Recruit Workflow Templates
Product Guide Library > Recruitment > Recruit Workflow Templates
Create practice opportunities with templates used to set up workflows & activities.
Permissions & Restrictions
Permissions
Admins: Access to add templates and can edit and delete all templates.
Full: Access to view all templates, add templates & manage their & their team’s templates.
Limited: Can view templates they’ve been assigned but can’t add templates.
Standard & Read-Only: Can view their teams’ templates but can’t add templates.
Term Definitions
Stage Mapping: Helps identify hierarchy to a workflow stage — New, Qualified, In Progress, Passive.
Restrictions or Pre-Requisites
Updates to an existing workflow template can be done by pushing or pulling changes down from a template.
Note: This will impact any individual changes made to activities on the opportunity itself.
Add a Workflow Template
- In the right-hand corner click the gear icon.
- Click Account Settings.
- Navigate to Workflow Templates under Activities in the left menu.
- Click the Add New Workflow Template button or duplicate from an existing template by clicking the ellipses on the template.
- Enter a new for your new template.
- Click Save.
- You’ll be redirected to your new Workflow Template page where you will be able to create stages & automated activities.
Create Workflow Stages
Templates come with a default of 4 stages. Each stage consists of a name, color, and stage mapping. You can add an unlimited number of stages, but each template is required to at least have 1.
- Add a stage by clicking the Add Stage button on the right
- Edit stages via each of their ellipses
- Stages can be dragged & dropped into order
Create Automated Activities
Activities in a workflow template are called automated activities. You can add a new activity by clicking the blue Add Activity button on the right.
Add Automated Activity Form Fields
Here is a breakdown of each of the fields that can be filled out when creating an automated activity (required fields are indicated by a red asterisk).
Type: Breakdowns & granularly reports on various activity efforts. To-do, Event, and Communication are default types, but custom types can be added in account settings.
Summary: Brief title of what the activity is. You can add more detailed information in the description field toward the bottom.
Scheduled Date: The interval of time after a candidate has been added to a stage that automated activities due dates will be assigned according to. Date ranges include:
- 0-60 Minutes
- 0-24 Hours
- 0-1095 Days
- 0-156 Weeks
- 0-36 Months
- 0-3 Years
Logic Tip: Select 0 days to have an activity start on the date the candidate is added to the practice opportunity.
Stage: The stage this activity will relate to and filter under.
Assigned to: Person or people that are responsible for this activity. If the same user is assigned to all activities in a template, this can be set on the template vs activity — assigning them to any practice opportunity the template is associated with. However, it is recommended to assign the practice opportunity itself.
Tags: Are used to classify activities for certain reporting metrics. This field can be customized in account settings.
Category: Identifies the nature of the activity. This field can be customized in account settings.
Description: The detailed activity description. Add anything important to this activity.
Note: Users can utilize the stage filters on the left-hand side to add defaulted activities to that stage.
Assign a Template
Assign a template to a practice opportunity at the time of creation by clicking the Copy from Workflow drop-down.
Users can change templates on a practice opportunity that is not in progress — i.e. no candidates have been added to the opportunity.
If a template gets deleted (which is completely fine!) practice opportunities will have that associated name removed and the template name will be changed to N/A.
