Workflows provide the ability to perform automated actions based on a triggered event, specifically a journey status change or a job status update. Workflows are used for a variety of automated actions and serve as one of the core features of our automation tools.

Use cases

Some common actions that are performed via workflows are:

• Auto-disposition candidates and perform other status movements
• Send a Form (i.e. or a Full Application)
• Trigger a Rating request, send a Form
• Send pre-boarding/onboarding communications
• Trigger Integrations

Key definitions

The following are key terms used in the Workflows feature.

• Workflow– An automated process for a specific audience containing tasks and actions throughout a candidate lifecycle.
  • Example: A candidate could be assigned to the Crew Member workflow to trigger the automated actions associated to that job.
• Task / Status Trigger – Tasks are a triggered event/events configured to perform an action/output with the designated audience. Tasks comprise a workflow.
  • Example: A task could be Disposition Candidate.
  • Note: As of a recent release, tasks will be directly aligned to the Journey status and are no longer a manually created and custom-named component. Status name/task can be used interchangeable as the term for actions that are triggered based on the Candidate Status trigger. 
• Action – Actions are the specific activities associated with the status/task, meaning the granular steps that must occur for the task to be complete. Actions comprise the status/task. Another way to think of it is the action is the output of a task/status trigger.
  • Example: An action could be Move Candidate Journey status to Not Selected for Role.

Configuration

Users with full access to Client Setup can complete the below steps.

1. Select All Apps in the top left corner of the header and then Settings in its drop-down menu.
2. When the Settings page opens, select Client Setup under the Paradox Tools section.
3. From the left panel, scroll down to and open the Automation section.
4. Toggle on Workflows.
5. The following additional settings will then display. Update these, as needed.
   • Allow employees to manage receiving workflow alerts – Toggle this on to notify the employee who creates a Send Communication task when that action is triggered.
   • Timed Triggers – This functionality is not available at this time. Toggle this on to add an additional setting in the Start Point trigger that lets you configure a specific time for the trigger (i.e. 7:35pm).
   • Allow Send Over Status Movement – Toggle this on to allow Paradox Offers to be sent automatically when a set status movement occurs. Click here to learn more.
6. Save the page.

Additional documentation

Click here to learn more information about the Workflows feature.

Reporting

The following legacy reports can be utilized for this feature:

• Workflow: Workflow Communication Activity
• Workflow: Workflow Configuration

Permissions

By default, only Paradox Admins, Company/Account Admins, and Franchise Owners will have full access to Workflows. Contact your admin user to adjust these permissions, as needed.

FAQs