Using workflow templates

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Workflow templates will help you automate your candidate feedback even quicker. For almost every touchpoint in the hiring process there is a template.

How to create a workflow using a workflow template

  1. Think about the workflow template that suits your needs. They are explained here
  2. On the application overview page. Click on 'Manage'
  3. Click on 'Create new workflow'
  4. Select the workflow template that you want to use. Click on 'Preview workflow template'
  5. By clicking on the arrow icon on the right side of the screen you can preview each individual step.
  6. To proceed click 'Create workflow'
  7. Give your workflow a name. Click 'Save new workflow'
  8. Find your workflow in the list of workflows.
  9. Click on the arrow icon on the right. Select Edit.
  10. Find the workflow step that sends the invite (the last one).
  11. Click on the arrow icon. Select Edit.
  12. At the bottom of the page set up the Sender Settings.
  13. Click 'Update Action'

Available Bullhorn templates

Start of Permanent Placement - Candidate

Description: When Bullhorn placement status is set to ‘approved’ and employment type is ‘permanent’, send Starred CX Survey to Candidate in the placement.

Trigger: Placement status is set to ‘Approved’ and employmentType is set to ‘Permanent’
Action: Get Candidate Details by id
Action: Schedule Starred Survey

Note: users can also set placement status to Submitted or anything else if they want to trigger the workflow when the status if anything other than Approved.

Start of Permanent Placement - Hiring Manager

Description: When Bullhorn placement status is set to ‘approved’ and employment type is ‘permanent’, send Starred CX Survey to the Hiring Manager in the placement.
Trigger: Placement status is set to ‘Approved’ and employmentType is set to ‘Permanent’
Action: Get Hiring Manager (Client Contact) Details by id
Action: Schedule Starred Survey

Note: users can also set placement status to Submitted or anything else if they want to trigger the workflow when the status if anything other than Approved.

Start of Temporary/Contract Placement - Candidate

Description: When Bullhorn placement status is set to ‘approved’ and employment type is ‘contract’, send Starred CX Survey to Candidate in the placement.
Trigger: Placement status is set to ‘Approved’ and employmentType is set to ‘Contract’
Action: Get Candidate Details by id
Action: Schedule Starred Survey

Note: users can also set placement status to Submitted or anything else if they want to trigger the workflow when the status if anything other than Approved.

Start of Temporary/Contract Placement - Hiring Manager

Description: When Bullhorn placement status is set to ‘approved’ and employment type is ‘contract’, send Starred CX Survey to the Hiring Manager in the placement.
Trigger: Placement status is set to ‘Approved’ and employmentType is set to ‘Contract’
Action: Get Hiring Manager (Client Contact) Details by id
Action: Schedule Starred Survey

Note: users can also set placement status to Submitted or anything else if they want to trigger the workflow when the status if anything other than Approved.

End of Placement - Candidate

Description: When Bullhorn placement status is set to ‘ended’ send Starred CX Survey to Candidate in the placement.

Trigger: Placement status is set to ‘Ended’
Action: Get Candidate Details by id
Action: Schedule Starred Survey

End of Placement - Hiring Manager

Description: When Bullhorn placement status is set to ‘ended’ send Starred CX Survey to the Hiring Manager in the placement.

Trigger: Placement status is set to ‘Ended’
Action: Get Hiring Manager Details by id
Action: Schedule Starred Survey

These templates are based on the out of box bullhorn statuses. So if a client’s job submission objectobject - Object refers to a collection of similar items in the application. For example: Accounts, Cases and Contacts are objects in Salesforce has a different status that they use to mark a rejected candidate e.g. ‘Candidate Rejected by Us’ then this workflow will still work if the correct status is set in the trigger. Same goes for the interview stages e.g. ‘Coffee Chat’.

After 1st Interview - Candidate

Description: When the client sets job submission status to ‘Client Rejected’ in ‘1st Interview’ stage, send Starred CX Survey out to Candidate in question.

Trigger: Job Submission status is set to ‘Client Rejected’
Action: Get Job Submission History by Job Submission id
Filter: Only continue if Job Submission History status is ‘1st Interview’
Action: Get Candidate Details by id
Action: Schedule Starred Survey
##After 2nd Interview - Candidate
Description: When the client sets job submission status to ‘Client Rejected’ in ‘2nd Interview’ stage, send Starred CX Survey out to Candidate in question.

Trigger: Job Submission status is set to ‘Respondent Rejected’
Action: Get Job Submission History by Job Submission id
Filter: Only continue if Job Submission History status is ‘2nd Interview’
Action: Get Candidate Details by id
Action: Schedule Starred Survey
##After 3rd Interview - Candidate
Description: When the respondent sets job submission status to ‘Respondent Rejected’ in ‘3rd Interview’ stage, send Starred CX Survey out to Candidate in question.

Trigger: Job Submission status is set to ‘Respondent Rejected’
Action: Get Job Submission History by Job Submission id
Filter: Only continue if Job Submission History status is ‘3rd Interview’
Action: Get Candidate Details by id
Action: Schedule Starred Survey
##After Final Interview - Candidate
Description: When the respondent sets job submission status to ‘Respondent Rejected’ in ‘Final Interview’ stage, send Starred CX Survey out to Candidate in question.

