Workflows allow you to have talent progress through customizable and distinct stages, whether they're a new talent onboarding for the first time or known talent joining a new project. Stages can be designed to collect information, take actions and ensure compliance!
Learn in this article how to easily create workflows that meet your business needs and gather all the information you need from your talent. We will begin by reviewing the configurable features within workflows.
They are customizable to meet the needs of various stages within your talent lifecycle, and it's important to understand your options when building your first workflow.
TABLE OF CONTENTS
- Overview Video: Workflow Stages
- Stage categories
- Stage settings
Overview Video: Workflow Stages
There are three categories of workflow stages that you can add.
- Talent-facing stage - These will be displayed to your talent or candidates as they progress through the workflow, asking them to provide the information you request.
- Internal-facing stage - They will only be visible to your internal team members and can be used for anything from ensuring compliance to requesting input on the talent. This option is available for Request and Information stages.
- Action stage - This type allows you to automate an action within your onboarding workflow. Once your talent enters the action stage, the actions you have set will automatically run.
- Request Data - Select this stage to collect all talent information in a single stage with profile, questionnaire, and requested documents. Read more about this powerful feature below.
- Bank Details - Select this stage to have your talent enter their bank details.
- Tax Information - Add this stage for your talent to enter their tax information
- Portfolio - Select this stage to have your talent show their work and add their portfolio. Learn more about Portfolios here.
- Interview - Select this stage to have your talent schedule an interview on your integrated calendar.
- Sign agreement - Choose the agreement that you would need your talent to sign during onboarding (ie. NDA)
- Information - The Information stage is used to pull information from other workflows or opportunities as information for talent to review and accept or reject.
Use case: If you want to collect information in the onboarding process and get it reviewed by the talent, you can use Information stage by pulling data fields from requisition. Talent then reviews the information and data and and click 'Approve' if accepts or 'Reject' if rejects. The label of the buttons can be changed.
Use case: pull information from a task into the workflow for talent review and accept.
Data request types
When using the request data stage, you will have the option to define how you want to request information.
- Profile field - This will import the provided information into data fields within the talent's profile.
- Questions - This is a questionnaire-style format, and information will be available when reviewing the workflow information.
- Document request - Your talent will be asked to upload documents based on your specific requests. You can define the document, request expiration dates, and even require an internal team member to verify validity before it is considered complete.
- Content - This section allows you to provide content for talent to review while completing the workflow. You may want to create a new section, provide explanatory text, upload a video or provide a document for them to review. To learn more about configuring your document for view, read here.
- Request Data - When used internally, this stage type will prompt the assigned internal team member to enter requested information about the talent.
- Information - Information stage is used to pull information from opportunities as information for talent to review and accept or reject.
- Set Partner Type - Automatically set the type of your talent
- Add to groups - Add your talent to a group automatically
- Set Relationship Manager - Add a relationship manager automatically. Check here for more information regarding Relationship Managers
- Send invitation - Automatically send an invitation to talent who reach this stage
- Assign task - This stage type is specifically used in conjunction with opportunities. If added, it will assign talent to a task associated with the workflow's opportunity.
- Apply workflow - If multiple workflows are needed, this stage will route talent to the next required workflow.
Talent can flow through the onboarding stages in 2 different ways:
- Automatic stage (Default) - Talent will be moved to the next stage automatically once they reached 100% progress.
- Manual review stage - Choose this type if you would like to verify their responses first before moving them to the next stage.
Each stage can be assigned to an internal team member responsible for monitoring or taking action on a stage. They will receive email notifications related to actions or completion of the stage requirements.
You can create custom pop-up messages upon completion of the stage. These are beneficial when explaining to talent what the next steps may be, providing clear instruction, or simply thanking them for their time!
Custom Workflow Notifications
Check out our article on Custom Workflow Notifications to discover simple yet powerful ways to enhance your onboarding process.
Redirect talent to external site
If a stage requires that the talent take action on an external site, you can use this to add the URL of the desired site. This is useful in instances where assessments or additional information needs to be provided.
Disqualification Use Cases
- Applicant Tracking: Sourcing new applicants for your network is great! Managing hundreds of applicants is not. Simply use the three dots to disqualify an applicant. Don't forget to configure a Disqualification message on the stage to automate a politely-worded rejection notification.
- Task Placement or Job Management: When using Job Openings / Opportunities to broadcast work to eligible talent, you can now move Disqualified talent and let the automated notification thank them for their interest.
- General Onboarding: It's common to have lingering talent that don't take action or complete onboarding. If you don't want to archive or remove them, simply Disqualify them and they'll be placed into the 'Not Onboarded' profile status.
- Approval Workflows: Within Information stages, you now have the ability for either internal teammates or talent to accept or reject. Don't forget to configure the Disqualified option and re-label it!
If you're navigating your workflow, no configuration is needed to start disqualifying candidates. However, if you have an internal or talent-facing information stage, you'll want to edit that stage and click the checkmark to activate the disqualification setting.
You can update the label to something that fits your organization, such as Reject or Decline.
A new standard disqualification notification is added that triggers the notification to the stage manager. The new custom notification trigger "partner is disqualified at this stage" can be used at any stage to send custom notifications to talent or internal team members.
Have questions about workflows?
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Adding a document for talent review