How to build a workflow (SmartRecruiters)

Once you have connected SmartRecruiters to your Starred account, you are ready to build automated feedback workflows.

To create a workflow, you can follow these steps:

  • Access the Integrations section in Starred.
  • Click on the ’Manage’ button for Lever (if you haven’t connected Lever yet, you can check out the dedicated tutorial here

You can choose between creating your own workflow from scratch or using one of our pre-built workflow templates.

We recommend using one of our templates and customizing the workflow later on.

Creating a workflow from a template

If you want to use one of our templates, click on Create new workflow in the upper right corner.

  • From here, you'll see a list of available templates:
  • Select one and click on Preview workflow template
  • From the next page, select Create new workflow
  • Starred will still prompt you to give it a name:

When you've added it, you can of course edit it to fit your own needs and preferences.

By clicking on 'Edit' in the dropdown menu next to the workflow name, you can edit your workflow.

Note: You can only edit disabled workflows. If you want to edit an enabled workflow, you first need to change the status to 'disabled'. Once you're doing with editing, don't forget to enable the workflow again.

Creating a workflow from scratch

If you prefer to create one from scratch, click on Create new workflow in the upper right corner

  • From here, leave the selection at Build your own workflow

  • Scroll down and click on Start building your workflow

Workflow structure

A workflow consists of the following elements:

  • a Trigger step
  • one or more Action steps
  • a Filter step
  • a final Action step

Let’s go through them one by one!

Every workflow starts with a trigger: This is an event that happens in the application. For example, rejecting a candidate in your ATS can be a trigger. Whenever the conditions chosen for the trigger step are met, the workflow execution will start.

The action steps are meant to retrieve the information from the application that you’ve integrated to use it into Starred Connect. If you have chosen one of our templates, you won’t really need to touch this step.

Filters are a way to ensure actions get performed only on the records you want.

Let’s say you want to send out a survey when a candidate is rejected: this will be determined in the first step, the trigger. However, if you want to exclude candidates that are rejected for a specific reason or you want to exclude internal candidates, you can add a filter at this step. Even if the survey is triggered, the filter will block it and the workflow won’t continue.

The last step of the workflow, again another action step, will perform the actions that you have defined. These actions include:

  • Sending a survey invitation immediately or scheduling it for later
  • Selecting the survey that should be sent and the invitation email template to go with it
  • Selecting the sender of the survey
  • Selecting the custom fields from your application that should be attached to the responses (like the application ID, the job name, the location)
  • Choosing if you want a reminder to be sent to contacts that have not completed the survey

Now that you have a better idea of what a workflow looks like, it’s time to start building your own!

To help you create a workflow, we've broken down the process in a series of tutorials. Please click on one of the tutorials below to learn everything about setting up your Greenhouse workflow
1️⃣ Choose a trigger
2️⃣ & 3️⃣ Add action(s) to retrieve additional data (‘Get’ steps)
4️⃣ Add filters to your workflow
5️⃣ Choose an action: send immediately or schedule invitation

⭐ Tips & Tricks

  • Filter and action steps can only be added by clicking on the ‘+’ symbol at the end of the current workflow. It is not possible to drag and drop (filter/action) steps in the middle of a workflow.
  • In the ‘Action’ step in Starred: Switching between Send/Schedule invitation will remove all additional information. That is: custom fields, feedback survey, etc.
  • You always need to update the trigger/filter/action and click 'Save workflow', for your adjustments to be properly saved

Learn More

How to choose a trigger for your workflow?