Automation Engine Configuration

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Overview

Evolve’s Applicant Tracking System (ATS) Automation feature focuses on requisitions being Closed or Filled and Candidate Workflow Status. Administrators will be able to create multiple Automations, which can be configured for up to three actions: (1) Set Disposition Candidate, (2) Move Candidate Workflow State, and (3) Send Candidate Message.

Audience

Administrators

Use Cases

  • Administrators can create multiple Automations.
  • Administrators can configure multiple Conditions and Actions to meet the organization's recruiting needs.
  • Administrators can view the Version Log and RUn Log of all automations. Admins can configure the Automation that can reject a candidate after a specified amount of time in a workflow state. 

Prerequisites

The information below outlines the automation requirements that need to be completed before configuring the Jobvite signature feature within your Evolve ATS system:

  • Human Resources user needs to create a Services account user:
    • Navigate to Users > View Employee List > Add Employee
      • The Services account user must have permission to access Requisitions and Candidates
    • Services account user must accept the Jobvite ATS invitation

Once the above prerequisites are completed, the customer can configure the Automation feature.

NOTE: The Automation feature is designed only to support Requisition statuses changing to Filled or Closed.

Configuration

To begin using the Automation feature in your recruitment process, the Evolve admin will need to perform the following configurations:

  • Create custom message templates
  • Review/Update Dispositions, if needed
  • Configure Automation(s)

Create Custom Message Templates

Evolve admins should follow the steps below to create custom message templates for candidates.

Navigate to your user menu, then select Admin.

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Click Communications, then select Notes & Messages.

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Expand either Messages to Candidate or Messages to Candidate – General Application.

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Click Add New Template.

Update the following fields:

  • Template Name
  • Subject
  • Message

NOTE: Ensure only to drag and drop placeholders listed within the Add Template Fields section.

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Click Save.

Repeat these steps until your Communication Templates reflect your recruitment needs.

Review / Update Dispositions

Evolve admins must follow the steps below to review/update the disposition reasons within your system.

Navigate to your user menu, then select Admin.

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Click ATS, then select View Candidate Dispositions.

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Click the following icons to update your dispositions as needed:

  • Pencil – Edit the existing disposition
  • Trash – Delete the disposition
  • Up / Down arrow – Change the ordered list

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Click Add Disposition.

Enter the Name of the disposition.

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Click Save.

Repeat these steps until your disposition reflects your recruitment needs.

Configure Automation(s)

Evolve admins will need to follow the steps below for Automation processes.

Navigate to your user menu, then select Admin.

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Click ATS, then select View Automation Settings.

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Click Add New Automation.

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Click View Field List.

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NOTE: Field Lists can be used to advance or reject a candidate based on the candidate’s company (current employer). This requires your company to use the Evolve Suite.

Click Add New Field List.

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Complete the Name and Value fields.

NOTE: This is a user-defined field list. So you can create any Name—for example, US Colleges.

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Click Add Value.

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Continue adding values until your list is complete.

Click Save.

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Click the back arrow.

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Click Add New Automation.

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Complete the following fields:

  • Name – Display name that will be viewed by all users
  • Type
    • Automated – When Closing/Filling a requisition, the system will automatically display a list of Automation(s) available to the user. The user is not able to bypass/skip the automation.
    • On Demand – The user navigates to a previously Closed/Filled requisition. Then select Run Automation. The system will display a list of Automation(s) available to the user. The user is not able to bypass the automation.
  • Service Account User – Select the user profile created earlier in this process. This individual will be listed within the Candidate’s Activity tab. NOTE: Only available when Automated Type is selected.
  • Trigger – Select what will trigger this automation to run:
    • Requisition Status Change - When the requisition status is being changed to Filled/Closed, users will be prompted to run an automation. 
    • Candidate Workflow Status - When a candidate is in a specified workflow status for a given time, the automation will be executed. 
  • Conditions – This will act as a filter to ensure the user only sees the Automations that pertain to their requisition. Supported conditions:
    • Requisition Status
    • Requisition Category
    • Requisition Department
    • Requisition Job Type
    • Requisition Location
    • Requisition Workflow
    • Candidate Activity
    • Days in Worfklow State
    • Candidate Workflow State (only available for Candidate Workflow Status trigger)
    • Candidate Company (only available for customers using the Evolve Suite)
  • Action – List of available actions the Automation will be able to execute:
    • Set candidate disposition
    • Send candidate email
    • Move candidate workflow state

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Click Save.

Repeat these steps until your Automation reflects your recruitment needs.

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View Version and Log Run 

After an Automation is created, admins can review all changes made to and Automation and its Run Log. 

Navigate to your user menu, then select Admin.

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Click ATS, then select View Automation Settings.

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Click View Automation Settings.

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Filter or Sort By:

  • To filter by Status: Click Filters > select the desired status from the dropdown > click Apply Filters.

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  • To sort by Last Updated: Click the Sort By: Last Updated arrow to toggle from descending to ascending OR click the arrow next to the Last Updated column to toggle from descending to ascending. 

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Click the menu icon next to the desired automation. 

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Select Overview

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Admins can select Overview Log to view all changes to the automation or Run Log to see when the automation was executed and which candidates were updated. 

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FAQs

Q. Can multiple Automations be configured?

A. Yes, Administrators can create multiple Automations. However, only one automation can be processed when Closing or Filling a requisition.

 

Q. Why is a Service User Account needed during the Automation configuration?

A. Evolve ATS (Jobvite) uses Role Based Access Controls (RBAC) to grant/restrict access to Candidate Messages, Disposition, or move a candidate’s Workflow state. As a result, the Service User Account’s RBAC configuration will be used instead of the recruiters.

 

Q. How will an Administrator know when the Automation process was processed?

A. The Admin can view the Version Log and Run Log by following the steps in the View Version and Run Log section. 

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