Overview

As a candidate goes through the recruitment process, from applying for an open position to being offered a job at your organization, they are moved through recruiting workflow statuses in iCIMS Applicant Tracking (ATS). Recruiting workflow statuses help organize and keep track of candidates, facilitate activities associated with each stage of the hiring process, and streamline the overall recruitment process. 

Note: Workflow statuses can also be created for iCIMS Connect (Legacy CRM) and iCIMS Onboarding. Review the following articles for more information:

• Creating a New Workflow Status for iCIMS Connect (Legacy CRM)
• Creating a New Workflow Status for iCIMS Onboarding

To ensure candidates are routed through each necessary step of the workflow, user admins can set up a forced workflow with the use of entrance criteria. For more information, see the Setting Up Entrance Criteria for Recruiting Workflows article.

This article is composed of the following sections:

• Creating a New Recruiting Workflow Status
  • Configuring Status Options for Specific User Groups
• Understanding Workflow Status Options
• Understanding Auto-Launch Actions

 

Creating a New Recruiting Workflow Status

User admins can create and configure recruiting workflow statuses using the steps outlined below.

1. From the main menu, select Admin, then choose System Configuration.
2. Select Applicant Tracking from the left navigation pane. Then select Workflow from the list of options to the right.
3. Next to Recruiting Workflow Bins and Statuses, select Edit to launch the Recruiting Workflow Bins and Statuses popup.

4. On the popup, select a bin to add the new status to and select the Create List Item (green plus sign) icon. The new status, temporarily called [New Node], then displays in the list with its configuration options available on the right. (Review the Understanding Workflow Status Options section for more information on these options.)
   • Note:  Statuses can only be added globally, not on a per-user group basis. However, statuses can later be configured on a per-user group basis, as described in the Configuring Status Options for Specific User Groups section of this article.
   • Tip: To create a new bin, select the bold Recruiting Workflow Bins and Statuses header in the list, then select the Create List Item (green plus sign) icon. A new bin must be saved first before any statuses can be added to it.

5. Fill in the Label (required). Then, configure any optional settings as needed, such as:  
   • Fill in Vendor Manager Text for the new status.
   • Select an auto-launch action from the dropdown and configure the additional auto-launch action settings, as needed (i.e., making it required, providing a prompt, and choosing a mail template).
   • Check the box for any appropriate flags (e.g., hired or rejected).  
   • Select Create Entrance Criteria beside Entrance Criteria Filter to set up the criteria that a candidate must meet before being placed into this status, if desired. (Review the Setting Up Entrance Criteria for Recruiting Workflows article for more information.)
6. Review the new status’ options, then click Save to create the new status.

 

Configuring Status Options for Specific User Groups

Individual status options, such as making a status required or hidden, can be configured per-user group, if needed. The steps for configuring status options for a specific user group are provided below.

Note: Per-user group status options can only be configured for existing statuses. To configure per-user group options for a new status, the status must first be created following the steps outlined in the Creating a New Recruiting Workflow Status section of this article.

1. Navigate to the Recruiting Workflow Bins and Statuses setting in System Configuration and select Edit to launch the popup (steps 1-3 in the Creating a New Recruiting Workflow Status section above).
2. Select the desired group from the User Group dropdown at the top of the popup.
   • Note: By default, Global Group is the selected user group; options configured for this group affect all system users.

3. Select the Expand (plus) icon for the bin that contains the status to be configured. Then, select the status from the list.  The options for that status display on the right.
4. Configure the options for the status, as needed (e.g., check the Hidden box). These options will only affect users in the group selected in step 2.
5. Review the changes, then select Save to finalize the update. 

