Workflow tips & tricks (Greenhouse)

Workflows in Starred Connect automate how and when surveys are sent. Each workflow is made up of three main components:

• Trigger – When the workflow starts
• Filter – Which conditions apply
• Action – What happens next

This article explains how to use each component correctly and avoid common mistakes.

Workflow Builder Basics

You can only add Filter and Action steps by clicking the “+” symbol at the end of the current workflow. ➜ It’s not possible to drag and drop or insert new steps in the middle of a workflow.

Always update your Trigger, Filter, or Action steps and save the workflow to make sure your changes are applied.

Trigger Step

The Trigger defines when the workflow starts.

🔹 Important notes on triggers

Rejected candidates: Starred triggers on the action of rejecting the candidate, not when a rejection email is sent (scheduled or otherwise).

Status changes: It’s not possible to trigger a survey when a candidate simply moves between stages (e.g., from “Phone interview” to “Onsite interview”). Read more here →

Requisition closed: It’s not possible to trigger surveys when a requisition is closed.

Hiring Manager feedback: To trigger surveys for Hiring Managers, you can use either the Candidate Rejected or Candidate Hired trigger, and then add an additional Action (Get Hiring Managers) in Step 3.

Filter type limitations: At the Trigger step, you can only use the “is” condition. Other conditions (“is not”, “contains”, “does not contain”) are available in the Filter step.

Filter Step

The Filter determines which conditions must be met before the workflow continues.

🔹 Using “AND” and “OR”

AND conditions mean all filters must be true for the workflow to proceed.

OR conditions allow you to create multiple logic blocks — useful if you want to trigger the same survey at different pipeline stages.

🔹 Best practice

To use filters effectively, you must know the exact field names and values available in your Greenhouse environment.

Check Notifications in Starred Connect for correct spelling or confirm field names directly in Greenhouse.

Send or Schedule Invitations

When configuring your Send Survey or Schedule Survey action, keep timing, sender, and custom fields in mind.

⏱️ Timing and scheduling

If you plan to send a rejection email to candidates, make sure your survey delay in Starred happens after that email is sent — so the survey doesn’t arrive before the candidate learns the outcome.

👤 Sender options

You can choose between:

• A user email address, or
• An alias sender address (recommended).

📘

Learn more: Setting up alias sender addresses

Custom Fields

Custom fields let you add extra data to responses, but they require careful setup.

🔹 Before enabling your workflow

• Add all necessary custom fields before enabling the workflow ➜ Adding them later is time-consuming
• Removing fields is possible anytime.

🔹 Naming rules

• Field names are case-sensitive.
• Avoid spaces — use CamelCase format (e.g., JobName).
• When reusing fields across workflows, make sure the names match exactly:

✅ Correct

Workflow A: JobName
Workflow B: JobName

❌ Incorrect

Workflow A: JobName
Workflow B: Jobname

✅ Key Takeaways

• Add workflow steps only with the “+” button.
• Always save after editing triggers, filters, or actions.
• Use “is” filters at the trigger stage; other conditions go in filters.
• Double-check field names (they’re case-sensitive).
• Align survey timing with your ATS communication schedule.