Creating your Workflow Stages

How to create your Workflow Stages in both the Sales and Recruiting Pipeline

Ian Remington avatar
Written by Ian Remington
Updated over a week ago

Customizing the Workflow Stages on the Job Dashboard

Users can customize their Crelate organization’s Job Dashboard to reflect their recruitment process. This is done by adding, removing, and editing Job Stages. Changing the Search Board requires a Crelate Administrator account.

Additionally, if you're looking for examples of how we commonly see our customer base utilize workflow stages, you may navigate to this article here: Workflow Stage Examples.

To access the Workflow Settings section, first, go to Settings and then click on Workflows. From there, select the Workflow option of your choice.

Users can create up to 10 unique Workflow stages as Professional customers, 20 on Business and 30 on Enterprise. Users can also edit any of the details for their default Workflow Stages.


Workflow Rule Configuration

Activity Creation:

As an important step in the process, we've created a quick two-minute video explanation of the process of linking activities to your workflow.

Ask to Submit Candidates:

As one of Crelate's core features, the submittal is a powerful tool that will allow easy access and data sharing between yourself and your clients. The experience here is that each time a candidate is dragged to a workflow, you can prompt a submittal email to display. This experience can be completely customized to include as much or as little information as you're comfortable sharing. You can even utilize Crelate's Resume Toolbox to take advantage of automatically including branded or blinded resume copies. For more on the specifics, check out our guide on Creating Submittal Templates.

Send an Email:

Triggering an automated email can be immensely beneficial for your outreach and workflow. Automate an email so that when a candidate is moved to a new stage, that message gets sent out. Perhaps you have a Call 1 + Email 1, Call 2 + Email 2 routine? If so, why not automate that after your call, you drag the candidate to the appropriate stage, from there an email can automatically trigger to follow up after your call!

Simply select the check box and then use the + sign to Built a Template.

Stage Names and Types

The Stage Name will act as the visible label on the Job Dashboard. The Type setting denotes what point during the recruitment process the candidate is located (note: only one stage can be set as the “New” type).

Types Definition

Users may set any number of Icons – this graphic will appear in relevant Activity Streams whenever a candidate is moved to this stage. Users can also select any Color for their Workflow stages. The Description details how the Stage relates to your recruitment process.

Tracked Activities allows users to create automatic to-be-completed Activities when a Candidate is moved to the marked Stage. Clicking on Tracked Activities will produce a Configure Tracked Activities dialogue. Clicking the Add new activity button (green plus sign) will cause a Select Activity Types dialogue to appear. Users can select any number of Activities and then click OK. Clicking OK again will close the Configure Tracked Activities dialogue to close.

Users can also mark Candidates with completed Activities when they are moved to the related Stage. This is done by marking Track this as a select activity type, clicking select activity type, then marking as many Activities as desired, and then clicking OK. Users can also require users to enter a note whenever a Candidate is moved to the related Status by marking Ask the user to enter a note. Users can also show if the Activity Stream shows when the Candidate is moved to the related Status. This is done by marking Track the status change in the activity stream.

Users can set the Require submittal of candidates whenever a Candidate is moved to the related Status. If users want an email sent, an email template may be set. Users can either create a new email template (by clicking Create a new template) or they can select an existing template by clicking the magnifying glass. After selecting the relevant template, click OK. (Users can learn more about creating email templates here.)

Once the user has made the necessary customizations, click Save Changes. The button will grey out once the system processes the changes. After any changes are made within the Workflow Stages section be sure to refresh the browser. This will ensure any changes made will be seen by other users currently logged into the system.

What's Next?

You can setup automated workflow stage emails directly to contacts or colleagues! Additionally, if you need some inspiration, check out our guide of Workflow Stage Examples which we've built from speaking to other customers!

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