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Within a workflow, specific automated actions may be programmed to occur when a candidate is moved into certain folders. These events are called triggers. For example, when a candidate is dragged into the Not Suitable folder, a dialog box may open in which the user can select the reason why the candidate was determined not to be suitable for the requisition. Additionally, a dialog box may appear in which the user can send the candidate an email message, indicating that the candidate is no longer being considered for this position.
Triggers can occur in various forms, such as creating and sending email messages, generating Microsoft Office Word documents for completion, or opening panels with fields to populate. Triggers can also be “behind-the-scenes” events that occur without the user ever seeing the actual trigger in action, such as removing job posts from your organization's job posting sites when a candidate is moved to the Hired folder or changing the status of a requisition from Open to Closed.
Another trigger type is called the Selectable Email trigger, which replaces the tags in an email template with real values, such as the candidate’s name, the requisition title, or salary. The template appears in the form of an email message, and recipients can be predetermined based on workflow folder settings. When the trigger fires, PeopleFluent Recruiting Portal user can select the template that should be used to create the e-mail message. Following is more information and user tips for this trigger type:
This trigger can be set on any workflow folder where an email message should be sent as a result of a candidate move. Examples include messages to candidates or messages to and from recruiters and hiring managers.
When an email is sent, the From address will display the email address of the user who sent it.
Selectable email triggers cannot be silent. The user must manually select the desired template and send the email.
Subject lines must be included in the email templates; a subject line cannot be specified in the trigger.
If BCC User? is selected, the current user’s email address is put in the message BCC field.
Best Practice: If using the internal email setting, always use the BCC feature to copy the user sending the email, so that a record of all sent messages can be kept. If using Microsoft Outlook or Lotus Notes, this feature may not be needed, as all sent email messages will be automatically saved in the user’s Sent Items folder.
For each recipient who should receive the email message, select To, select the recipient type, and click the down arrow. Repeat for all recipients who should appear in the “To,” “CC,” and “BCC” fields of the message.
If you select RECRUITER, each recruiter associated with the requisition will receive the message. However, if you select PRIMARY_RECRUITER, only the primary recruiter, as designated on the requisition, will receive the message.
CANDIDATE, INTERVIEWER and AGENCY are not supported when the selectable email trigger is used as part of a requisition status change trigger.
If you want to intentionally leave the To field blank, select OTHER and do not populate the Other Recipient Email field.
If you select SUBMITTING_AGENCY_USER, candidates who are submitted to PeopleFluent Recruiting Portal through the PeopleFluent Staffing Agency Portal and are moved to a workflow folder with the email trigger, the email message is sent to the actual agency recruiter who submitted the candidate.
Triggers can be set for each workflow folder in PeopleFluent RMS Administration Portal. For detailed information, please reference the online help for that portal.
If this parameter is set in PeopleFluent RMS Administration Portal, RMS determines the candidate’s preferred language (presentation and locale) based on their browser settings. The email is then generated in the candidate's presentation and locale when a candidate is moved into a Workflow folder.
Note: If this parameter is selected, the Fire Multiple? parameter must also be selected. This allows an individual message to be sent to each candidate. To send the email to the candidate, CANDIDATE should be selected in the To: field.
RMS uses the following criteria to determine the presentation (language and locale) in which to send an email:
RMS will generate the email using the locale in which the candidate applied.
If the candidate has not applied to a job, the email is based on the last locale used by the candidate.
Recipients who are in the CC: or BCC: lists will receive the email in the candidate’s presentation.
If the candidate’s locale cannot be determined or is not supported, the email will be sent in the user’s default presentation.
If the recipient is not a candidate, the email is sent in the user’s default presentation.
This parameter is assigned to a workflow in PeopleFluent RMS Administration Portal. When the recruiter moves a candidate into a workflow folder the trigger fires a pop-up window that allows the recruiter to select a form or forms to send to a candidate. With the Forms Trigger:
The recruiter can drop multiple candidates in a folder containing a Form Trigger and the trigger fires allowing the recruiter to send the same forms to all candidates.
The recruiter can drop multiple candidates in a folder containing a Forms Trigger and the trigger fires multiple times allowing the recruiter to send different forms to each candidate.
The candidate receives the form as a link in an email. The candidate clicks the link and the form displays in a browser for the candidate to complete.
The candidate can save the form as a draft and return to it as often as needed. Once the candidate has completes the form, they can submit the form back to the approver.
The recruiter can view the forms sent to a candidate under the Forms panel of a candidate record.
The Workflow Questionnaire trigger is used to execute an email message in PeopleFluent Recruiting Portal that requests candidates to complete questionnaires in compliance with rule changes to the Vietnam Era Veterans’ Readjustment Assistance Act (VEVRAA) and Section 503 of the Rehabilitation Act. These rule changes are enforced by the U.S. Department of Labor’s Office of Federal Contract Compliance Programs (OFCCP). With this trigger type, the questionnaire is attached to the trigger instead of a specific requisition.
In PeopleFluent Recruiting Portal, when a candidate is moved to a workflow folder with the Workflow Questionnaire trigger, the trigger fires and sends the candidate a link to the selected questionnaire that was created in PeopleFluent RMS Administration Portal.
If you update a questionnaire that is associated a workflow questionnaire trigger, candidates will still receive the original version of the questionnaire when the trigger fires in PeopleFluent Recruiting Portal. To send the updated version of the questionnaire to candidates, edit the workflow trigger and select the updated questionnaire. The next time the workflow questionnaire trigger fires, the candidate receives a link to the updated questionnaire.
Additional Information
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