Automation Engine Processes

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Overview

Evolve’s Applicant Tracking System (ATS) Automation feature focuses on requisitions being Closed or Filled and Candidate Workflow Status.

Once the Automation(s) are created, the recruiter will be prompted to select the desired Automation flow they want to execute.

Audience

Recruiters

Use Cases

  • An updated recruiter experience when closing or filling a requisition.
  • Automation status updates are sent to the recruiter via email.

Prerequisites

Please see the Automation Engine Configuration article.

Closing/Filling Automated Type

This section outlines the recruiter’s experience when Closing or Filling a requisition when an Automation Type of Automated is configured.

Close a Requisition

Navigate to the desired requisition.

Click Close.

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Select Close This Requisition, then click Close.

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Select the radio button next to the desired Automation.

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Click Next.

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Click Run.

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NOTE: If you click Back, Cancel, then Cancel, it will cancel the Automation and closing of the requisition.

You will be returned to the Requisition Summary screen.

Click the Activity tab.

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You will see when the Automation process started and ended.

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If you click a candidate associated with the requisition and navigate to the Activity tab, you will see the actions configured as part of the Automation.

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If you click a candidate’s Message, you will see a copy of the email sent to the candidate.

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If you click a candidate’s Summary, you will see the updated Disposition set by the Automation.

Screenshot 2024-06-07 at 5.31.22 PM.pngClosing/Filling On Demand Type

This section outlines the recruiter’s experience when Closing or Filling a requisition when an Automation Type of On Demand is configured.

Navigate to the desired Filled/Closed requisition.

Click Run Automation.

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Select the radio button next to the desired Automation.

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Click Next.

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Click Run.

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NOTE: If you click Back, Cancel, and Cancel, it will cancel the Automation and closing of the requisition.

Click the Activity tab.

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You will see when the Automation process started and ended.

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If you click a candidate associated with the requisition and navigate to the Activity tab, you will see the actions configured as part of the Automation.

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If you click a candidate’s Message, you will see a copy of the email sent to the candidate.

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If you click a candidate’s Summary, you will see the updated disposition set by the Automation.

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Fill a Requisition

NOTE: In this use case, the Automation Type is Automation (filling the requisition will automatically trigger the Fill Requisition Automation to run).

Navigate to the desired requisition.

Click the candidate you are hiring.

Click Offer Accepted.

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Complete the Add Hire form as needed.

Select Close This Requisition.

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Click Save.

Select the radio button next to the desired Automation.

Click Next.

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Click Run.

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NOTE: If you click Back, Cancel, then Cancel, it will cancel the Automation and close the requisition.

You will be returned to the Requisition Summary screen.

Click the Activity tab.

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You will see when the Automation process started and ended.

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If you click a candidate associated with the requisition and navigate to the Activity tab, you will see the actions configured as part of the Automation.

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If you click a candidate’s Messages tab, you will see a copy of the email sent to the candidate.

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If you click the candidate’s Summary tab, you will see the updated disposition set by the Automation.

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Candidate Workflow Status

NOTE: In this use case, the Automation Type is Automation (the trigger will be viewing the candidates’ time in the selected Workflow State. No recruiter action is required to execute the configured Actions.) 

Navigate to the desired candidate.

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Click the candidate’s Activity tab.

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View the activities taken by the automation.

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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. Can I stop an Automation process after I click Run?

A. No. You cannot cancel the automation process once it is initiated.

Q. Is the Automation limited to the number of applications it can update (Disposition, Email candidate, or update a candidate’s Workflow state)?

A. No. This feature is designed to handle high-volume requisitions.

Q. Will the Automation process update a candidate already Rejected/Inactive?

A. No. The Automation feature will only process Active candidates.

Q. How will a recruiter know when the Automation process was processed?

A. The system will send an automated email to the recruiter advising them that the process has been completed.

Q. Can I select a different Disposition value for a sub-set of candidates?

A. No. The Automation Engine will set the Disposition Value as configured by your Admin. We recommend configuring the Automation Engine to set the Disposition to something like Other Candidate Selected.

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