Application - personal details

The first part of this form is a paragraph that's titled: !!! IMPORTANT CHANGES you need to make BEFORE running this workflow: This paragraph contains instructions on how to personalize the workflow for you and your company. If you intend to run the workflow, these changes can not be ignored.

Next you'll notice two faded out fields. These are called 'hidden fields'. These fields capture information without displaying it to the user and make the information available to other tasks in the workflow.

The workflow starts when a new candidate fills in this form with their personal details. As soon as this form is filled in and saved, the next form is displayed for the candidate to complete.

This is a 'published task' - anybody can view and complete this form, they do not have to be a logged-in user.

Application - education

The candidate provides details about their education, and saves the form. As soon as this form is filled in and saved, the next form is displayed for the candidate to complete.

Application - work experience

The candidate provides details about their work experience, and saves the form. As soon as this form is filled in and saved, the final application form is displayed for the candidate to complete.

Application - additional info

The candidate lists their skills and hobbies that are relevant to the job application, and saves the form.

Notify applicant - Application received

The candidate receives an email confirming that their application has been received and is being processed.

Notify HR of application

Human Resources receives an email which includes the new application. They are instructed to review the application in the next form task.

Kotive creates the content of the email by pulling in the details from the previous forms.

Let's start by looking at how the email is typed up. There are lots of normal looking text words, but there are also lots of rectangular, shaded in, blocks of text. What's the difference?

Well, the normal text is just that: normal text. There's nothing special about it. But the blocks of text are actually information that is being pulled in from the previous forms. If you click on the text area of the email while in the webapp, you'll see that it changes and suddenly looks like a lot of code with lots of curly brackets { } and numbers. This code (also called dynamic field tags) is what tells these fields of text what they're going to end up saying. When this email gets sent to Human Resources, it won't look like it does now, it will all be normal text, because the workflow will look at the previous forms and put the information from those forms into this email.

Notify HR of application

Human Resources receives a Slack notification instructing them to review the new application in the next form task.

HR review application

This form task has one condition:

Activate this task when...
'Role' IS 'HR'

This form can only be viewed and completed by a member of Human Resources.
Human Resources reviews the application, and either approves or denies the candidate for further review. HR also selects a manager to review the application.

If HR denies the application, then the 'Notify unsuccessful applicant' email is sent next. However, if HR approves the application for further review, then the 'Notify manager of application' email and Slack notification are sent next, instead.

This is possible because of conditions.

Notify unsuccessful applicant

This email task has one condition:

Activate this task when...
'Do you approve the candidate for further review by the manager?' IS 'No'

This email will only be sent if HR denied the job application in the previous form task.
The candidate receives an email notifying them that the application has been denied.

If Human Resources denied the application in the previous form task, then the 'Job application' workflow is complete as soon as this email has been sent.

Notify manager of application

This email task has one condition:

Activate this task when...
'Do you approve the candidate for further review by the manager?' IS 'Yes'

This email will only be sent if HR approved the job application for further review by management in the 'HR review application' form task.
The manager (who was selected by HR in the 'HR review application' form task) receives an email which includes the new application. They are instructed to review the application in the next form task.

Notify manager of application

This Slack task has the same condition as the previous email task:

Activate this task when...
'Do you approve the candidate for further review by the manager?' IS 'Yes'

This Slack notification will only be sent if HR approved the job application for further review by management in the 'HR review application' form task.
The manager receives a Slack notification instructing them to review the application in the next form task.

Manager review application

This form task has two conditions:

Activate this task when...
'Role' IS 'Manager'
AND
'Do you approve the candidate for further review by the manager?' IS 'Yes'

This form task can only be viewed and completed by a manager, IF HR approved the job application for further review by management in the 'HR review application' form task.
The manager reviews, and approves or denies, the application.

Application.pdf

A PDF of the application is generated by DocRaptor.

Notify unsuccessful applicant

This email task has one condition:

Activate this task when...
'Do you approve the application?' IS 'No'

This email will only be sent if the manager denied the job application in the 'Manager review application' form task.
The candidate receives an email notifying them that the application has been denied.

Unsuccessful HR to archive

This email task has the same condition as the previous email task:

Activate this task when...
'Do you approve the application?' IS 'No'

This email will only be sent if the manager denied the job application in the 'Manager review application' form task.
HR is informed that the candidate was unsuccessful, and is instructed to archive the application. A link to download the PDF of the application is included in the email.

Unsuccessful HR to archive

This Slack notification has the same condition as the previous email task:

Activate this task when...
'Do you approve the application?' IS 'No'

This email will only be sent if the manager denied the job application in the 'Manager review application' form task.
HR is informed that the candidate was unsuccessful, and is instructed to archive the application. A link to download the PDF of the application is included in the notification.

If the manager denied the application in the 'Manager review application' form task, then the 'Job application' workflow is complete as soon as the 'Notify unsuccessful applicant' email and 'Unsuccessful HR to archive' email and Slack notifications have been sent.

Notify HR to arrange interview

This email task has one condition:

Activate this task when...
'Do you approve the application?' IS 'Yes'

This email will only be sent if the manager approved the job application in the 'Manager review application' form task.
HR is instructed to arrange an interview with the candidate. A link to download the PDF of the application is included in the email.

Notify HR to arrange interview

This Slack notification has the same condition as the previous email task:

Activate this task when...
'Do you approve the application?' IS 'Yes'

This notification will only be sent if the manager approved the job application in the 'Manager review application' form task.
HR is instructed to arrange an interview with the candidate. A link to download the PDF of the application is included in the notification.

Invite applicant for interview

This form task has two conditions:

Activate this task when...
'Role' IS 'HR'
AND
'Do you approve the application?' IS 'Yes'

This form can only be viewed and completed by a member of Human Resources, IF the manager approved the job application in the 'Manager review application' form task.
HR provides three possible dates and times for an interview, for the candidate to choose from.

Interview invite

The candidate receives an email inviting them to an interview. They are provided with the three options that were supplied by HR in the previous form task, and are instructed to choose a date and time by following the link in the email to the next form task.

Interview confirmation

The candidate chooses a date and time for their interview, and saves the form.

Confirmation of interview date

The candidate receives an email confirming their choice for a date and time for the interview.

Notify HR and manager of interview date

Human Resources and the manager receive an email informing them of the date chosen by the candidate. A link to download the PDF of the application is included in the email.

Notify HR and manager of interview date

Human Resources and the manager receive a Slack notification informing them of the date chosen by the candidate. A link to download the PDF of the application is included in the notification.