Add and Use Workflow Helpers

Stop wasting time on busywork. Instead, automate it with JazzHR's Workflow Helpers.

Attach one or more Workflow Helpers to any Workflow stage/disposition to automate certain tasks as you move the candidate through your pipeline.

This article covers:

Learn more about use cases and review our FAQs!

Adding Workflow Helpers to a Workflow Template

Add Workflow Helpers to a Workflow template to ensure your automation reaches all new jobs you add to that Workflow going forward. Here's how:

  1. Click Settings.
  2. Click Workflows.
  3. Click the name of the Workflow you'd like to edit.
  4. Scroll to the Workflow stage or disposition on which you'd like to set up an automation. Remember Workflow Helpers will be triggered anytime a candidate is moved into this stage/disposition. 
  5. Click Add.
  6. Select which Workflow Helper you'd like from the drop-down.

Adding Workflow Helpers to an Existing Job

Adding Workflow Helpers to a Workflow template at the job level will not affect the Workflow template itself. To add job-specific Workflow Helpers:

  1. Click Jobs.
  2. Find the Job you wish to update.
  3. Click Edit Job.
  4. Click the Workflow tab.
  5. Find the stage/disposition where you want to add the Workflow Helper.
  6. Click Add.
  7. Select which Workflow Helper you'd like from the drop-down.

Different Types of Workflow Helpers

Use Workflow Helpers to automate your hiring process. These different pieces of automation will be triggered once any candidate is moved into a stage where a Helper is attached.

To start adding Workflow Helpers, navigate to Settings > Workflows, and select the Workflow template you'd like to add Helper(s) to. Then, follow the respective instructions to add each unique Helper.

Task

  1. Click Add.
  2. Select Task.
  3. Enter text for the "Title" and "Notes" field.
  4. Select who you'd like to assign the task to via the Assign To drop-down.
  5. Click Add Task.

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 Email

  1. Click Add.
  2. Select Email.
  3. Select an email template from the list.
  4. Select who this email will come from via the Send From drop-down. Note: Email responses will always go back to the person who moves the candidate into the new stage.
  5. Select who this email will go to via the Choose Recipients drop-down.
  6. Click Add Email.

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Interview Session

  1. Click Settings.
  2. Click Workflows.
  3. Select the Workflow on which you'd like the Interview Sessions to be associated.
  4. Click Add from the drop-down next to the specific stage.
  5. Select Interview Session.
  6. Title the session.
  7. Select one or more Interview Guides and accompanying durations. Click +Add Event to add additional guides to the session.
  8. Click Add Interview Session.

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This Interview Session (with accompanying Interview Guides) will now appear automatically on the Interviews tab of the Candidate Profile when a candidate is moved into this Workflow stage.

Questionnaire

  1. Click Add.
  2. Select Questionnaire.
  3. Select the questionnaire you want the candidate to complete.
  4. Select an email template that should be sent along with the questionnaire
  5. Click Add Questionnaire to Stage.

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 eSignature Documents

  1. Click Add.
  2. Select eSignature Document.
  3. Choose the eTemplate you'd like to be sent or click +Add eDocument to create a new one.
  4. Secure the document by selecting a visibility group.
  5. Select an email template to include alongside the eDocument.
  6. Click Add eSignature Document to Stage.

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Assessments

Note that adding an Assessment as a Workflow Helper requires you to have an existing integration with an assessment provider. These can only be added at the job level, not at the Workflow template level. To add one at the job level:

  1. Click Jobs.
  2. Select the Job on which you want to send an assessment.
  3. Click Edit Job. 
  4. Navigate to the Workflow tab.
  5. Find the stage on which you'd like the assessment to be sent out.
  6. Click Add.
  7. Select Assessment from the drop-down.
  8. Select the email template you'd like to be included with the assessment.
  9. Select your assessment provider from the "Assessment Provider" drop-down.
  10. Select a specific test from the "Assessment to Send" drop-down.
  11. Click Add Assessment.

Use Cases

From contacting candidates to reminding teammates to record feedback, Workflow Helpers serve many purposes. Here's a few to jumpstart your process:

  • Request more feedback: A workflow helper is set to the “Screen” workflow stage to assign the Task “Review resume and @mention HR with notes” to the hiring manager. When a candidate is moved to the “Screen” status, the task is automatically assigned to the Hiring Manager, who can then take his or her next steps and follow the instructions in the task.
  • Send rejection letter: “Not a fit” workflow stage can be set to send the “Rejection Letter” email template to the candidate. When the candidate is moved to this stage, the email is sent to them automatically!
  • Screen out a candidate or collect additional information: You can add additional questionnaires to be sent to the candidate in certain parts of the hiring process. Use this to automate collecting onboarding documentation or see writing samples from your candidates.

Frequently Asked Questions

What happens if I reorder my workflow stages? Will my candidates be moved around?

Reordering a workflow has no impact on your applicant pool. You will not be able to delete a Workflow step if an applicant is currently set to it.

Can I control who the Workflow Helper email comes from? 

Yes! We're very pleased to announce that as of June 2018 users can now decide from whom Workflow Helper emails come. You can now select from your company as a whole, the Hiring Manager or the individual triggering the Workflow change.

Note, though, that all responses will go to the individual who triggered the workflow helper.

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Can I deselect Workflow Helper emails or tasks? 

Yes, whenever you move the candidate into a stage with a Workflow Helper, you will have the option to deselect the helper.

Can I assign a Workflow Helper to someone outside of JazzHR?

No, not at this time. Workflow Helpers are currently only compatible with users of JazzHR. If you need to set a Workflow Helper for someone outside of JazzHR, the best workaround is to assign a Task to a current user reminding them to manually notify the outside user.

 

NOTE: HERO plan customers do not have the ability to add workflow helpers as part of the workflow.

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