Understanding Workflow Status Options

 

• Label: The label seen by users within the system.
  • Note: To learn how to configure the status labels that display to candidates on a career site, review the Configuring Candidate-Facing Status Information in System Configuration article.
• Vendor Manager Text: The status shown to vendors (if applicable). If this field is left blank, the Label text is used.
• Hidden: A hidden status is effectively retired from use; it does not display as an option when advancing or rejecting candidates and cannot be used in searches or reports.
  • Notes:
    • A hidden status will display as Hidden (List Node ID) rather than as its label when viewed by users it has been hidden from.
    • Statuses that are no longer used by your organization can be hidden to remove them from use; statuses cannot be deleted.
• Read Only: A read-only status is locked and new candidates cannot be moved into that status. However, existing candidates in a read-only status are viewable and can subsequently be moved out of the status.
• Auto-Launch Action: The action a user is prompted to complete when they move a candidate into the status. For more information about auto-launch actions, see the Understanding Auto-Launch Actions section below.
  • Popular auto-launch actions include, but are not limited to, the following:
    • Approve Offer: Prompts the user to route an offer for approval.
    • Schedule Appointment (Workflow): Prompts the user to schedule an interview for the candidate regarding a particular requisition.
    • Add Note (Rejection): Prompts the user to select a disposition reason and send an email notice to the selected candidate.
• Auto-Launch Required: This option makes the selected auto-launch action required for system users. When a user moves a candidate into a status with a required auto-launch action, they must complete that action in order to successfully update the candidate’s status. If no auto-launch action is set, this setting is not applicable.
  • Note: For information regarding the steps a user must take to complete each type of required auto-launch action, see the Understanding Auto-Launch Actions section below.
• Auto-Launch Prompt: A configurable message that displays before the user is prompted to complete the selected auto-launch action. Some example messages include instructions on how to complete the following action (e.g., Send the following email to the HRBP) or serve as a process reminder for the user (e.g., Complete all offer detail fields before launching the approval). If no auto-launch action is set, this setting is not applicable.
• Mail Template for Auto-Launch: The email template used when a user is prompted to send an email through one of the Compose Email auto-launch actions. If the selected auto-launch action is not a Compose Email action, this setting is not applicable.
• Delayed Email: This indicates that any email associated with this status should be sent on a delay (according to the settings in Admin > System Configuration > System > Notifications > Delayed Email Settings). If the selected auto-launch action does not involve sending an email, this setting is not applicable.
• Hired Flag: The hired flag should be checked if moving a candidate into this status is considered a hire for the purpose of reporting (e.g., time-to-fill reporting) and related system functionality (e.g., decreasing the number of openings on the Job profile).
• ​Rejected Flag: The rejected flag should be checked if moving a candidate into this status is considered a rejection for the purpose of reporting and related system functionality (e.g., when hiring a candidate to a job, candidates in this status count as rejected when selecting the option to disposition all candidates on the job who have not yet been rejected.)
  • Note: This flag determines which statuses display in the Reject dropdown when taking action on a candidate. Any status without a rejected flag displays in the Advance dropdown.
• Interview Flag: This indicates the status is used to represent scheduled interviews for reporting purposes. When an interview is scheduled for a candidate via Applicant Tracking, an entry using this status is automatically added to the candidate’s workflow history at the time and date of the interview. Only one status can be configured with this flag.
• Stop Portal Application Flag: Candidates with an incomplete application who are placed into a status with this flag cannot continue their application for that job.
• Entrance Criteria Filter: Identifies any required criteria that a candidate must satisfy prior to being placed into this status. (Review the Setting Up Entrance Criteria for Recruiting Workflows article for more information.)

Understanding Auto-Launch Actions

Auto-launch actions boost the efficiency of a workflow by prompting users to complete specific actions when moving candidates into different statuses. Auto-launch actions are configured per status and encompass a wide range of activities, such as sending emails, entering disposition notes, or scheduling interviews. The auto-launch actions available for recruiting workflow statuses are outlined below.

Offer Wizard

• Launches the Offer Wizard which allows the user to prepare an offer, route it through approval, and send it to the associated candidate. For more information on using the Offer Wizard, review the Creating and Sending Offers in iCIMS Offer Management.
  • Note: This action can only be used by iCIMS Offer Management subscribers. 
• This action cannot be required.

Approve Applicant

• Allows the user to submit a candidate for internal approval, as described in the Understanding and Initiating the Candidate Approval Process article.
• If this action is required, the user must add at least one approver, then select Save or Save & Begin Approval to successfully update the candidate’s status.

