Creating Workflows

Workflows are simply a collection of the steps in your recruiting process, sometimes called "pipelines". They can also be thought of as the status assigned to each applicant. Applicants will typically move through your recruiting flow by following these steps. At each step you will have the option of "passing" the applicant, which moves them to the next step, or "failing" the applicant, which moves them to the inactive applicants group.

You can create one or more workflows. If you are using the same workflow for all positions then you would check the "Make this my default workflow" box, and that workflow would be attached to all positions you open. If you require different workflows for different type positions, then you will be able to select the proper workflow when creating/editing any position.

It is very important that you put some thought into how your workflows are created to reflect your recruiting process. Many of the reports in TAM are driven by the workflows, so if it's important for you to measure recruiting metrics, time to fill, etc., you will want to properly setup your workflows.

We advise that you do NOT change a workflow midway through the hiring process; it is important that all applicants are treated the same and go through the same hiring steps.

Workflows can only be created or edited by a user with administrator privileges. To access your workflow(s) go to Setup, Workflows from the top menu. A workflow can be deleted by clicking on the red x next to the name of the workflow in the Load Workflow drop down.

The TAM_default workflow will always be used unless you create your own workflow. You can load TAM_default as a template to start creating your own workflow.
When applicants first apply their status is marked as "New". This is a fixed step that you cannot change.
NOTE: the "New" step is intended to indicate all applicants who have not been viewed by a TAM user. Once any user views that applicant's information they will be moved to the next workflow step. If you need to differentiate applicants who are at a stage such as "Resume screen" vs. applicants who have been viewed, then you should insert an additional step to indicate this.
To change any other steps just edit that field. You can name the steps anything you want.
To move a step up or down, hover your mouse over the field until a 4-point arrow appears, then drag and drop the step where you want it to go.
Once you've made your changes either hit Save or enter a new name to Save As.
Checking "Make this my default workflow" will set the current workflow as the default for every position you create.
Whenever you create/edit a position you can specify which workflow to use for that position, or, just let TAM use the default.
You can use the Workflow steps to trigger actions in TAM. See here for details on Triggers.

You can use the Block Access feature to prevent specified groups of users from accessing an applicant based on the step the applicant is at. For example, let's say you'd like to prevent your managers from accessing new applicants' information until it has been reviewed by HR/Recruiting. To do this, create the desired workflow steps, click on Block Access, then select the user groups you'd like to block. In the example shown below managers would not have access to an applicant until that applicant reached the Manager Review step.

* When you make changes to block/unblock user groups those changes will not take affect until the next time each user logs into TAM

If you need any assistance/advice on creating your workflows please do not hesitate to reach out to the TAM Support team. We will be glad to walk you through getting the right workflow for your needs.