Automation rules remove the need to perform manual, repetitive tasks by allowing your teams to automate their recruitment processes. With our Automation assistance builder you can configure powerful automation rules, automate your actions and save time while screening the applicants.
How to create an automation rule
Automation assistance rules can be found in any state of the job except for the Outcome states (Hired, Rejected). This option is also available in the Application shortcuts field in the Job Editor as well:
This option becomes activated after you add Screening questions and/or 1-Way video interview app. Once one or both of those apps are added, you will see active "Add new rule" option:
Clicking "Add new rule" opens 5 automation rule options:
NOTE: you can define when the auto rule should apply: immediately, after 24 hours, after 1 hour etc.
Reject candidates with incorrect answers. Auto-reject works only if you have added Screening questions app with Yes/No, Multiple and Single choice questions. You can set up the rejection either after the applicant answers a certain question incorrectly, or if all answers are incorrect. Then you have to select the denial reason which will be sent out to the applicant after rejection. And lastly, define when the denial action should be performed (immediately, after 24 hours etc.).
Move candidates to the next state. This rule has 4 sub-rules:
if all requests are completed/delivered is applied if the applicant fulfills the action requested in the Screening question and/or 1-way video interview apps. So in other words, if the applicant answers the questions and/or records the videos as requested in those apps.
if exact answers is applied mainly in Multi or Single choice questions, where there can be set more than 1 correct answers.
Other 2 sub-rules (if correct answers and if incorrect answers) are rather self-explanatory.
Move candidates to another state. In this rule you should first select the state within this job to which the applicant should be moved after performing some actions.
After selecting the state you will see the same 4 sub-rules same as in the second rule above.
Move candidates to another job. With this rule you can move the applicant to another job (the job in Live or Unpublished statuses) to a certain state after certain actions. So first what you see after you select the rule is the list of available jobs to which you can move the applicant:
After selecting the job you will have to perform the same actions as described in rules 2 and 3.
Move to talent pool. This rule moves the applicant to the specific talent pool. So once you select this rule you will see the list of available talent pools to which you can move the applicant. After selecting the talent pool you will need to select status of the talent pool to which the applicant should be moved and the auto-rule type.
How do the rules apply?
You can add several auto-rules to one state, but only one auto-rule will apply and this would be the auto-rule based on the rule predominance logic below:
decline if all answers are incorrect
decline with specific question
other rules are applied from top to bottom
Exception 1 to rule 1: you can add several rules "Move candidates to another job" and if the conditions in all such rules are true, all rules will apply simultaneously. So, for example, if you need to move the applicants to the another job ads based on their answer (What is your preferred work location? Oslo, Bergen, Trondheim), you can add 3 rules of this type "Move candidates to another job" . If the 2 answers are correct, then the applicant can be moved to 2 job ads at once.
Exception 2 to rule 1: if you have several different auto-rules types (Decline, Move to another state, Move to another job, Move to talent pool), then Move to another job and Move to talent pool rules will apply simultaneously.
If the applicant is scheduled for auto-reject or auto-move after certain period of time, you will see the text on the application card informing you that this/that applicant has been scheduled for rejection or auto-move and there is also Cancel option. Here you can remove the scheduled auto-reject or auto-move for this applicant.
Note: You can stop scheduled auto-rejection by manually moving an applicant to another state of the current job.
If you update or remove the screening or video app linked to the auto-rule, then the respective auto-rule is removed from that state and won't apply in future cases. BUT it won't stop the already scheduled automatic action for the applicant. This you can do as is mentioned in point 2.
Only one auto-rule per state is executed. If you add more than 1 auto-rule which should be executed simultaneously, then only one auto-rule according to the auto-rule priority order will apply (please see point 1). Exceptions are indicated above when some auto-rules can be applied simultaneously.
You can easily identify if the applicant is moved or rejected manually or automatically.
