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Creating a New Recruiting Workflow Status

Release: 16.3

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Overview

As a candidate applies for a position and is interviewed and eventually offered a job at your company (or rejected), they are moved through workflow statuses. These statuses can be configured by user admins for iCIMS Recruit using the steps below. (Workflow statuses may also be configured for iCIMS Onboard by selecting Onboard in Step 2 below and then proceeding with the following steps. Please note that not all options described will be available for onboarding workflow statuses.)

For information specifically about creating a forced workflow, which allows you to ensure candidates are routed through specific statuses before they can be placed into more advanced statuses, please see the Setting up Forced Recruiting Workflows article.

Creating a New Recruiting Workflow Status

  1. Select System Configuration from the Admin menu.
  2. Select Recruit from the left navigation pane, and then select Workflow from list of options to the right.

An image highlighting the Recruit and Workflow selected in System Configuration.

  1. Select Edit next to Recruit Workflow Bins and Statuses.

    An image highlighting the edit link.

  2. Select the Bin you would like to add a Status to, and then select the Create new list item icon. (Note: List items, including statuses, can only be added globally, not on a per-user group basis.)

    An image highlighting the Create New List Item icon on the Recruiting Workflow Bins and Statuses window.

  3. Fill in the Label and Vendor Manager Text for the new status. (Review the Additional Information about Workflow Status Options subsection, below, for more detail.)
  4. Select an Auto-Launch Action and complete the Auto-Launch Prompt, which will tell the Platform user what to do. (Selecting an Auto-Launch Action and Prompt is optional.)
  5. Select a Mail Template, if necessary, and indicate if the email should be delayed.
  6. Select any necessary flags (hired, rejected, interview).
  7. Click [No Selection] beside Forced Status List to select statuses that a candidate must pass through before being placed into this status, if desired. On the Forced Status List, select all applicable statuses, and then click Select. (For more information, please see the Setting up Forced Recruiting Workflows article.)
  8. Review the new status’ settings, and click Save to finalize.

Tip: 

  • To hide a status for a specific User Group, follow the steps below: 
    1. Select that group from the User Group dropdown.
    2. Select the list item to be hidden.
    3. Check the checkbox beside Hidden.
    4. Click Save to preseve your changes.


A labeled image of the Recruiting Workflow Bins and Statuses window demonstrating how to hide a status.
 

Additional Information about Workflow Status Options

User admins are able to configure a number of workflow options, including Auto-Launch actions. The list below describes some of the options available. (Note: Many of these options are also available for the Onboard Workflow, which can be accessed via System Features > Onboard > Workflow > Onboarding Workflow Statuses.)

