TABLE OF CONTENTS
- Explanation of term
- Configuration
- System behavior
- How our customers use this
- More articles on this topic
Explanation of term
Do you want to make your application process more efficient? Automated status changes save time and ensure that no application is overlooked. Automated status changes help you automate your workflow.
You define the initial status and the trigger event that causes an applicant’s status to change. This is useful to move the process forward as soon as certain triggers occur.
Configuration
In the menu, go to Automated Status Changes. Here, you can create a new one using + Automated Status Change.
See: Create an Automated Status Change
System behavior
- Benefits
Save time and ensure that no application is overlooked.
Example of an automated status change:Problem: Applications remain too long in the "Under Review" status.
Solution: An automated status change reminds the department after X days to take action.
- Timing of the Status Change
Every 30 minutes – always at XX:15 and XX:45.
Example: A questionnaire was completed at 07:01 → the status change becomes visible to all users at 07:15. Notes on configuration
- Name
Give a clear name to the status change. It is only displayed in the overview. - Initial Status
Status from which the change occurs. - Target Status
Status to which the change occurs.
Example: From "Remind Department" to "Under Review" if no action is taken within X days. - Trigger
Triggers define when the status changes.
Various triggers are available:- Questionnaire was filled out
- Last Status Change
- Onboarding Started
- Online Interview Conducted
- Appointment booking failed
- Appointment Survey Conducted
- Appointment Date Reached
- Test Passed
- Test Completed
- Test Not Passed
- Test Pending
- Test Process Failed
- Name
- Link email dispatch to the status change
Once the automated status change has been set up, you can insert a correspondence template in the automated email dispatch section, which will automatically be sent as an email to the applicants.
Important:
If you want to mention a contact person, you must insert placeholders from the Responsible User of Job Opening section (e.g., salutation and last name) into the correspondence template.
- Additional Features
An automated status change only includes a status transition. Additional functions such as sending a questionnaire, selecting rejection reasons, or adding screening questions are not included. - Organizational Unit
An automated status change cannot be limited to one organizational unit. It applies to all units in the system. - Workflow
Ensure that a status transition from the follow-up status to another status in the workflow is set up. Otherwise, applicants may get stuck in a status.
How our customers use this
Almost all customers use an automated status change with a linked task definition to ensure that applications are processed in a timely manner.
Customers using the Plus version of the calendar integration have an automated status change to be notified of failed appointment bookings. More details here: Getting Started: Calendar Integration Plus