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What are automated status changes?

Updated

Explanation of term

Do you want to make your application process more efficient? Automated status changes save time and ensure that no application is overlooked. Automated status changes help you automate your workflow.
You define the initial status and the trigger event that causes an applicant’s status to change. This is useful to move the process forward as soon as certain triggers occur.

Configuration

In the menu, go to Automated Status Changes. Here, you can create a new one using + Automated Status Change.
See: Create an Automated Status Change

System behavior

  • Benefits
    Save time and ensure that no application is overlooked.
    Example of an automated status change:
    Problem: Applications remain too long in the "Under Review" status.
    Solution: An automated status change reminds the department after X days to take action.
  • Timing of the Status Change
    Email dispatch takes place Monday through Friday between 8:00 AM and 6:00 PM. 
    Every 30 minutes - always at XX:15 and XX:45.
    Example: A questionnaire was completed at 9:01 AM → the status change will be visible to all users at 9:15 AM.

  • Notes on configuration

    • Name
      Give a clear name to the status change. It is only displayed in the overview.
    • Initial Status
      Status from which the change occurs.
    • Target Status
      Status to which the change occurs.
      Example: From "Remind Department" to "Under Review" if no action is taken within X days.
    • Trigger
      Triggers define when the status changes.
      Various triggers are available:

  • Link email dispatch to the status change  

    Once the automated status change has been set up, you can insert a correspondence template in the automated email dispatch section, which will automatically be sent as an email to the applicants.

    Attention 
    If you want to mention a contact person, you must insert placeholders from the Responsible User of Job Opening section (e.g., salutation and last name) into the correspondence template.

  • Additional Features
    An automated status change only includes a status transition. Additional functions such as sending a questionnaire, selecting rejection reasons, or adding screening questions are not included.
  • Organizational Unit
    An automated status change cannot be limited to one organizational unit. It applies to all units in the system.
  • Workflow
    Ensure that a status transition from the follow-up status to another status in the workflow is set up. Otherwise, applicants may get stuck in a status.

How our customers use this

Almost all customers use an automated status change with a linked task definition to ensure that applications are processed in a timely manner.
Customers using the Plus version of the calendar integration have an automated status change to be notified of failed appointment bookings. More details here: Getting Started: Calendar Integration Plus

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