Approve Offer

• Allows the user to submit an offer for internal approval, as described in the Understanding and Initiating the Offer Approval Process article.
• If this action is required, the user must add at least one approver, then select Save or Save & Begin Approval to successfully update the candidate’s status.

Schedule Appointment (Applicant)

• Launches the Schedule Appointment popup which allows the user to create and send out an appointment invitation to the associated candidate.
• This action does not consider job details and serves more as a generic appointment. The invitation can include sender and recipient email variables, but job and recruiting workflow variables are not available for use.
• If this action is required, the user must enter the details of the appointment, then send the invitation(s) to successfully update the candidate’s status.

Schedule Appointment (Workflow)

• Supports interview scheduling through either legacy interview scheduling or legacy interview management.
  • For organizations using legacy interview scheduling, this action automatically launches the Schedule Interview popup for the candidate and related job.
  • For organizations using legacy interview management, this automatically launches a new meeting in the interview management feature for the candidate and related job.
• Invitations sent through this action can use sender, recipient, recruiting workflow, and meeting (legacy interview management only) email variables.
• If this action is required, the user must enter the details of the interview, then send the invitation(s) to successfully update the candidate’s status.
  • Note: This action can only be required for organizations using legacy interview scheduling. The Auto-Launch Required option does not support legacy interview management.

Add Note (Rejection)

• Allows the user to select a disposition reason and provide additional comments, if applicable. If desired, the user can also send an email to the candidate after saving the note.
  • Tip: To configure the list of disposition reasons, access the Rejection Reasons setting in System Configuration (Admin > System Configuration > Recruit > Workflow). If checked, the Requires More Info option available for each reason allows users to enter a comment after selecting the reason when dispositioning candidates.
• The note is saved to the Notes tab of the candidate’s Person profile and can also be reported on by adding the Submittal/Rejection Note: Subject [Subject] output column to a Recruiting Workflow search.
  • Note: This output column only displays the most recent rejection or workflow note left about the candidate while they were in their current status (i.e., a note left while the candidate was in a status other than their current status will not display in the search).
• If this action is required, the user must select a disposition reason and save the note to successfully update the candidate’s status. Entering any additional comments is not required.

Add Note (Workflow)

• Allows a user to enter a note about the candidate when moving the candidate into the associated status. If desired, the user can also send an email to the candidate after saving the note.
  • Tip: Using an auto-launch prompt with this action can remind users what type of information they should leave in the note, such as “Why did you move the candidate into this status?” This action can be useful on infrequently-used statuses that are outside of the main recruiting workflow.
• The note is saved to the Notes tab of the candidate’s Person profile and can also be reported on by adding the Submittal/Rejection Note: Subject [Subject] output column to a Recruiting Workflow search.
  • Note: This output column only displays the most recent workflow or rejection note left regarding the candidate while they are in their current status (i.e., a note left while the candidate was in a different status will not display in the search).
• If this action is required, the user must enter and save a note of at least 2 characters to successfully update the candidate’s status.

Create Task

• Prompts the user to assign a library task (that was previously configured in the system) or create a non-library task with the candidate as the default recipient. For more information about creating tasks, see the Creating Tasks article.
  • Note: The tasks that can be assigned via this action are determined by the type of workflow status the action is associated with. For example, only recruiting workflow tasks can be assigned when using a recruiting workflow status configured with this action.
• If this action is required, the user must either assign at least one library task or create and assign a non-library task to successfully update the candidate’s status.

Compose Email (Forward Applicant)

• Allows the user to forward information about the selected candidate to a specified recipient through a Compose Email popup.
• By default, this action uses the Send Candidate by Email template which includes the candidate’s resume. If the status configured with this action has a template selected in the Mail Template for Auto-Launch option, that template is used instead.
• If this action is required, the user must send the email to successfully update the candidate’s status.

