Configure Automatic and Manual Decline Workflows

The following instructions describe how to create a workflow that does the following:

• Sends a separate notification to internal and external candidates when a recruiter declines them (that is, they are manually declined).
• Sends a separate notification to external candidates when they are declined as a result of their answer to a screening question in the job application (that is, they are automatically declined).

Before You Begin: To use the time delay functionality described in this section, you must first configure a workflow routing user. See Configure a Delay for Notifications.

Note: Status updates triggered by screening questions, for all candidate statuses, are supported only for external candidates and not internal candidates.

Moreover, the notification sent to external candidates when they are auto declined includes a delay, so that it's sent fifteen minutes after they submit their job application.

The following is an example of the final version of this workflow:

To add an automatic and manual decline workflow:

1. Go to Workflow Administration > Workflow Designer and click Add.
2. In the Properties tab for the workflow, complete each field as follows:
3. • Name: Enter a name for the workflow.
   • Description: Enter a description of the workflow.
   • Effective From and Effective To: Enter a start and end date for the workflow to define the period when it will be active and available for users in Dayforce.
   • Reference Code: Enter a unique reference code for the workflow.
3. In the Diagram tab, add a Start node, three Condition nodes, one Routing node, one Decision node, three Notification nodes, and an End node. You should arrange the nodes so that the start node, three condition nodes, and the routing node are in the first row, two notification nodes and the decision node are in the second row, and the third notification node and the end node are in the third row, as shown in the following screenshot:
4. 
4. In the Node Properties panel, rename each Condition and Notification node as follows:
5. Note: You open the Node Properties panel by selecting the node in the diagram.

6. Names for the Condition and Notification nodes

   Node (from left to right)	New Name
   Condition	Condition - Is Declined
   Condition	Condition - Is Internal
   Condition	Condition - Is Auto
   Notification (second row)	Notification - Declined Internal Manual
   Notification (second row)	Notification - Declined External Manual
   Notification (third row)	Notification - Declined External Automatic

7. The workflow should look as follows:
8. 
5. Add the following connections for each node in the diagram:
6. Note: You define a connection response by clicking the connection (so that a solid red square appears at the start of the connection), and then selecting an option in the Response field of the Link Properties panel.

7. Node connections

   Node	Connections
   Start	Connection from the Start node to the Condition - Is Declined node.
   Condition - Is Declined	Connection with a True response from the Condition - Is Declined node to the Condition - Is Internal node
   	Connection with a False response from the Condition - Is Declined node to the End node.
   Condition - Is Internal	Connection with a True response from the Condition - Is Internal node to the Notification - Declined Internal Manual node.
   	Connection with a False response from the Condition - Is Internal node to the Condition - Is Auto node.
   Condition - Is Auto	Connection with a True response from the Condition - Is Auto node to the Routing node.
   	Connection with a False response from the Condition - Is Auto node to the Notification - Declined External Manual node.
   Routing	Connection from the Routing node to the Decision node.
   Decision	Connection with a Timeout response from the Decision node to the second Notification - Declined External Automatic node.
   Notification - Declined Internal Manual	Connection from the Notification - Declined Internal Manual node to the End node.
   Notification - Declined External Manual	Connection from the Notification - Declined External Manual node to the End node.
   Notification - Declined External Automatic	Connection from the Notification - Declined External Automatic node to the End node.

8. The connections should look as follows:
9. 
6. In the Node Properties panel, configure the properties for each node as follows:

7. Node properties

   Node	Configuration
   Condition - Is Declined	In the Expression field, click Create Expression and then paste the following expression in the displayed dialog box: <<CandidateCommunicationData.JobPostingApplicationStatusXrefCode>> EQUALS "DECLINED"
   Condition - Is Internal	In the Expression field, click Create Expression and then paste the following expression in the displayed dialog box: <<CandidateCommunicationData.IsInternal>>
   Condition - Is Auto	In the Expression field, click Create Expression and then paste the following expression in the displayed dialog box: <<CandidateCommunicationData.IsAuto>>
   Notification - Declined Internal Manual	In the Message Subject and Message Body fields, click Create Expression and then enter the content of the message that internal candidates will receive when they are manually declined. In the Send to Recruiting Recipients field, select Candidate.
   Notification - Declined External Manual	In the Message Subject and Message Body fields, click Create Expression and then enter the content of the message that external candidates will receive when they are manually declined. In the Send to Recruiting Recipients field, select Candidate.
   Notification - Declined External Automatic	In the Message Subject and Message Body fields, click Create Expression and then enter the content of the message that external candidates will receive when they are automatically declined as a result of their answer to a screening question. In the Send to Recruiting Recipients field, select Candidate.
   Routing	In the Send to User drop-down list, select the user that you configured as the notification recipient.
   Decision	In the Timeout Value field, enter the number of minutes that the workflow should wait before it times out.
   End	In the Message Subject field, click Create Expression and then enter the subject for the message in the displayed dialog box. In the Send Error To User field, select one or more users to send the notification to when the workflow ends.

7. Click Save.