Practice Opportunities — Make Changes
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Add automated activities to a practice opportunity, change existing activities & delete unwanted automated activities.
Permissions & Restrictions
Permissions
Admins & Full Users: Can manage and edit practice opportunity automated activities.
Standard & Limited Users: Can edit their activities and bulk manage their assigned activities and candidates.
Read-Only: Does not have permission to make changes to opportunities.
Term Definitions
Workflow: A process of stages to work candidates through. A workflow contains a predefined set of automated activities assigned to each candidate as they are added to the stage.
Workflow Template: Workflow templates are a starting base for the practice opportunity and are managed from account settings. This template is your starting base and changes can be made to the template and pushed down to opportunities tied to the template or changes can be made to an individual opportunity. Note, any changes made to an individual opportunity will have changes overwritten if template changes are applied.
Restrictions or Pre-Requisites
If a change is made to an individual practice opportunity any changes pulled down from a template will override the unique changes. The only aspect that can be maintained if updated within the practice opportunity itself is activity assignee.
Change an Existing Workflow for a Practice Opportunity
As processes are ever-evolving, there may be times when automated activities need to be added, modified, or removed from a process.
Add Automated Activities
Admins and managers can add automated activities to a stage in existing practice opportunities.
- Navigate to the practice opportunity
- Go to the workflow tab
- Click on the ellipses
- The edit stage form opens on the right
- Add an activity from here
Activities added will be picked up by candidates entering the stage or are later added to the workflow.
Note: Newly created automated activities will not be added to candidates already in the stage. See the ‘Adding activities to candidates’ section for adding activities to candidates already in the workflow.
Edit Automated Activities
Admins and managers can edit automated activities in a stage.
- Navigate to the practice opportunity
- Go to the workflow tab
- Click on the ellipses
- The edit stage form opens on the right
- Click edit
Note: Editing an automated activity will only be present when new candidates get this automated activity. It will not modify the existing candidates’ activity details.
Delete Automated Activities
Admins and managers can delete automated activities in a stage.
- Navigate to the practice opportunity
- Go to the workflow tab
- Click on the ellipses
- The edit stage form opens on the right
- Click delete
Note: Deleting an automated activity in the stage will not remove the activity from existing candidates. This will only ensure that new candidates moving into that stage or candidates later added will not receive that activity. See Delete Activities for a Candidate section for deleting existing activities.
Modify an Existing Candidates Activities
This section will cover how to add, modify, or delete activities for candidates already in process.
Delete Automated Activities
Adding automated activities to a template or a stage will not add activities to existing candidates within a workflow process. To achieve this all user roles, except for read-only, can add an activity to a candidate. This is the best way to add missed new items that have already been added to the workflow stage and templates for future candidates and practice opportunities respectively.
The best practice for this process will be through the practice opportunities activity list, but can be done anywhere an activity is created.
- Navigate to the practice opportunity activity list
- Click the Add Activity button
- Add details for this activity as they are reflected in the automated activity
- Add the relevant candidate to related people
- Add relevant workflow & stage relations for tracking purposes
- Save the activity
Note that this activity will have to be created for each candidate individually as relating multiple people in the related people field will consider this one task for all people. Completing an item this way will complete the activity for all related people in that field.
Edit Activities for Candidates — Option 1
To apply changes to a specific activity tied to many candidates, can be done from any activity list. Best practices can be updated through the practice opportunity activity list.
- Navigate to a practice opportunities activity list
- Narrow down the activities you want to edit (use summary, related people, or related stage fields)
- Select the activities you would like to modify
- Click action drop-down
- Select update activity
- The update activity form will slide out on the right
- Update the summary or description in bulk
Note: This will overwrite the summary and description — this cannot be undone. There will not be a history of what these fields had before this change.
Edit Activities for Candidates — Option 2
Activities can also be updated for a candidate on an individual activity basis. This is common if there are details that need to be updated outside of the summary or description. This can be done from the candidate card or any activity list. The best practice is from the candidate card.
- Navigate to a practice opportunities workflow tab
- Click on the candidate card to view assigned activities
- Click the ellipses button on the activity
- Click edit
- Make updates
Note: Changes will be saved for this activity only for this candidate.
Delete Activities for a Candidate
If at any point there are activities that are no longer part of your process, users can delete activities for a candidate. If only 1 candidate needs an activity deleted, best practice would be from the candidate card.
- Navigate to a practice opportunities workflow tab
- Click on the candidate card to view assigned activities
- Click the ellipses button on the activity
- Click Delete
Bulk Delete Activities
Users can bulk delete activities from any activity list if there are multiple to remove. The best practice is from the practice opportunity activity list. However, if there are several practice opportunities with unnecessary activities this could be handled from the main activity list.
- Navigate to a practice opportunities activity list
- Narrow down the activities to be deleted (by summary name, assigned to, related people, related stage, etc.)
- Select the activities you want to delete
- Click action drop-down
- Select delete
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