Understanding your unified pipeline - Part 6: Archive

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This article is the sixth in a series designed to help you understand the structure and operation of LeverTRM's unified pipeline. As the main point of action for candidate management, the pipeline serves as the backbone of the LeverTRM platform. The ability to navigate your pipeline with accuracy and agility is a fundamental skill when it comes to using LeverTRM. 

This article will take a close look at the Archive section of the pipeline and how it functions. Specifically, readers of this article will learn about:

If you missed it, the second article in this series defines the difference between candidates and opportunities in LeverTRM - a key distinction when it comes to navigating your pipeline.

Archive reasons and structure

Visually, the Archive mirrors the structure of the other sections of the pipeline. However, unlike the Lead, Applicant and Interview sections, the Archive is segmented by archive reasons instead of stages. You will find archive reasons arranged horizontally above the opportunity list. Selecting an archive reason will filter for opportunities archived for that specific reason.

Example of archive reasons in the Archive section of the pipeline 

As with the stages in Applicant and Interview sections, archive reasons are configured when your organization first sets up their LeverTRM environment. If you wish to add, change, or remove archive reasons after your LeverTRM environment has been set up, submit a request to our Support team.

Adding opportunities to the Archive

Opportunities can be moved to the Archive from any section or stage of the pipeline. There are three ways in which an opportunity can be archived:

#1: From the candidate profile

  • Click into an opportunity to open the corresponding candidate profile
  • Click the Archive button next to the stage drop-down menu

Close-up of candidate profile with arrow pointing to Archive button.

  • Select and archive reason from the drop-down menu. If the candidate has other active opportunities, you will be provided with the option to archive those as well.
  • Click the Archive button

#2: From the opportunity list 

This method is best for archiving multiple opportunities at once.

  • Check the box next to the opportunity (or opportunities) that you wish to move in the opportunity list
  • Click the Archive button in the action toolbar

Multiple opportunities selected in the Applicant section of the pipeline with an arrow pointing to the Archive butotn in the action toolbar.

  • In the modal that appears, select an archive reason from the drop-down menu.
    • If you are archiving multiple opportunities for different jobs, you will also be required either select the postings associated with the opportunities you wish to archive or Archive everything to archive all checked opportunities.

Modal with job to archive listed and archive reason drop-down menu.

  • Click the Archive button

#3: Triggered by an automation workflow

Those with Super Admin access can set-up automation workflows in their LeverTRM environment that will auto-archive opportunities that meet certain conditions. This feature is commonly used to auto-archive candidates based off of knockout questions in the application form.

Automation workflow editor with action set to archive.

Check out our article on automation workflows to learn how they can enable your recruitment team to be more efficient.

 

Save time by selecting the option to draft and send an email to the candidate when manually archiving their opportunity. If auto-archiving, add an action to send an email to the candidate as part of the same automation workflow.

Editing an opportunity's archive reason

You may find that you need to change an opportunity's archive reason in light of new information or as part of your regular data hygiene practices. There are two ways to change an opportunity's archive reason:

#1: From the candidate profile

  • Click into an opportunity to open the corresponding candidate profile
  • Click Edit on the archive reason banner and select Edit Archive Reason 

Close-up of candidate profile with menu expanded from edit link on Archive reson. Edit Archive Reason option is highlighted in the menu.

  • Select an archive reason from the menu

#2: From the opportunity list in the Archive

This method is best for archiving changing the archive reason for multiple opportunities at once.

  • Check the box next to the opportunity (or opportunities) for which you wish to change the archive reason
  • Click the Archive button in the action toolbar

Multiple opportunities selected in the Archive with arrow pointing to archive button in action toolbar.

  • In the modal that appears, select a new archive reason from the menu and click Archive

Change archive reason modal with archive reason drop-down menu. Modal include informational note that this action will only affect the candidate's archive reason and not the individual job opportunities.

Reactivating an opportunity

In the event that you need to reactivate a candidate's opportunity, you can do so by undoing the archive. From a candidate's profile, click the Edit button the on archive reason banner and select Undo Archive. The opportunity will revert to the last active stage that it was in prior to being archived. Note, you should only reactive an opportunity this way as a continuation of the original application.

Close-up of candidate profile with menu expanded from edit link on Archive reson. Undo Archive option is highlighted in the menu.

If you would like to consider a candidate with an opportunity for a new role, click the Consider for a New Job option in the menu when editing the archive reason, to begin the process of generating a new opportunity for that candidate.

Reviewing the Archive for insights

The filter column in the Archive section contains an additional table to allow those reviewing the Archive to see the tallies of the last stage reached by listed opportunities. This table will update to reflect any filters you apply to the Archive.

Use this table to identify where the largest number of opportunities are dropping off in your pipeline. Make sure these numbers align with your archive reasons and make adjustments to your recruitment processes as needed.

Example

To illustrate this concept, let's look at an example. In the image below the Archive has been filtered for opportunities that have been archived as 'Under-qualified.' We can see in the table that the majority of opportunities archived for this reason are archived from the 'Hiring Manager Screen' stage.

Archive section of pipeline filtered for opportunities archived as Under-qualified. HM Screen entry on Last stage reached table to the left of the opportunity list is circled.

This tells us that most under-qualified candidates make it all the way to face-to-face interview with a hiring manager before they are vetted out of the pipeline. As a talent leader, I could take this metric as reason to review the processes my team employs at the 'Recruiter screen' stage to see if there is a change we can make to dismiss more under-qualified candidates before they get passed on to a hiring manager.

Next steps...

Now that you know the ins and outs of each section of the pipeline, we will end this series by examining how you can use filters to drill down to specific opportunities.

If you would like to jump back to the other articles in this series, select from the options below:

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