Open topic with navigation

Recruitment Workflow Details

Overview

A dynamic workflow for Recruitment is shown below.

Workflow for Recruitment

You can click on parts of the following representation of the map to navigate to the corresponding topic.

Sample Recruitment Workflow

Parts of a Dynamic Workflow

Workflow

Each workflow is identified by a code and description. A drop-down selection list identifies the currently displayed workflow and allows you to select another workflow.

Next to the workflow selection, a row of icons enables taking action on the Workflow record: edit, delete, add, or clone.

Each workflow consists of one or more groups of steps called a Phase.

Each of these steps is managed within the context of a workflow record.

A smaller Add icon underneath each Phase, enables adding a new Phase.

On-Screen Instructions:

Instructions

To choose an existing workflow, use the selection list.  

Copy an Existing Workflow

A Workflow code acts as the container to hold the workflow definition. As phases and items are built to define the overall workflow, each phase and item are part of the workflow definition associated with a particular Workflow code.

To copy an existing workflow, click on the Clone icon, enter a Workflow Code, modify the Workflow Name, and save. Cloning includes the phases.

Clone/Copy a Workflow Definition

Add the Next Phase

Phases are listed numerically, starting with "1.)".

To add the next Phase to a Workflow, click on the small Add icon underneath the previous Phase. Enter the Phase Name and Save. For a phase that includes an automatic screening or includes a questionnaire with defined knockout questions and required scores, select the Auto Promote checkbox and choose a Promotion Status.

Add a Phase to a  Workflow

Every phase includes at least one item. A warning displays when you add a phase:

"There are no items in this phase yet. Each phase must contain at least 1 item."

Action Icons Under a Phase Name

Each Phase has a set of icons directly underneath the Phase Name.

• Edit.  The small Edit icon opens an edit panel to change the Phase Name, Auto Promote or corresponding Promotion Status.
• Delete. The small Delete icon is used to delete an entire phase.
• Add. The small Add icon directly underneath the Phase Name is use to add items to the Phase.
• Move phase up or down. The small up or down button underneath a Phase Name changes the order of the Phases.

The button is the "Move phase Up" button when the phase is after the first phase.

The button is the "Move phase down" button when the phase is the last in the list.

Add an Item to a Phase

An item is a task. It is something that is done as part of the process. While a Phase Name is often descriptive, it doesn't define the actual task.

To add an item to a Phase, click on the Add icon underneath the Phase Name, define the item, and save. Required fields are marked with a red asterisk.

Item types for recruitment workflow are:

• Candidate Interview/Screening. Any type of interview or screening that your organization identifies or conducts.
• Candidate Questionnaire. A survey, test, or other questionnaire that the candidate completes.
• Candidate Rating. Any rating or scoring procedure not called a screening or questionnaire.
• Email Notification. Any task to automatically send a system message or external email.
• Manager Questionnaire.  survey, test, or other questionnaire that a supervisor or manager completes.

Basic Workflow Item Information

• Type.  Requirements differ depending on the type of item. Required fields are marked with a red asterisk.
• Item Name. The name of this workflow item.
• Routing Type. How the item is routed for approval. Depending on the item type, routing types are by Requisition, Supervisor, or Workgroup.
• Assigned To. Who is responsible for completing an item?
• Rating Method. How is this item rated? Items types are defined with pre-assigned rating methods, such as Interview Recommendation, Pass / Fail, or Rating Recommendation.
• Visible to Other Reviewers? Select to allow other reviewers to view the results.
• Require Completion? Select to designate that an item must be completed for a candidate to continue to the next phase. For instance, at some organizations, a second interview may be optional, depending on the results of the first interview.

Additional Information Per Type

Additional entries are available based on the selected Type. A red asterisk designates required entries.

• For Candidate Interview/Screening, select the Screening Type. Optionally, identify the Days to Complete, Cost, Location, and Instructions. Save.
• For Candidate Questionnaire Information, select the Questionnaire and the number of calendar Days to Complete before the item expires. Save.
• For Candidate Rating, select the Rating Profile. Optionally, define the number of calendar Days to Complete. Save.
• For an Email Notification, identify the Notification Template. Optionally, define the number of calendar Days Until Notification. Save. (No Rating Type is available for an Email Notification.)
• For Manager Questionnaire Information, select the Questionnaire and the number of calendar Days to Complete before the item expires. Save.