  • Label: The label seen by users within the Platform.
  • Vendor Manager Text: The status shown to vendors within the Platform (if applicable). If this field is left blank, the Label text is used.
  • Hidden: A hidden status is effectively retired from use. A hidden status will display as “Hidden” rather than its label when viewed by anyone it has been hidden from. (Note: Statuses cannot be deleted, so statuses should be hidden if they are no longer useful.)
  • Read Only: A read only status is locked and new applicants cannot be moved into that status. Existing applicants in a read-only status, however, will remain available for view, and can subsequently be moved out of the status.
  • Auto-Launch Action: The action that will take place when a user moves an applicant into this status.
    • Popular Auto-Launch Actions include the following:
      • Approve Applicant: allows the user to route a candidate for approval
      • Approve Offer: allows the user to route an offer for approval
      • Schedule Appointment (Applicant): allows the user to schedule an appointment with the applicant
      • Schedule Appointment (Workflow): allows the user to schedule an interview for that particular requisition
      • Add Note (Rejection): allows the user to select a disposition reason and send an email notice to the selected candidate; this auto-launch may not be available for Hiring Manager users
    • More information about auto-launch actions, including an example, can be found in the Maximizing Use of Auto-Launch Actions and Auto-Launch Prompts section below.
  • Auto-Launch Prompt: The message prompting a user to cancel or proceed with the defined auto-launch action for this status. If there is no auto-launch action, this setting is not applicable.
  • Mail Template for Auto-Launch: The template is used when a Compose Email auto-launch action is selected. If the auto-launch action does not involve sending an email, this setting is not applicable.
  • Delayed Email: This indicates that any email sent for this status change should be delayed (according to the settings in Admin > System Configuration > Notifications > Delayed Email Settings). If the auto-launch action does not involve sending an email, this setting is not applicable.
  • Hired Flag: The hired flag should be checked if this status should be considered a hire and treated as such within the system.
  • Rejected Flag: The rejected flag should be checked if this status should be considered a rejection and treated as such within the system. (This flag determines which statuses display in the Reject dropdown on the Recruiting Workflow Profile. Any status without a reject flag will display in the Advance dropdown.)
  • Interview Flag: This indicates that this status is used for scheduling interviews. There can only be one status indicated as an interview status.
  • Stop Portal Application Flag: Candidates with an incomplete application who are placed into a status with this flag will not be able to continue their application for that job.
  • Forced Status List: Identifies required applicant workflow statuses that a candidate must be placed into prior to being placed into this status.
  • System ID: This non-editable field is required for advanced configurations and troubleshooting.
  • List Node ID: This non-editable field is required for advanced configurations and troubleshooting.
Tip: By default, if a candidate is in a status with the Rejected, Hired, or Interviewed flag checked, they cannot continue that specific job application on the Career Portal. The Stop Portal Application Flag affects only candidates who have not completed their application for a job. It is useful in situations where a Platform user moves a candidate out of the Incomplete status, since that candidate would then be able to continue their application and the system would place them back into the Initial Submission status upon completion. When a Platform user moves a candidate out of Incomplete status into another status with the Stop Portal Application Flag enabled, the candidate will no longer be able to finish and re-submit their application.

For information about configuring the text that will display to candidates on the Career Portal for a specific status, refer to the Configuring Candidate-Facing Status Information in System Configuration article.

Maximizing Use of Auto-Launch Actions and Auto-Launch Prompts

Auto-Launch Actions Defined

Each auto-launch action can be set to make the workflow process more efficient by automating the action that should occur when someone is placed into that status. Each status in a workflow should have a purpose and a meaning behind it, which should make it easy to determine the action that corresponds with any work that needs to be completed in status. The auto-launch actions provided by iCIMS are listed below, with a brief description of how it functions and what its use case is.

Approve Applicant:
  • Allows the user to route an applicant for approval, as described in Understanding and Initiating the Candidate Approval Process
  • Used to convey information to a hiring manager and receive immediate feedback. This action can enable a hiring manager to login to the candidate approval, view information, and then approve or decline the candidate, decreasing a hiring manager's involvement to three statuses: the initial status that launched this action, and then either an approved for interview status or a declined status, depending on the hiring manager's review.

Approve Offer

  • Allows the user to route an offer for approval, as described in Understanding and Initiating the Offer Approval Process.
  • Used to serve as a starting point for the offer approval process, which is typically self-explanatory and routinely built into the iCIMS Talent Platform during implementation. This action can be used in combination with an auto-launch prompt to provide instructions to the user. For example, the auto-launch prompt could inform a user to "Make sure all offer detail fields are filled out before launching the approval" or a similar helpful reminder to the user.

Schedule Appointment (Applicant)

  • Launches the appointment window to configure and send out an appointment to the associated candidate. This particular action does not take into account the job details, and serves more as a generic appointment. It can use recipient and person variables, but not job or workflow.
  • Used by some organization's when they first screen candidates for general consideration. 

Schedule Appointment (Workflow)

  • Launches the Send Interview window for the candidate moved into the corresponding status, saving the step of manually clicking the Schedule Interview button. The user can use this auto-launch action to schedule an appointment that is directly related to the position and has access to workflow variables.
  • Used to prevent the hassle of locating the Schedule Interview button and to ensure that scheduling an interview for each status that would require one is easy to do.

Add Note (Workflow)

  • Allows a user to directly input a note when moving a candidate into the associated status. This note is available in the notes tab of the person's profile, and it can also be viewed by adding the Submittal/Rejection Note : Subject [Subject] column to the default output on the People Tab of the Recruiting Workflow Profile. This particular column will display the most recent note left for the candidate while in the status they are currently in.
  • Used with statuses that are infrequently used or do not have a clear function. In coordination with an auto-launch prompt asking the question "Why did you move this candidate into this status?", this action can be used so users can leave reminders for themselves or explanations for the move into the status. Combined with the output column mentioned in the bullet above, notes that are left using this action can also be made immediately available for users with the appropriate permissions viewing the People Tab of the Recruiting Workflow Profile.

Add Note (Rejection)

  • Allows a user to choose a disposition reason and explanation, if configured. This is a commonly used mechanism to add rejection reasons.
  • Used any time a candidate is rejected and no longer in consideration for the job.

Create Task

  • Prompts the user to assign a Library Task (which is previously configured in the Platform) or to create a Non-Library Task with the candidate as the default recipient. For more information about creating tasks, see Creating Tasks.
  • Used to manage workflow, especially when considering that tasks come equipped with notification emails when the task is assigned, as well as reminder and past due notifications. For example, the user could set up a task that requires the candidate to fill out an iForm. Normal email requests do not have any follow up, but the task reminds the candidate to complete the iForm without any input from the recruiter. Tasks can also be used to set up future work items for other individuals within the company. For example, a hiring manager could move a candidate into a status that creates a task for the recruiter to set up an interview. The recruiter would then be reminded that there is action to take without having to check the job or a dashboard report. Additionally, an auto-launch prompt could be configured to instruct users which task to assign.

Compose Email (Forward Applicant)

  • Automatically opens up the Compose Email popup, which can be configured with an email template. This action is used to email someone who is not the candidate, and by default includes the candidate's resume.
  • Used to communicate with individuals who would benefit from seeing the candidate's resume via email. This action saves the step of attaching a resume, so when a candidate is placed into this status, the user can choose the recipient and quickly send the email. This auto-launch action should be associated with any status where sending information to another employee or hiring manager is required.

Compose Email (Applicant)

  • Automatically opens up the Compose Email popup with an email pre-addressed to the candidate. The default template in this popup can be configured as well.
  • Used to communicate with the candidate, and saves the hassle of locating the Send Email button. This auto-launch action can leverage recruiting workflow variables (and therefore person and job variables as well), and should be associated with any status that requires email communication directly with the candidate. User admins can also use this auto-launch action to ensure that users are using the appropriate email templates coordinated with each status the candidate can be moved into.

Compose Email (Forward Applicant to Hiring Manager)

  • Automatically opens up the Compose Email popup with an email pre-addressed to the hiring manager on the job. The default template that populates can be configured by the user admin.
  • Used for the same purpose as the Compose Email (Forward Applicant) action, with the added benefit of being pre-addressed to the Hiring Manager. This is most effective when associated with a Submit to Hiring Manager type status, as it saves the user the time of composing an email, attaching a resume, etc.

Hire Applicant

  • Launches the Hire Wizard, which enables the user to fill out information for a new hire and close out the job. It also allows the user to reject any remaining other candidates who were not selected at the time of the hire.
  • Used as the final action for customers who do not use iCIMS Onboard. While it is possible for different statuses to be associated with this action, iCIMS recommends associating this action only with the status that is the action of hiring to prevent confusion for users.

Open iForms Center

  • Launches the iForms Center screen. The iForm Center contains a dropdown list showing all completed iForms as well as other available iForms that can be sent to the candidate.
  • Used in cases where it becomes necessary to choose a specific form that may change depending on the situation. This status can be used when an organization does not have a generic email template for an iForm request. For example, if the user is sending out an Offer Letter iForm, but the organization company has multiple offer letters to choose from (e.g. separate letters for internal and external hires), launching this status can bring the user to a screen where they can select the exact offer letter they want to send out.

Submit to New Workflow (Multiple Applicants)

  • Note: This auto-launch action can only be leveraged when moving candidates to a different status via the Take Action button in a Recruiting Workflow Search.
  • Allows the user to submit one or more applicants to other workflows such as other jobs, new hire categories, or sourcing workflows.
  • Used when one or more candidates is a good fit for another job or if a candidate was a "runner up" and would benefit from being placed into a talent pool. As a best practice, iCIMS recommends that in the hiring workflow, the status associated with this auto-launch action occurs before the status where a candidate would be rejected from the current job.
Submit to New Workflow (Single Applicant)
  • Note: This auto-launch action can only be leveraged when moving a single candidate to a different status via the Advance/Reject buttons on the Recruiting Workflow Profile.
  • Allows the user to submit one applicant to other workflows such as other jobs, new hire categories, or sourcing workflows.
  • Used when a candidate is a good fit for another job or if the candidate was a "runner up" and would benefit from being placed into a talent pool. As a best practice, iCIMS recommends that in the hiring workflow, the status associated with this auto-launch action occurs before the status where the candidate would be rejected from the current job.

Onboarding Wizard

  • (Note: this action is only available if iCIMS Onboard has been purchased and enabled) Allows the user to fill out employee fields, assign to a new hire category, and assign tasks, among other options.
  • Used to successfully onboard a new hire. For more information about the Onboarding Wizard, see Onboarding a New Hire.

Example Workflow using Auto-Launch Actions and Prompts

When used in conjunction with a well thought-out series of bins and statuses, auto-launch actions can save time and streamline the entire hiring process. The following scenario walks through a possible series of steps might look like in practice.

Notes:

  • The following scenario is only an example of how a recruiting workflow can flow from one status to the next, and is not mean to illustrate a best practice hiring workflow.
  • The bins and statuses described below may differ from the bins and statuses available due to your organization's configurations of the iCIMS Talent Platform

Status: New Submissions: External Portal
Auto-Launch Action: N/A

The first status a candidate could be in. From here, assume that the recruiter has reviewed the candidate, John Smith. John looks promising, so he is moved into the Initial Review: Reviewed status.

Status: Initial Review: Reviewed
Auto-Launch Action: Add Note (Workflow)

When John is placed into the Initial Review: Reviewed status, it will immediately prompt the recruiter to enter a note due to the associated auto-launch action. The recruiter can write something such as "John looks to have good work experience, set up for a screen". Now, if the recruiter gets sidetracked, there is already a reason in place as to why John was placed in that status, and next steps have been left in the note as well. 

After some time passed, the recruiter can more formally  review John. The recruiter looks at his profile and resume, and determines John looks like a potential good fit. Now John can be moved into the next status.

Status: Initial Review: Interview Scheduled
Auto-Launch Action: Schedule Appointment (Workflow)

Once John is moved into this status, the schedule appointment screen pops up and the recruiter can send a message to John to schedule a phone screening. There's no need to go looking for the interview icon or go to the main menu bar, and the recruiter is able to easily propose some time slots through the appointment window. Once this appointment is sent out, the recruiter can wait for John's reply. Once he accepts, the recruiter conducts the phone screen and can collect some notes. Fortunately, John is an engaging individual with strong qualifications. The recruiter in this example needs to perform some other steps in the system, so John is moved into the next status.

Status: Initial Review: Interview Completed
Auto-Launch Action: Add Note (Workflow)

This status has been configured to serve as a reminder for the recruiter that they need to take next steps with John. With the Add Note action, the recruiter is prompted to write a note detailing next steps so they can remember why John was placed here and how the phone screen went. This way, another recruiter (or other user with appropriate permissions) could scan through the recruiter's notes. Next, the recruiter can formally submit John to the hiring manager of the job.

Status: Hiring Manager Review: Submitted
Auto-Launch Action: Compose Email (Forward Applicant to Hiring Manager)

Once John is placed into this status, the recruiter is automatically prompted by the system to send an email to the hiring manager on the job, with John's resume already attached. Using this action has saved the time of pulling an email, crafting an email or choosing a template, and attaching the candidate's resume. The template could be pre-configured to instruct the hiring manager to review the resume and get back to the recruiter if there is interest in scheduling an interview. 

Suppose the hiring manager wants to meet with John. The Schedule Appointment auto-launch action can once again be used to make this easy!

Status: Hiring Manager Review: Interview Scheduled
Auto-Launch Action: Schedule Appointment (Workflow)

When John is placed into this status, the schedule appointment screen is launched and the recruiter can schedule an interview for the hiring manager to meet John . From here, John can be left in this status until the hiring manager runs the interview and comes back with feedback on John, or the recruiter can also leverage a different status and auto-launch action as described in the next step.

Status: Hiring Manager Review: Decision Pending
Auto-Launch Action: Create Task

Now that the recruiter is waiting for the interview to happen in order to receive the hiring manger's input, John can be moved into a status with the Create Task option. The company in this example has a specific Hiring Manager Interview Feedback iForm that the hiring manager is required to fill out, so the recruiter can use this action to create a task assigning that iForm to the hiring manager interviewing John. This task will provide the hiring manager a link to get to the iForm and will remind the hiring manager to complete the iForm! Once the hiring manager has completed this task, John can be moved into the next status.

Status: Hiring Manager Review: Offer Requested
Auto-Launch Action: Add Note (Workflow)

The hiring manager wants to move ahead with giving John an offer. The recruiter moves John out of Hiring Manager Review: Decision Pending and into Hiring Manager Review: Offer Requested. The recruiter is then prompted with instructions on how to prepare for the offer, and is also given the opportunity to attach any notes about John's current status. By leaving these notes, the recruiter can remain transparent and record notes without traveling to a specific profile or notes section. Now, the offer approval process is ready to be launched.

Status: Offer: Launch Offer Approval
Auto-Launch Action: Approve Offer

Moving John into this status starts the formal Offer Approval wizard. Here the recruiter can send the offer to all those in the organization that need to sign off. Once all the terms of the offer have been mutually agreed upon, the recruiter is free to extend the offer to John.

Status: Offer: Offer Extended
Auto-Launch Action: Open iForms Center

Now the recruiter can tell John about his employment offer, they will also need to send him an offer letter. When John is moved into the Offer: Offer Extended status, the iForms Center will launch, and the recruiter can pick out the specific Offer Letter iForm they need. The recruiter can edit the iForm directly from the iForms Centerm, inputting this specific offer's details, and the iForm can also be sent through the same process, congratulating John on the offer and providing him with instructions to sign the iForm. Once John signs the iForm, the recruiter is able to take action again.

Interlude Status: Hiring Manager Review: Interviewed; Submit to Other Workflow (Custom Status)
Auto-Launch Action: Submit to Workflow

Before John is hired and the job is closed, the recruiter also wants to move a second candidate, Joe, that was almost selected for the same position, to a new status.The recruiter doesn't want to lose track of Joe's profile and thinks he would make a great fit for another positiion. Moving Joe into this custom status prompts the recruiter to submit Joe directly to another job that he could be a good fit for, or the recruiter can use this action to submit Joe to one of the organization's talent pools so sourcers can review Joe's profile. This auto-launch action saves recruiters the step of having to remember to relocate Joe's profile and submit him to another job, they can perform this action directly from the Recruiting Workflow Profile.

Status: Offer: Offer Accepted
Auto-Launch Action: Compose Email

John has accepted the offer, so he's moved into the Offer: Offer Accepted status, which launches the Compose Email popup. Using this popup, the recruiter can inform the hiring manager and other interested parties that John will be joining the company! Once emailed, the recruiter can ensure any final details are taken care of before moving John into the final status.

Status: Hired: Hired
Auto-Launch Action: Hire Applicant

When John is moved into the Hired: Hired status, the Hire Wizard will launch. This wizard allows the recruiter to select a disposition reason for all candidates who were not selected for the job, but were not yet rejected. Then, the recruiter can also close out the job. The recruiter also has the option of sending John a Welcome Letter, and can then move on to hiring for the next position.


User Admin Curriculum

The iCIMS introductory curriculum for user admins is split into four sections: Working in System Configuration, Managing Libraries, Managing Users & Profiles, and Managing Scheduled Reports. It includes videos and articles, with each type of resource denoted by the following icons:
  • User-added image: Article
  • User-added image: Learning Clip
  • : Chaptered Video
  • User-added image: Training Webinar
These resources provide information to assist user admins in configuring and maintaining their organization's instance of the iCIMS Talent Platform.

Working in System Configuration

Managing Libraries

Managing Users & Profiles

Managing Scheduled Reports