Trigger: Job Submission status is set to ‘Respondent Rejected’
Action: Get Job Submission History by Job Submission id
Filter: Only continue if Job Submission History status is ‘Final Interview’
Action: Get Candidate Details by id
Action: Schedule Starred Survey

Note: these templates are based on the out of box bullhorn statuses. So if a respondent's job submission object has a different status that they use to mark a withdrawn candidate e.g. ‘Candidate Rejected Us’ then this workflow will still work if the correct status is set in the trigger. Same goes for the interview stages e.g. ‘Coffee Chat’.

After 1st Interview - Candidate

Description: When the respondent sets job submission status to ‘Candidate Rejected’ in ‘1st Interview’ stage, send Starred CX Survey out to Candidate in question.

Trigger: Job Submission status is set to ‘Candidate Rejected’
Action: Get Job Submission History by Job Submission id
Filter: Only continue if Job Submission History status is ‘1st Interview’
Action: Get Candidate Details by id
Action: Schedule Starred Survey

After 2nd Interview - Candidate

Description: When the respondent sets job submission status to ‘Candidate Rejected’ in ‘2nd Interview’ stage, send Starred CX Survey out to Candidate in question.

Trigger: Job Submission status is set to ‘Candidate Rejected’
Action: Get Job Submission History by Job Submission id
Filter: Only continue if Job Submission History status is ‘2nd Interview’
Action: Get Candidate Details by id
Action: Schedule Starred Survey

After 3rd Interview - Candidate

Description: When the respondent sets job submission status to ‘Candidate Rejected’ in ‘3rd Interview’ stage, send Starred CX Survey out to Candidate in question.

Trigger: Job Submission status is set to ‘Respondent Rejected’
Action: Get Job Submission History by Job Submission id
Filter: Only continue if Job Submission History status is ‘3rd Interview’
Action: Get Candidate Details by id
Action: Schedule Starred Survey

After Final Interview - Candidate

Description: When the respondent sets job submission status to ‘Candidate Rejected’ in ‘Final Interview’ stage, send Starred CX Survey out to Candidate in question.

Trigger: Job Submission status is set to ‘Candidate Rejected’
Action: Get Job Submission History by Job Submission id
Filter: Only continue if Job Submission History status is ‘Final Interview’
Action: Get Candidate Details by id
Action: Schedule Starred Survey

After 1st Interview - Hiring Manager

Description: When the respondent sets job submission status to ‘Candidate Rejected’ in ‘1st Interview’ stage, send Starred CX Survey out to the Hiring manager in question.

Trigger: Job Submission status is set to ‘Candidate Rejected’
Action: Get Job Submission History by Job Submission id
Filter: Only continue if Job Submission History status is ‘1st Interview’
Action: Get Vacancy Details by id
Action: Get Hiring Manager (Respondent Contact) Details by id
Action: Schedule Starred Survey

After 2nd Interview - Hiring Manager

Description: When the respondent sets job submission status to ‘Candidate Rejected’ in ‘2nd Interview’ stage, send Starred CX Survey out to the Hiring manager in question.

Trigger: Job Submission status is set to ‘Candidate Rejected’
Action: Get Job Submission History by Job Submission id
Filter: Only continue if Job Submission History status is ‘2nd Interview’
Action: Get Vacancy Details by id
Action: Get Hiring Manager (Respondent Contact) Details by id
Action: Schedule Starred Survey

After 3rd Interview - Hiring Manager

Description: When the respondents sets job submission status to ‘Candidate Rejected’ in ‘3rd Interview’ stage, send Starred CX Survey out to the Hiring manager in question.

Trigger: Job Submission status is set to ‘Candidate Rejected’
Action: Get Job Submission History by Job Submission id
Filter: Only continue if Job Submission History status is ‘3rd Interview’
Action: Get Vacancy Details by id
Action: Get Hiring Manager (Respondent Contact) Details by id
Action: Schedule Starred Survey

After Final Interview - Hiring Manager

Description: When the respondent sets job submission status to ‘Candidate Rejected’ in Final Interview’ stage, send Starred CX Survey out to the Hiring manager in question.

Trigger: Job Submission status is set to ‘Candidate Rejected’
Action: Get Job Submission History by Job Submission id
Filter: Only continue if Job Submission History status is ‘Final Interview’
Action: Get Vacancy Details by id
Action: Get Hiring Manager (Respondent Contact) Details by id
Action: Schedule Starred Survey

Note: these templates are based on the out of box bullhorn statuses. So if a respondent’s job submission object has a different status that they use to mark a rejected candidate e.g. ‘Candidate Rejected our offer’ then this workflow will still work if the correct status is set in the trigger.

Candidate Rejected Offer - Candidate

Description: When the respondent sets job submission status to ‘Offer Rejected’, send Starred CX Survey out to Candidate in question.

Trigger: Job Submission status is set to ‘Offer Rejected’
Action: Get Candidate Details by id
Action: Schedule Starred Survey

Candidate Rejected Offer Hiring Manager

Description: When the respondent sets job submission status to ‘Offer Rejected’, send Starred CX Survey out to the Hiring manager in question.

Trigger: Job Submission status is set to ‘Offer Rejected’
Action: Get Vacancy Details by id
Action: Get Hiring Manager (Respondent Contact) Details by id
Action: Schedule Starred Survey