What are Automation workflows and how do I use them?

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Available for User roles Super Admin 
Products Professional and Enterprise

 

What is Automation Workflows?

Automation Workflows in Lever provide a set of configurable automation “building blocks” to help your team introduce greater efficiencies to your recruiting process. This feature will make 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 ultimately means more consistent recruiter behavior and fewer missed actions, accumulating in more reliable data for reporting.

Note: Only Super Admin users have access to view, create, and manage Automation workflows in Lever. 

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Create an automation workflow:

To create an Automation workflow, head to the Automation workflows page in your Lever account. You can get there by clicking "More"->"Automation" in the top navigation bar of your account. 

On the Automation workflows page:

  • Click + NEW WORKFLOW to create a new workflow and open the editor flyover
  • In the workflow editor, define your new Automation workflow by selecting the desired trigger, condition(s) and action(s). 

Trigger (When this happens...): The event that triggers the rule to begin.

Condition (Continue if...)The criterion(a) that must be met in order for the action to execute. 

Action (Do this...)The action that takes places when the trigger and condition(s) are satisfied.

 

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Once you've built out your workflow, each step will turn blue, indicating that your rule is complete, and values are valid. Example in screenshot below:

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Tip: You may add multiple conditions and actions to a single automation workflow to best fit it to your team's and processes and workflows.

Enable / Disable / Delete an Automation workflow

Once a rule has been built, you can click "Start workflow" to set the automation live. In the future, you can always toggle the rule on or off as desired either from the workflow editor, or by clicking the toggle in the workflow list. In the case you determine it is necessary to go further than disabling a rule and delete it, click the ellipses button "..." in the workflow editor, and then "Delete automation workflow"

 

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Triggers defined: 

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 moved to Hired stage.

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

 

Actions defined: 

Add tag: When using the "add tag" action, the specified tag(s) will be applied to the opportunity if the trigger occurs and the condition is satisfied. You may have several questions that apply tags. It's ok if several questions apply the same tag, but each tag can only appear once on an opportunity.

Auto-archive: This action moves the opportunity to the Archive stage defined in the workflow. This "auto-archive action" checks to see if the candidate is already archived before performing an archive or email action. If the candidate is already archived, the workflow will not re-archive or re-email a candidate.

Send email: This action sends a customized email to selected user(s) of your Lever instance from a no reply email address. 

 

Automation workflow profile stories:

When a workflow is triggered, and an action occurs, a profile story is generated on the opportunity profile. This profile story displays which actions occurred, as well as the date and the name of the Automation workflow responsible for taking the action.

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Automation Workflow examples for inspiration

 

Use case Example Workflow setup
Auto-screening: Automatically archive, email, and/or tag candidates based on how they respond to application questions. When a candidate applying to a role in Argentina indicates that they are not eligible to work in Argentina, automatically archive the opportunity as "Underqualified" and send a polite email to the candidate to provide context and close the loop.

 

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Hired candidate email notification and survey collection

When a candidate is hired, send an email to the Hiring Manager of a Job Posting with a link to an experience survey to rate the experience with the recruiter. 

 

 

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Stage-specific HR team task email notification  Send email to HR Legal informing them that there is a candidate that requires collection of proof of work eligibility when the candidate reaches “Reference Check” stage.

 

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