Auto-close stalled jobs

Automatically close job records that have had no submission activity in 90 days, keeping your open job count accurate and your team's pipeline view clean.

JobList-basedBeginner

How it runs

Trigger firesJob matches list: open status, no submission in 90+ days
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Criteria checksStatus still Open, no recent updates
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Actions runJob status set to Closed
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RepeatsFor every qualifying job

What you'll need

  • Your open job status value(s) — typically Open, Active, or similar
  • Your closed job status value — typically Closed, Expired, or Filled
  • Your firm's threshold for a stalled job (90 days is a common starting point)

Build it

  1. 1

    Create a job-based automation

    In the Automations tab, click + Add Automation and select Blank Automation. Choose Job as the entity type. Give the automation a name and save.

  2. 2

    Build the enrollment list

    Set the list to Always Updated and add the following conditions:

    • Does Not Have: Submission, Less Than 90 Days Ago. This enrolls jobs that have had no submission activity in the past 90 days. Adjust the threshold to match your firm's definition of a stalled job.
    • Job Status Is: your open/accepting status value(s) — for example, Accepting Candidates, Open, or Active. This limits the automation to jobs still in your active pipeline.
    • Has Placement: Any Date (optional). Add this condition to also catch jobs that have already been filled but whose status has not been updated to Closed.
  3. 3

    Optional: add a notification step

    Insert a notification step to alert the job owner before the record is closed. This gives them a chance to add a submission and remove the job from the automation before it closes.

  4. 4

    Optional: add a 24-hour wait step

    Add a wait step after the notification. This gives the job owner time to take action before the automation proceeds to close the record.

  5. 5

    Add an Update step

    Set Job Status to your closed status value.

How the list protects you

Because your list is Always Updated, any job that receives a new submission exits the automation automatically. You do not need a branch to check whether the job is still active — the list handles that for you.

How to measure it

This automation is primarily a data quality play. Track these metrics to confirm your pipeline reflects reality:

  • Open job count trend: monitor week over week. A downward trend after activating this automation indicates stale jobs are getting cleaned up.
  • Average job age: average age in days of your open jobs. Should decrease as dormant records are removed from the active pipeline view.
  • Jobs closed automatically per month: number of job records closed by this automation each month. Useful for quantifying how much stale data you were carrying before activation.
  • Jobs that exited before closure: jobs that got new activity before the 90-day mark and left the automation. A consistently high number may mean your inactivity threshold is too short for your team's workflow.