Introduction to Job Pipeline Workflows

What are Job Pipeline Workflows? And, how do I use them?

Job Pipeline Workflows let you set up hiring steps in advance, so your team can follow the same process every time you create a job. This keeps everything organized and makes hiring easier. 

Each workflow can be configured to contain a set of stages, such as “Applied,” “Interview,” “Offer,” and so on, which represent each step a candidate will go through when applying for a job. You can create different workflows for different job types. For example, Permanent roles might have more interview rounds and Temp jobs might move quickly with fewer steps. You only include the stages that make sense for that kind of job.

🔧 Accessing Job Pipeline Workflows

1. Go to System Configuration.

2. Click on ATS / Job Pipelines under the System Settings section.

3. Select the Job Workflows tab.
   

Here, you’ll see a list of workflows that are available. In the example above, you'll notice “Default Pipeline,” “Permanent,” and “Temporary,” along with their descriptions and number of stages.

🔧 Enabling the Job Pipeline Workflows in the Job Form

1. Navigate to your Jobs page and click on Create Job
2. Click on Edit this form
3. Search for Pipeline workflows and check the box
4. Add it to the relevant section and drag and drop to reorder the field within the form

🔧 Filtering the Workflows in the Global Jobs Pipeline

1. Navigate to your Jobs page
2. Click on the Board / Pipeline view option to access the global pipeline
3. Click on the Workflows option to select between the workflows available

➕ Creating a New Workflow

1. Click the + New Workflow button.

2. In the pop-up window:

   • Specify a Workflow Name (e.g., "Sales Pipeline").

   • Add a Description for clarity.

   • Optionally, set it as the Default Workflow for all new jobs.

3. Click Save Workflow.

⚙️ Configuring Pipeline States

After creating or editing a workflow:

1. Click the Stages button next to the workflow.

2. In the “Configure Pipeline States” panel:

   • Select or deselect stages you want in this workflow.

   • Rearrange columns by dragging.

   • Click + Create New State to add a custom stage.

   • Use the checkboxes to activate/deactivate specific sub-states.

3. Click Save Changes once done.

For example, the “Permanent” workflow may include stages like Sourced, Applied, Shortlist, CV Sent, Offer, and Placed.

📋 Assigning a Workflow to a Job

You can assign a workflow to a job in two ways:

1. While Creating a Job

• In the Create Job form, locate the Pipeline Workflow dropdown.

• Select the appropriate workflow.

2. For an Existing Job

• Navigate to the job details page.

• Click on the Pipeline Workflow value.

• Choose a different workflow from the dropdown.

• Click Save to update.

✅ Why Use Job Pipeline Workflows?

• Consistency: Keep hiring processes uniform across similar job needs.

• Customization: Customise stages based on the department, role, or contract type.

• Efficiency: Speed up job creation by using workflows that you've customised.