Compose Email (Applicant)

• Launches the Compose Email popup with the candidate selected as the recipient. (The recipient cannot be changed.)
• By default, no template is used with this action. If the status configured with this action has a template selected in the Mail Template for Auto-Launch option, that template prepopulates in the email popup.
• If this action is required, the user must send the email to successfully update the candidate’s status.

Compose Email (Forward Applicant to Hiring Manager)

• Allows the user to forward information about the selected candidate to the hiring manager on the related job. (The recipient cannot be changed.)
• The user can send the hiring manager either the candidate’s resume or a link to log in to the system to review the candidate’s profile.
  • Note: If the status configured with this action has a template selected in the Mail Template for Auto-Launch option, that template is used for both options described above.
• If this action is required, the user must send the email to successfully update the candidate’s status.

Hire Applicant

• Launches the hire wizard which allows the user to enter information about the new hire, close the job (if applicable), and reject any remaining candidates on the job who had not been previously hired or dispositioned.
• If this action is required, the user must review the available actions and new hire information, then select OK to successfully update the candidate’s status.
  • Note: Selecting any actions or entering any new hire information is optional; individual options in the Hire Wizard cannot be set as required.

Open iForms Center

• Launches the iForms Center popup, which includes a list of iForms that can be sent to the candidate as well as any previously completed iForms. iForms can be reviewed, edited, or sent through this popup.
  • Note: The iForms available in the popup may vary depending on the type of workflow status the action is associated with. For more information on iForms, review the Introduction to iForms article.
• If this action is required, the user must select an iForm and send the iForm request to successfully update the candidate’s status.
  • Note: A user can edit and save an iForm before sending the iForm, if needed. However, the iForm request email must be sent for the action to be considered complete.

Submit to New Workflow (Multiple Applicants)

• Allows the user to submit one or more candidates to another workflow (e.g., a talent pool, job, or new hire category).
  • Note: This action does not remove the candidate from their current workflow.
• If this action is required, the user must select a workflow and submit the candidate to successfully update the candidate’s status.

Onboarding Wizard

• Allows the user to onboard a new hire, which can include entering employee information, submitting the hire to a new hire category, and assigning tasks. For more information about the onboarding wizard, see Onboarding a New Hire.
  • Note: This action can only be used by iCIMS Onboarding subscribers. 
• If this action is required, the user must complete the New Hire, Submit to Workflow, and Add Tasks steps of the wizard to successfully update the candidate’s status.

Prime Background Screen (Create Order)

• Launches the Prime Background Screen order process which allows a user to submit the associated candidate for a background screen with their organization's selected vendor. 
  • Note: This action can only be used by Prime Background Screen subscribers. For more information, visit the iCIMS Marketplace.
• This action cannot be required. 

Workday® HCM Connector Hired

• Launches the Submit to Workday® HCM popup which allows a user to submit an employee to Workday® HCM.
  • Note: This action can only be used by Connector for Workday® HCM subscribers. For more information, visit the iCIMS Marketplace.
• If this action is required, the user must complete the required fields on the popup and select Submit to successfully update the candidate's status. 

Transfer Candidate Activity

• Launches the Transfer Activity popup which allows a user to search for an open requisition and transfer a selected candidate’s current Application Profile or Recruiting Workflow profile to that requisition while maintaining the candidate’s initial requisition workflow.
  • Notes:
    • When this action is taken, the candidate’s new application retains its original status, while the original application moves to the status which triggered the Transfer Candidate Activity auto-launch action.
    • Candidates who have selected job-based consent during their application cannot be transferred to other requisitions using this auto-launch action. For more information, review the Understanding the Time-Based and Job-Based Consent Data Privacy Feature article.
    • All field-level data attached to the candidate will be transferred. iForms, background checks, assessments, notes, communication, and responses to screening questions do not get transferred from one job to another.
    • For more information on this auto-launch action, review the Transferring Candidate Activity Between Application Profiles article.

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User Admin Curriculum

The iCIMS Knowledge Base includes additional resources to prepare user admins to work with Applicant Tracking and other iCIMS Talent Cloud products. These resources have been compiled in the following article: User Admin Curriculum