Overview
As a candidate goes through the recruitment process, from first expressing interest in your organization to being onboarded as a new employee, they are moved through workflow statuses. 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.
For organizations using iCIMS Onboarding, user admins can create and configure statuses for onboarding workflows. This article features the following sections:
Creating a New Onboarding Workflow Status
- From the main menu, select Admin, then select System Configuration.
- Select Onboarding from the left navigation pane. Then select Workflow from the list of options to the right.
- Next to Onboard Workflow Statuses, click Edit to launch the Onboard Workflow Statuses popup.
- Select the Onboard Workflow Statuses header in the list, then click the Create list item (green plus sign) icon.
The new status, temporarily named [New Node] then displays in the list with additional options available on the right.
- Fill in the required Label field. Then, configure the optional settings (e.g., Auto-Launch Action) as needed. Click Save to create the new status.
Configuring Status Options for Specific User Groups
Individual workflow status options, such as making a status hidden, can be configured per-user group, if needed. The steps for configuring status options for a specific user group are provided below. For more information on the available status options, review the Understanding Onboarding Workflow Status Options section of this article.
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 in the Creating a New Onboarding Workflow Status section of this article.
- Navigate to the Onboard Workflow Statuses popup (steps 1-3 in the Creating a New Onboarding Workflow Status section of this article.)
- 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.
- Select the status to configure from the list; the options for that status then display on the right.
- Configure the options for the status, as needed (e.g., check the Hidden box). These options only affect users in the group selected in step 2.
- Review the changes, then click Save to finalize the update.
Understanding Onboarding Workflow Status Options
User admins can configure several options for each onboarding workflow status, such as auto-launch actions or forced status lists. These options can be configured globally for all system users or only for users within specific login groups. The available options are described below.
- Label: The label seen by users within the system.
- Hidden: A hidden status is effectively retired from use; it does not display as an option when taking action on new hires and cannot be used in searches or reports.
- Notes:
- Statuses that are no longer used by an organization can be hidden to remove them from use; statuses cannot be deleted.
- A hidden status displays as Hidden (List Node ID) rather than as its label when viewed by users it has been hidden from.
- Default Submit Status: Indicates the status that new hires are placed into when submitted to an onboarding workflow.
- Note: It is required to have a status configured with the Default Submit Status, and only one status can be set with the Default Submit Status; the standard Ready to Onboard status is set with this by default.
- Auto-Launch Action: The action a user is prompted to complete when they move a new hire into the status. For more information about auto-launch actions, see the Understanding Onboarding Workflow 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 messages include instructions on how to complete the action (e.g., Send the following email to the new hire) or serve as a process reminder for the user (e.g., Leave a note explaining this status change).
- Note: Auto-Launch Prompt is only applicable when an auto-launch action is selected.
- Mail Template for Auto-Launch: The email template used when a user is prompted to send an email through an auto-launch action.
- Forced Status List: Identifies a list of required onboarding workflow statuses that a new hire must be placed into prior to being placed into the configured status. For more information, review the Onboarding Workflows section of the Setting Up Entrance Criteria for Recruiting Workflows article.
- Read Only: A read-only status is locked and new hires cannot be moved into that status; existing new hires in a read-only status are viewable and can be moved out of the status.
- In Progress: This flag indicates the status a new hire is moved into when their onboarding tasks have been started. Once a new hire completes an assigned task, their onboarding workflow status automatically updates to the status configured with the In Progress flag.
- Notes:
- It is required to have a status configured with the In Progress flag, and only one status can be set with the In Progress flag; the standard Onboard in Progress status is set with this by default.
- To stop the automation of this status change, the setting Automatically Move to In Progress status can be disabled via Admin > System Configuration > Onboard > Workflow.
- New Hire Tasks Completed: This optional flag indicates the status a new hire is moved into when the following conditions are met:
- Any tasks assigned to the new hire are completed
- Any tasks associated with the new hire that are assigned to other individuals are not yet completed (e.g., a task remains open for the IT team to set up a computer for the new hire).
- Completed: This flag indicates the status a new hire is moved into when the following conditions are met:
- Any tasks assigned to the new hire are completed
- Any tasks associated with the new hire that are assigned to other individuals are completed.
- Notes:
- It is required to have a status configured with the Completed flag, and only one status can be set with the Completed flag; the standard Onboard Complete status is set with this by default.
- To stop the automation of this status change, the setting Automatically Move to Complete status can be disabled via Admin > System Configuration > Onboard > Workflow.
- Closed: The Closed flag indicates that the workflow has been closed out and tasks associated with that workflow can no longer be worked on by the candidate. The new hire is not able to view any tasks associated with their New Hire Category while in a status configured with the Closed flag.
- Note: It is required to have a status configured with the Closed flag, and only one status can be set with the Closed flag; the standard Closed status is set with this by default.
Understanding Onboarding Workflow 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 or entering disposition notes. The auto-launch actions available for onboarding workflow statuses are outlined below.
- Schedule Appointment: Launches the Schedule Appointment popup to create and send an appointment invitation to the associated new hire. This action does not consider job details and serves more as a generic appointment. The invitation can include sender and recipient email variables; job, recruiting workflow, and onboarding workflow variables are not available for use.
- Tip: Create a Schedule Orientation status with this auto-launch action.
- Add Note: Allows a user to enter a note about the associated new hire. If desired, the user can also send an email to the new hire after saving the note.
- Note: The note is saved to the Notes tab of the new hire’s Person profile.
- Tip: Using an auto-launch prompt with this action can remind users what type of information they should leave in the note, such as Has the new hire completed all onboarding iForms and tasks?
- Create Task: Prompts the user to assign an Onboarding Workflow library task that was previously configured in the system or create a non-library task with the new hire as the default assignee. For more information about creating tasks, see the Creating Onboarding Workflow Tasks and Onboarding Workflow Task Dependencies article.
- Compose Email (Person): Launches the Compose Email popup with the new hire selected as the recipient; the recipient cannot be changed.
- Note: 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 dropdown, that template prepopulates the email popup.
- Compose Email (Forward Workflow): Allows the user to forward information about the selected new hire to a specified recipient through a Compose Email popup.
- Note: By default, this action uses the Send Candidate by Email template, which includes the new hire’s resume. If the status configured with this action has a template selected in the Mail Template for Auto-Launch dropdown, that template is used instead.
- Open iForms Center: Launches the iForms Center popup, which includes a list of iForms that can be sent to the new hire, as well as any previously completed iForms. iForms can be reviewed, edited, or sent through this popup.
- Note: The only available iForms in this popup are Person, Onboarding Workflow, and New Hire Category iForms. For more information on iForms, review the Introduction to iForms article.
- Submit to New Workflow: Allows the user to submit one or more new hires to a new talent pool, job, or new hire category.
- Note: This action does not remove the new hire from their current workflow.
