Automation workflows

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Available for User roles Super Admin
Packages LeverTRM for Enterprise or Advanced Automation add-on

Automation workflows provide a set of configurable automation 'building blocks' to help you and 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:

To view a demonstration of how to build automation workflows, jump to the video at the end of this article.

Creating automation workflows

 

Only users with Super Admin level access can view, create, and manage automation workflows.
  • Navigate to More > Automation

Menu expandeded from More option in navigation bar with Automation option highlighted.

  • 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 candidate, user in your Lever environment, or external recipient. Auto-text tokens and templates can be used to compose the subject and body of the email. The email can include cc and bcc recipients, as well as attachments. To learn more about this specific action, refer to our help article on setting up email automations.
  • 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.

Automation workflow editor with valid rules.

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.

Close up of automation workflow editor with arrow pointing to activation toggle.

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

Automation workflow list with activation toggles circled.

Deleting

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

Delete automation option in menu extended from ellipses button in workflow editor.

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. 

Entry in candidate story describing executed action.

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.

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 'Under-qualified' and send a polite email to the candidate to provide context and close the loop.

 

Trigger: Application form submitted

Conditions: Application form is 'LATAM Language Fluency and Work Eligibility' with the question "Are you eligible to work in Argentina?" and the response is "No."

Actions: Archive opportunity as 'Under-qualified' and Send Email with template '[Reject] Polite rejection after resume review'

Hired candidate email notification and survey collection

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

Trigger: Opportunity hired

Condition: Job posting hiring manager is one of these '[hiring manager name]'

Action: Send email to '[hiring manager email address]' with subject "Please provide recruiter feedback"

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.

Trigger: Opportunity stage changed

Condition: Opportunity stage is one of these 'Reference check'

Action: Send email to '[HR legal team email address]' with subject "[TASK] Collect Candidate Work Eligibility"

 

Video walkthrough

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