Automation workflows

Automation workflows provide a set of configurable automation 'building blocks' to help your team introduce greater efficiencies to your recruiting process. This feature makes your team more productive by automating repetitive work performed by recruiters in Lever. Automatically archive, tag, email, or advance candidates based on application submission and opportunity stage. Automation creates consistency in recruiter behavior and fewer missed actions, accumulating in more reliable data for reporting. Readers of this article will learn about:

Creating automation workflows

• Navigate to More > Automation.

• Click the + New Workflow button.
• In the workflow editor, input a title and variables in the following fields:

  • Trigger (When this happens...): The event that triggers the rule to begin. Triggers can be one of three events:

    • Application form submitted: The workflow will trigger when a candidate application is received after a candidate submits their application through the job site. 

    • Opportunity Hired: The workflow will trigger when an opportunity is archived as 'Hired.'

    • Opportunity stage changed: The workflow will trigger when an opportunity is moved into a different stage of your candidate pipeline.

  • Condition (Continue if...): The criteria that must be met in order for the action to execute. Multiple conditions can be used for a single workflow. Conditions can be based on one or more of the following objects:

    • Opportunity, with the characteristic:
      • is archived...(true or false)
      • has archive reason...(true, false, or specific reason(s))
      • has tag...(true, false, or specific tag(s))
      • has stage...(true, false, or specific stage(s))
    • Application form, with the ability to choose specific forms and questions within them.
    • Job posting, with the characteristic(s):
      • hiring manager is... (true, false, or specific hiring manager(s))
      • owner is... (true, false, or specific posting owner(s))
      • is...(true, false, or specific posting(s))
      • location is...(true, false, or specific location(s))
      • work type is...(true, false, or specific work type(s))

  • Action (Do this...): The action(s) that takes places when the trigger and condition(s) are satisfied. Multiple actions can be used in single workflow. There are three possible actions that can be executed as part of a workflow:

    • Add tag: The specified tag(s) will be applied to the opportunity. Multiple workflows may have rules to apply the same tag, but each tag can only appear once on an opportunity.
    • Auto-archive: The opportunity will be archived with the archive reason defined in the rule., as long as the opportunity has not already been archived. If you include this action in your workflow, you will also have the option to send a rejection email as part of the execution of the auto-archive action. Rejection emails can be sent with a pre-set delay and can only be selected from team email templates.
    • Send email: An email will be sent to the defined users in your LeverTRM environment from a no-reply Lever email address. Auto-text tokens can be included in the subject and body of the email. To learn which auto-text tokens are available, refer to our Automation workflow email auto-text token help article.
• If the rule you have defined in the workflow is valid, the step will turn blue in the workflow editor. When all rules are valid, the Start Workflow button will become clickable at the top of the editor. Click this button to enable the workflow you have created.

Enabling, disabling, and deleting automation workflows

Enabling/disabling

To enable or disable an automation workflow, click the toggle at the top of the workflow editor. The toggle will appear green when the workflow is active.

Workflows can also be enabled and disable by clicking the toggle next to the corresponding workflow title in the Automation workflows list.

Deleting

To delete an automation workflow, open the workflow editor, click the ⋯ button and select Delete Automation Workflow.

Automation workflow actions in candidate stories

When an action from an automation workflow is executed, an entry is made on the candidate profile story for the associated opportunity documenting the action include the date the action was executed and the title of the workflow that was triggered. 

Automation workflow use cases

Here are some examples of how automation workflows can be used to facilitate consistency and efficiency in your team's recruitment process.