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Getting Started

By creating a Workflow, you are turning on automatic invitations to any Apriora job interview connected to that Workflow. If you set this Workflow as the company default, all future Apriora jobs will adhere to the Workflow. Thus, any job req that is connected to an Apriora job will 1) automatically send invitations to candidates who apply and 2) write to the ATS, adhering to the settings within the Workflow. All of the following settings within the Workflow page are optional.

Head to the Workflows tab on the left hand navigation pane. In the top right corner, use the purple button and click Create. Next, name your workflow. Something like “Company General” is a good start! Then click Create. This will take you to the Workflows page, shown here:

There are two sections, configurations for Invitations and upon Completed Interview. We’ll cover in detail below.

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Automatic Invitation Configuration

The first Workflow section controls settings related to interview invitations. All are purely optional. Click the the purple Save button in the top right of this section after you make any changes.

  • Invitation Rules: these filters allows you to control which candidates, of those who apply, get invitations. See detailed instructions below.
  • Update Candidate Profile: toggle this setting to update a field on the candidate’s profile with the specified text once they’ve been sent an invitation to interview.
  • Note Action: similar to the above, this toggle enables a custom write-in Note Action that will appear in the Candidate Notes section upon invitation.
  • One Interview per Candidate: if candidates apply to multiple positions in a single day, enabling this toggle means they will receive only one interview invitation that day. They will not receive subsequent invitations for the rest of their applications submitted that day. If they apply to a new role the following day, they will get an invitation for that role.
  • Invitation Delay: when enabled, the system will wait the specified number of minutes to send invitations to candidates once the system has received the application. Some recruiters upload groups of candidates to a job req and then change the candidate status to reflect a conversation they may have already had with the candidate. Thus, you may not want all candidates getting invited immediately. If your workflow includes a 2-step process such as this, enable this delay so automatic invitations are sent to the right candidates.

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Completed Interview Configuration

The second Workflow section controls settings related to ATS actions after a candidate has completed their interview. Click the the purple Save button in the top right of this section after you make any changes.

  • Update Candidate Profile: toggle this setting to update a field on the candidate’s profile with the specified text once they’ve completed their interview.
  • Upload Interview Score: choose the custom field to populate with the candidate’s Interview score.
  • Upload Report PDF: upload a PDF of the candidate’s Interview report to their profile under Files.
  • Report Mappings: these mappings allow you to update candidate-specific characteristics on a their profile based on responses from their interview. See detailed instructions below.
  • Upload Question Summary: choose the custom field to populate with a question summary from the interview.
  • Note Action: this toggle enables a custom write-in Note Action that will appear in the Candidate Notes section upon interview completion.

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Invitation Rules

This feature allows you control which candidates, of those who apply, receive invitations.

  1. Click add filter. This will serve you the option to choose an AND filter or an OR filter.
  2. Next, choose the entity to which you want the automations to listen.
  3. Finally, choose the operative field within this entity and indicate the appropriate condition.
  4. Click Save in the top right.

Here are two examples:

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Report Mappings

This feature allows you to update information on a candidate’s profile based on the conversation the candidate has with the AI recruiter.

  1. Ensure your interviews contain questions that cover these topics.
  2. Toggle this on, or click Add Mapping.
  3. Select the Entity you would like to update, typically Candidate.
  4. Select the field to update with information. For self-explanatory fields like “Address” or “educations”, you’re done!
  5. If you choose a custom field, or if you would like to be extra-specific, click Instructions. Give a short explanation of what you would like entered into the field, based on the content of the interview. This could be a single piece of information like “city” or a phrase like “top 3 skills” or “previous employer”. Click anywhere out of the text box when you’re done.
  6. Click Save in the top right.