a job is closed.
If you would like more options, select the "Configure Manually" option. We'll use that in this example to create an automation that triggers when a tag is used.
To configure or edit a trigger, click on the trigger name. From here fill out the form to the left.
In this case, we will add an activity-based trigger to the application. We can configure the trigger to apply to one tag at this stage by adding a condition. Don't forget to add a name at the top to ensure the automation is more human-readable.
Logic
Once your trigger is set, you can add logic to your automation. This can include filters or branching, which allow you to specify certain conditions that must be met for the automation to continue.
In our example above, we only want to invite candidates to join our talent pool if they can work in the country where the job is located. To do this, we'll add a condition filter to check their answer to our "Right to Work" application question. If they answered yes, we can invite them to join the Talent Pipeline in our rejection email.
By selecting the "Else branch" option we also get the option to define what actions we want to take when the candidate has not answered the Right to Work question, or answered No/False. Alternativly we can use Branching Conditions if we need to define multiple options (for example, we could have different behavior for different countries or departments).
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Actions
Finally, you can add actions to your automation. These actions perform tasks in Pinpoint, such as sending an email, updating a record, or creating a task. You can add multiple actions to your automation, allowing you to automate complex processes with ease.
To set up an action, click the "Add Action" button in the automation path.
In our example, we'll add a rejection email. We can configure this email to be delayed to send only during office hours or delay it to send at a specific time so it feels more natural.
After we add all our actions we can go to review and publish our automation.
Publish
When you are ready to publish your automation, use the "Review and Publish" button at the top. This will provide you with a summary of what data this automation will look at, and what action it will take. When you are ready, click on Publish.