Using Event Triggers for Automation

Triggers are automatic actions which can be setup to run whenever a specified event occurs.  There are numerous reasons as to why you would use a trigger, but essentially the trigger is saving you from what would normally be a manual action.  Examples:

• When an applicant reaches a workflow step "Setup Interview", send an email to the HR Coordinator to schedule the interview, and place a reminder on their Desktop.
• When an applicant fails any workflow step, immediately send them a "thank you for applying" email.
• If an applicant fails a pass/fail question, wait X number of days, then send them a "thanks for applying but no thank you" email.
• When a hiring manager enters notes for an applicant, send an email alerting the recruiter.
• When an applicant reaches a specific workflow step, send a request to complete a full employment application.

These are just a few examples.

Triggers are found under Setup -> Event Triggers, and can only be accessed by TAM users with administrator privileges.

Triggering Events:

Here is the list of the currently available events (with a brief explanation for each):

• Fails pass/fail question
  • Applicant fails a pass-fail question when applying
• Fails any workflow step
  • A TAM user fails an applicant at any workflow step
• Changed status to any workflow step
  • A TAM user changes an applicant's status to any workflow step
• Fails [workflow step xyz]
  • A TAM user fails an applicant at this specific workflow step
  • One of these will exist for every unique Workflow step in your system
• Changed status to [workflow step xyz]
  • A TAM user changes an applicant's status to this specific workflow step
  • One of these will exist for every unique Workflow step in your system
• Archived Non-Applicant
  • A TAM user moves a Non-Applicant into the Archive pool
• Changed position
  • A TAM user moves an applicant to another position
• Changed tags
  • A TAM user applies/changes a tag to an applicant
• Edited applicant personal information
  • A TAM user edited an applicant's name, email, address, etc.
• Edited notes history
  • A TAM user edited an applicant's Notes history
• Entered notes
  • A TAM user entered a new note on an applicant profile
• Moved non-applicant
  • A TAM user moved a non-applicant to a position
• Ratings set
  • A TAM user rated an applicant
• Restored to Active
  • A TAM user restored a Closed or Failed applicant to Active status
• Sent request for Application for Employment
  • A TAM user sent an applicant a request to complete an online employment application
• Sent request to update Application for Employment
  • A TAM user sent an applicant a request to update an online employment application
• Shared applicant
  • A TAM user gave another user access to an applicant
• Uploaded resume
  • A TAM user uploaded a new applicant

Triggered Actions/Automations:

You can setup TAM to perform one of the following actions based on these triggers:

• Send an email
• Set a task
• Send email & set task
• Send application for employment
• Send form
• Send request for video interview

Examples

Following are a few examples of how you would create triggers.

Example 1 - Rejection email for Pass/Fail failed Applicants

If an applicant fails a Pass/Fail question I would never consider them for the position, so I'd like to send them a "no thanks" email.

1. Select "Fails pass/fail question" as the event.
2. Select "Send email" as the action.
3. Select an appropriate email template for the action.
4. Select the "applicant" as the email recipient.
5. You can send the email from your own email address, or you may use a "No Reply" email address you have already created.  You can even use the TAM No Reply email address.
6. Emails can be sent immediately or delayed.  In this case I don't want the applicant to immediately get a rejection email, so TAM will wait 3 days before sending.

Example 2 - Rejection email for pre-interview stages

You can combine triggers into one action using "Or".  This should be done carefully so that you're getting the intended actions. Simply select each event from the dropdown and TAM will combine them with the OR qualifier.

1. The first two steps in my workflow are "Fails Resume screen" and "Fails Phone screen".  If any applicant fails a Pass/Fail question or either of these steps I will not consider them for the job, so I've selected the "No thanks after applying" email.
2. When you're using a trigger which is caused by a TAM user you can filter based on user roles.  In this example we will send out the email if any TAM user fails an applicant at these steps.

Example 3 - Settings tasks/reminders

You can also place tasks on the Desktop of any TAM user as well as send emails.  When an applicant reaches the "Setup Interview" step I want to notify my HR Coordinator to schedule the interview.

1. In this we're choosing "Set task".  We can also choose "Send email & set task".
2. I'm assigning the task to our HR Coordinator.
3. The task will be due in 1 day.
4. This will place a task on the HR Coordinator's desktop in TAM.

Example 4 - Notification of user actions

My recruiters like to be notified whenever Hiring Managers enter notes on applicants, rate applicants, etc.  I can setup a trigger to send them an email when that happens.

1. I'm setting a trigger for any of the 3 listed events.
2. I don't want the recruiters to be notified if they make the changes themselves, so we're only selecting events triggered by the Manager roles.
3. Select an email template (as shown here there will be an error on Saving, as the email template is blank).
4. The emails will be sent immediately from our No Reply email when these events occur.

Example 5 - Automate sending employment application links at desired stage

I want every applicant to fill out an employment application prior to a face-to-face interview.

1. I'm using my workflow step "Changed status to Setup Interview" as the event.
2. Select "Send application for employment" as the action. This will automatically go to the applicant, so you don't have to select them.
3. Select any TAM user as the sender. That sender will receive an email from TAM once the applicant completes the application.

Example 6 - Send interview feedback form to users

I want the recruiter and hiring manager to complete an evaluation form after interviewing an applicant.

1. I'm using my workflow step "Changed status to Review after interview" as the event.
2. Select "Send form" as the action.
3. Select any TAM user as the sender. That sender will receive an email from TAM once the applicant completes the application.