Rejected Candidates Notification

Overview

This article explains how to use Bullhorn Automation to create an automation that sends a notification email to candidates that have reached a "Rejected" progress status in Invenias.

In this example, we’re showing two workflows: one simple and one advanced option, using branching to demonstrate how the workflow can be expanded. Branching can support different communication journeys depending on the specific rejected status and other factors. In this case, we’re also going to add rejected candidates with a particular status to an Invenias Programme record for Silver Medalist candidates.

Steps to Create a Rejected Candidates Notification Automation

To create your Rejected Candidates Notification automation, follow these steps in Bullhorn Automation:

Create the Automation and List

1. Create a new Submission-Based Automation (Submission = Invenias People records with Candidate ticked, added as a Candidate to an Assignment).
2. Create a New List using the filter criteria "Submission Status Is" and list your choice of rejected statuses, as shown below:
   
   
   • "Submission Date Added Less than 7 Days Ago" has been added here as a buffer to ensure that only recent and not historical submissions will be included in this workflow.
   • You can add extra conditions such as "Job (Invenias Assignment) Date Added Less Than 60 Days Ago" if you want to be very specific about which records this should include. You can also add conditions to restrict which candidates will enter the automation, using fields such as Categories, Programmes, or Groups (Record Management groups).
3. Click Save to return to the workflow screen.
4. Click Save again in the List Criteria box to save this list to the workflow.

Create and Test the Notification Email

1. Add a Send Email step to your automation.
   
2. Select Create a New Email.
3. If you already have a suitable template, select it here to save time building the content and layout. Otherwise, select From Scratch - Plain Text. The Email Editor will open.
   • If you prefer to send an HTML formatted email, you can select the From Scratch - Drag and Drop option instead.
4. Under Email Settings, customize the Subject line to your preference, adding in any mail merge fields of your choice.
   
   • In this example, we’re sending the email from the candidate owner, but you can send it from a generic company address or a specific user if you prefer.
     
5. Customize the content of the email to your preference.
6. Click Preview to see how your email looks on desktop or mobile devices, and make any necessary edits.
7. When finished with the layout and content, click Send Test.
   • Here, you can enter your email address and receive a test email to check the mail merge fields are populating correctly. You can select a real record from your database, or Bullhorn Automation will randomly select a record for the test.
     
     
8. Once you're happy with your email, click Save, then return to the automation workflow screen using the back arrow.

Configure Automation Settings

1. Click into Automation Settings.
2. Select the days and times you would like the notifications to be sent. You may prefer to send them on the same day each week, or only during your principal working hours.
   
   
3. Under Re-entry settings, ensure that Candidates and not Submissions can re-enter the automation. This means that candidates can re-enter if they have multiple submissions at the same time, but they will not be notified more than once for the same submission.
   
   
4. The next section is optional and will walk you through adding branch steps to the automation. If you don't want to use branching, you can switch your automation on now by clicking the green tick.

Add Branch Steps (Optional)

1. Add a Branch Step with the following options:
   
2. Click Done. The branch will appear in the workflow as shown below:
   
3. In the Silver Medalists branch, add an Update Candidate step and configure it as follows:
   • How would you like to update records?: Set a field value
   • Choose field to update: Candidate Programmes
   • How should it be updated?: Add to existing values
   • Select the new value: Enter the name of the Programme record you want to add the Silver Medalist candidates into.
     
4. Add End steps to the other branches, per the screenshot in Step 2.
   • You may wish to expand these branches to include notification emails to Invenias users or further emails to candidates.
5. Click the green tick to switch on your automation!