With the basic configuration for notification workflows, the condition node checks whether a candidate status has occurred and then continues to the notification node if it has. While this workflow setup is valid, there are cases where you also need to check how a status update occurred. This allows you to prevent the workflow from sending a notification in certain situations, or to configure the workflow to send a separate notification for each situation.
Before You Begin: Adding condition nodes that check whether a status was updated automatically or manually is optional. When used, you must add the node after the one that checks for candidate status (for example, for the "Declined" status). Placing it before the node that checks for candidate status can cause workflows not to run. However, you can place it before or after other condition nodes that are described in this document. See HR Event.
In the Recruiting module, the same status can occur manually or automatically. For example, a recruiter can decline candidates in the Candidates tab of Recruiting > Job Requisitions (manual update), or the system can decline candidates as a result of their answer to a screening question in the job application (automatic update). In either case, the candidate is assigned the “Declined” status.
Other statuses, such as “In Progress", can also be assigned by recruiters (manual update), or by the system via a screening question (automatic update), depending on how you have configured them.
Note: Status updates triggered by screening questions, for all candidate statuses, are supported only for external candidates and not internal candidates.
In another example, the system assigns all internal and external candidates the "New" status when they apply for a job (automatic update). Moreover, a recruiter can manually assign a candidate the "New" status in the Candidates tab of Recruiting > Job Requisitions (manual update).
Note: The status of “New” occurs automatically only when candidates submit a job application, and can’t be used in screening questions.
The sections below provide three scenarios for configuring workflows to check how a status update occurred.
Scenario 1: Automatic Status Updates Only
In some cases, an organization wants to send a notification only to candidates for a status when the update was automatic. For example, an organization wants candidates to receive a notification when they submit an application, but not when a recruiter manually updates their status to "New" via the Candidates tab. If you use the basic workflow shown below, the system sends a notification to users, whether the "New" status occurred manually or automatically:
To address this organization’s requirements, you can add another condition node to check whether the status was manual or automatic:
Wen the workflow reaches this condition node, and the update was automatic (that is, the candidate submitted a job application), it continues through the true response to the notification node. If the update was manual (that is, a recruiter updated a candidate's status to "New"), the notification continues through the false response to the end node, and a notification isn’t sent.
The Recruiting module includes a local setting where you can suppress notifications from being sent when status updates occur manually (that is, when a recruiter updates a status in the Candidates tab). When this setting is enabled for a status, the notification won't be sent for manual status updates, even if your workflow omits the condition node that checks for manual or automatic status updates.
While this setting is an additional safeguard to prevent unintended notifications, you should still include the condition node in the workflow to check for manual or automatic status updates, as a best practice. See Manual Status Override.
Scenario 2: Manual Status Updates Only
Conversely, you can configure the workflow to send a notification only when the status change is manual. In this case, the false response should output to the notification node, and the true response should output to the end node (that is, it's the opposite of the previous scenario):
Scenario 3: Separate Manual and Automatic Notifications
Important: If your organization requires a separate automatic and manual notification for the same candidate status, don’t create separate workflows, as shown in scenario 1 and 2. Using separate workflows for the same candidate status can cause workflows not to run. Instead, you must combine all notifications into a single workflow, as is shown in this topic.
You can configure the workflow to send separate notifications both for manual and automatic status updates in the same workflow. The false response of the condition for manual and automatic updates can output to a notification for manual status updates, and the true response can output to a notification for automatic status updates: