Workflows Overview

There's no one-size-fits-all way to hire. That's why JazzHR created workflows. Built to take your hiring process from complicated and clunky to streamlined and sleek, this feature empowers you to take full control of how you hire.

This article covers:

What are Workflows?

Workflows are virtual representations of your hiring process. Made up of a series of customizable stages, workflows are created as templates and then assigned to jobs.

All candidates come into JazzHR in the "New" Workflow status. From there, you move him/her through the active Workflow stages and eventually into a final Hired or Not Hired disposition. Workflows give you and your team visibility into where a candidate is in your hiring process.

Additionally, you can add Workflow Helpers to your workflow stages to ensure that your hiring process is consistent while automating repetitive tasks and reminders.

Only certain Recruiting Roles—Super Administrators and Recruiting Administrators—can create and edit Workflow templates. Any User, on the other hand, who has the ability to edit a job can also assign a Workflow to a job and update that job's Workflow. By default, any User who has access to a candidate can update their workflow status.

Creating a Workflow Template

  1. Go to Settings
  2. Click Workflows
  3. Click +Create Workflow

Editing a Workflow Template

  1. Go to Settings
  2. Click Workflows
  3. Find the name of the Workflow template you'd like to edit 
  4. Click the name or pencil icon to edit.
  5. Click EDIT STATUSES to add a stage, then scroll to the bottom of the Workflow
  6. Click +New Stage
  7. Type into the box to name the new stage, then click Save
  8. Click on the up and down arrow icon, drag and drop stages to reorder your Workflow stages
  9. To delete a Workflow step, click the trashcan icon


Selecting a Workflow Template as the Default for New Jobs

Decide which Workflow template is automatically selected when creating new Jobs. Note that this will not affect any current jobs. Here's how:

  • Click Settings
  • Click Workflows
  • If you have not yet created your workflow template, do so now. See the steps above
  • Click the down arrow next to the workflow you'd like to make the default Workflow Template
  • Select Make Default

Assigning a Workflow Template to a Job

When creating a new job, you'll be prompted to select a Workflow from the "Recruiting Workflow Template" drop-down. The default Workflow will already be selected, but you can adjust this if needed.


Changing a Candidate's Workflow Stage

Be sure to keep candidate Workflow statuses up to date in order to properly track candidates. All candidates come into JazzHR in the New status. From there, you can change their status. Here's how:

  • Click Candidates
  • Find the applicant for whom you want to change the status
  • Click on the Candidates name
  • On the candidate's profile, click on the drop-down menu and select the appropriate stage


Workflow Templates and Job Workflows

Once a job is created, it inherits the stages and Workflow Helpers from the Workflow template you attach it to. By default, any changes you make to a Workflow template will be applied to any jobs using that Workflow template.

You may also unlock a job workflow from the workflow template, thereby creating a standalone workflow specific to an individual job.

Note:  When you unlock a job workflow from the template, the action CANNOT be undone.  Doing so breaks the link between this job's workflow and the designated workflow template.  Once a job workflow is unlocked, future changes you make to the workflow template will not transfer to that job.  

Unlocking a Job From the Template

  • Click Jobs
  • Click the Job title you wish to edit
  • Click Edit Job
  • Click Workflow
  • Click Actions
  • Select Unlock from Template

2018-06-18_17.27.24.gifFrom here, you can add, remove and reorder your job’s workflow stages. Changes will affect this workflow only.

Frequently Asked Questions

How do I change a workflow for an existing job?

You cannot swap out the workflow for an existing job.  You can do either of the following:

      • Unlock the Workflow from the template and edit that one individually.
      • Clone the job, and reassign a new Workflow upon creation.

Check out the following video for a walkthrough on these options:

Am I able to tell which jobs are using a specific workflow template?

Yes, to check which jobs are using a specific workflow template:

  • Click Settings
  • Click Workflows.
  • Each workflow template will indicate how many jobs are using it. Hover over the indicator to view the specific jobs.


Can I hide old workflow templates that I no longer use?

Yes, you can hide them using the Archive function.  To archive templates you no longer use:

  1. Click Settings.
  2. Click Workflows
  3. Click the action menu next to the workflow you'd like to archive and select Archive

What's the difference between Archiving and Deleting a workflow template?

Archiving a workflow template moves it out of the Workflow Templates list and so that template cannot be selected when creating new jobs.  Archived workflows can be recovered in the future if you desire.  Deleting a workflow template removes it from your JazzHR account forever.  Deleted workflows CANNOT be recovered.

Can I report on my workflows?

AbsolutelyClick Settings > Reports and then select one of our Workflow reports under "Standard Reports."

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