Introduction

Workflow Automation introduces a flexible, layered model designed to balance company-wide hiring standards with your unique recruiting style. While administrators maintain high-level guidance through mandatory workflows, recruiters and sourcers now have the power to create personal automations and manage optional global rules directly within their specific pipelines.

Required Permissions

Access to creating workflows is governed by the following permissions:

Personal Workflow Permissions (new):

Note: If a user is granted both global and personal permissions, they can create both Global and Personal workflows. The permission scopes are additive, not mutually exclusive.

Personal Workflows

Personal Workflows allow you to create automations tailored specifically to the positions you lead or the talent communities you manage. These rules are unique to your assignments and won't interfere with your colleagues' pipelines.

Setup & Navigation:

1. Navigate to: Automation Center → Create Workflow → Personal Workflow.
   
2. Click Create Workflow: Start building from the Personal Workflows tab.
   
3. Configure Trigger & Action: Define the event (e.g., candidate stage change) and the resulting action (e.g., send an automated email).
   
4. Set the Scope: Choose Position or Community. Even if you select "All Positions," the system ensures the automation only triggers for jobs where you are the assigned recruiter.

Global Non-Mandatory Workflows

Administrators can now share "recommended" workflows organization-wide. Unlike mandatory company rules, these "Non-mandatory" workflows give you the choice to use them or opt-out based on the needs of your specific search.

Setup & Navigation:

1. Navigate to: Automation Center → Create Workflow → Global Workflow.
   
2. Select Enforcement: Within the configuration settings, set the Enforcement Level to Non-mandatory.
   
3. Choose Default State:
   
   • Non-mandatory + Enabled by default: The workflow is active for all positions but allows you to turn it off.
     
   • Non-mandatory + Disabled by default: The workflow is inactive until you manually choose to enable it for a specific pipeline.

Things to Know:

• Required Workflows: These are enforced across the entire organization and cannot be turned off.
  
• Flexibility: Non-mandatory workflows allow the organization to suggest best practices while respecting your autonomy to manage your own pipeline.
  
• Visibility: You can see which global workflows are recommended for your jobs within your pipeline settings.

Net-net: Global Non-mandatory Workflows provide a library of organizational best practices while giving you the final say on what runs in your pipeline.

Pipeline-Level Automation Management

You can now manage every automation running on a job without ever leaving the pipeline page. This provides a granular way to enable or disable workflows for a single position at a time.

Setup & Navigation:

1. Navigate to: Any Position or Community Pipeline Page.
   
2. Open the Panel: Click on the Automated Workflows side tab.
   
3. Manage Rules: Review the list of active workflows (grouped by Personal or Global) and use the toggle switches to turn them on or off.

Things to Know:

• Global (Required) workflows feature a lock icon and cannot be disabled; they stay active for company compliance.
  
• Turning off a workflow here only affects the specific job you are looking at—it won't change your settings for your other positions.
  
• All changes take effect immediately.

Net-net: This pipeline-level control gives you the surgical precision to manage automations on a case-by-case basis without affecting the rest of the organization.

Conflict Management

To keep your pipeline running predictably, the system monitors all active automations for "logic clashes." If two rules try to perform contradictory actions at the same time, the system will alert you before it happens.

Setup & Visibility:

1. During Creation: If you build or edit a workflow that overlaps with an existing one, a Warning Banner will appear on the configuration screen.
   
2. On the Pipeline: If active workflows on a specific job are clashing, you will see a Warning Icon in the Automated Workflows panel.

Things to Know:

• Alerts, not Blocks: These warnings are informational. The system won't stop you from saving or running the workflow, but it alerts you to potential logic errors.
  
• Types of Conflicts: The system looks for "Trigger Overlaps" (same event on the same scope) and "Action Contradictions" (e.g., one rule moving a candidate to Stage A while another moves them to Stage B).
  
• Visibility: You will only see conflict warnings for workflows that affect your specific positions or communities.

Net-net: Conflict Management acts as a safety net, helping you identify and resolve automation contradictions before they cause issues for your candidates.

FAQ

1. What happens to existing automations?
All existing automations from the previous version are now categorized as Global (Required) and will continue to function exactly as they did before.

2. I set my personal workflow to "All Positions." Why isn't it working for my coworker?
Because it is a Personal workflow, it is tied to your ownership. "All Positions" means "All positions where you are the assigned recruiter."

3. If I have both Global and Personal permissions, what can I do?
Permissions are additive. You can create Global workflows for the whole company and Personal workflows just for yourself.

4. Does a conflict warning stop my workflow from running?
No. Conflict detection is informational. It allows you to make an informed decision to resolve the clash, but it does not hard-block the automation.