Adding Automation Steps

Automation steps define the actions, timing, and logic that move records through a workflow. This article covers how to add and organize steps, use the step options menu, and monitor step performance with Advanced Stats.

For help creating an automation, see Creating an Automation and Configuring Settings.

Automation Enrollment

The Automation Enrollment step is always the first step. Here a new list can be created, or an existing list selected to control who enters the campaign:

  • Create New List or Select Existing ListsClosed A collection of ATS records that meets specified criteria, such as a scheduled end date or a low NPS response.: These are the contacts that should be in this campaign. There can be one or multiple lists here. If a contact is in multiple lists, they’ll only enter the campaign and get their emails once.
  • Suppression list(s): These are the contacts that shouldn’t be in your campaign. There are a number of reasons to use this, two common ones are:
    • Contacts who may be in multiple lists spread across multiple campaigns and you only want them to get one message. For example, someone could be in your Java list and your Developer list, but you only want them to get the Java emails.
    • Contacts who have been placed or are now in process, but your original search didn’t exactly cover that. For example, if you don’t want the candidates who are interviewing to receive your passive candidate re-engagement messages.

The Enrollment Step displays the number of contacts from the list that are active within the automation. Click the i icon to see more details:

Click Edit Enrollment for options to create a new list, add an existing list, or remove lists:

After updating lists, click Save to save your changes.

Adding Steps to an Automation

To add new steps to an automation, click the + icon and then select the type of step you want to add. Anytime you add a step, it will be added to the campaign immediately. This allows you to quickly create the entire campaign, and you can go back and edit the steps later.

See the Automation Steps Overview for a complete list of steps.

Step Options

Hover over any step (except for End Step or Enrollment Step) to access the Options drop down.

From this menu the available for that step will show. Not all options listed below are available for every step:

Advanced Stats

Advanced Stats are visible by default on each step, showing a live count of records by status. To hide or show the panel, use the step’s Options menu. Click any tile to open the Step Details page for that status.

  • In Progress: Currently going through that step.
  • Completed: Has finished that step.
  • Removed: Has been taken out of the automation at that step.
  • Paused: Waiting for a set timeframe before continuing from that step.
  • Warning: The system caught a record-level issue during processing, such as an invalid email address or an ATS update that failed validation. This reflects a condition on the individual record, not a problem with the automation step.

Step Details Page

Clicking a tile opens the Step Details page, which lists the records in that status. Use the filters at the top of the page to narrow the results:

  • Status: Filter the list by any status (In Progress, Completed, Warning, Removed, or Paused).
  • Reason: Filter by the reason a record landed in that status. This filter is only available when Warning or Removed is selected.
  • Search: Search for a specific record by name.

Warning Reasons

When filtering by Warning, the following reasons may appear:

  • Invalid email address
  • Email bounced
  • No phone number on file
  • Unsubscribed from automated emails
  • Opted out of automated texts
  • ATS update rejected - character limit exceeded
  • ATS update rejected - value not accepted
  • Field update skipped - related entity not found
  • Unexpected error during step execution

Removed Reasons

When filtering by Removed, the following reasons may appear:

  • Duplicate record
  • File had no resume for enrichment
  • Record no longer matches the automation’s criteria
  • Record was deleted while the step was waiting on an async result
  • Missing fields
  • Phone or email already taken