Before You Begin: Status updates that are triggered by screening questions, for all candidate statuses, are only supported for external candidates and not for internal candidates. For example, if an internal candidate answered one of these questions, their status wouldn’t be automatically updated.
You can configure workflows to send automated notifications to users (for example, candidates, recruiters, hiring managers) when a candidate's status is updated in the Recruiting module. Notifications can be configured for the following status updates:
- When the system automatically assigns internal or external candidates the "New" status, which occurs each time a candidate submits a new job application.
- When recruiters manually update a candidate's status in the Candidates tab of Recruiting > Job Requisitions.
- When the system automatically assigns candidates a status based on an answer to a screening question in the online job application. This can include the “Decline” status or other statuses that your organization uses.
Note: Notifications for when a candidate is assigned to the system "Hired" status, or for any of the system defined statuses used for the offer management feature, aren't supported. See Configure Candidate Statuses.
Note the following about notifications:
- For internal users (for example, recruiters, hiring managers, and internal candidates), notifications are sent to Message Center and to any email address that is configured to receive notifications.
- For external candidates, notifications are sent to the email address that candidates used to apply for the job.
In order to send notifications, you need to create workflows in Workflow Administration > Workflow Designer. As a best practice, you should create a separate workflow for each candidate status that you want to send notifications for. For example, if you want to send a notification when a candidate applies for a job or is declined, you should build two separate workflows. In a workflow, you can define the status that the notification is for, who receives it, and the content of the message.
Once you build the necessary workflows, you must assign them to the Job Application Status Changed HR event. You do this in the Triggered Workflows tab of Workflow Administration > HR Events.
When a candidate’s status is updated in the Recruiting module, the HR event begins to trigger the workflows that are assigned to this tab. Each workflow you add to this tab should include a condition node that is configured to check for a specific candidate status. This ensures that only the notification with the corresponding status is sent.
Important: You must only assign one workflow per candidate status to the HR event. This means that all messaging for a particular status (for example, “Declined”) must be combined into a single workflow. Failure to do so might result in notifications not being sent. See HR Event.