Tips & Tricks Greenhouse workflows

Best practices for Greenhouse workflows

:star: Workflow builder

  • 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
  • You always need to update the trigger/filter/action and save workflow, for the adjustments to be properly saved

:star: Trigger

  • The workflow trigger can only be linked to 2 actions from Greenhouse: Candidate Hired or Candidate Rejected
  • The trigger in Starred is based on the rejection itself, not based on the (scheduled) rejection email
  • It's not possible to trigger on status change (e.g. candidate moves from phone interview to onsite interview)
  • It's not possible to trigger on requisition closed
  • Looking to trigger surveys for Hiring Managers? You can also use the trigger Candidate Rejected or Candidate Hired and then you can create an extra Action (Get Hiring Managers). See Step 3.
  • In the trigger you can only use a ‘is’ filter, in the Filter step you can also set up ‘is not’, 'contains' and 'Does not contain' filters

:star: Filter

  • The filters in starred work as AND filters, not OR filters. This means that you can’t add 2 rejection stages in the workflow since a candidate is always rejected on one stage.
  • To use filters in the correct way it is really important to know all existing conditions for every field in your Greenhouse environment. Please look at the Notifications in Starred Connect for the exact spelling or in your Greenhouse environment

:star: Send or Schedule invitations

  • When choosing the number of days delay in sending the survey, keep in mind the number of days delay used for sending your rejection emails from Greenhouse. The delay in Starred is based on the rejection date in Greenhouse, not based on when your rejection email is sent from Greenhouse.
  • Sender: You can use a generic email address or link back to a previous greenhouse step (e.g. recruiter email address). Please note: the Sender always needs to be an active user in Starred. For this reason we recommend to use a generic sender address, to prevent extra user management. (i.e. [email protected])
  • Custom fields:
    • You can't add custom fields to received responses. For this reason, we recommend to add all custom fields before you enable your workflow. Removing custom fields from the workflow is possible at any time.
    • Fields are case sensitive
    • Specify custom field names without spaces (e.g JobName)
    • When using the same Custom fields in multiple workflows, the notations (capital sensitive!) need to be the exact same.
      Workflow A: JobName =
      Workflow B: Jobname = this is wrong! Use: JobName
    • By default, Starred already adds two custom fields to your responses:
    1. TimetoProcess: relates to the number of days a candidate has been in the hiring process: from
      application date to hire/rejected date
    2. source: relates to the hiring source