Icon for Job application taskflow solution

Job application

The 'Job application' taskflow manages new applications effectively, from receiving applications in a set format, to inviting successful applicants for interviews.

A step-by-step guide to Job application

This guide will explain the 'Job application' taskflow step by step.
It makes use of numerous screenshots, but if you'd like to follow along in the Kotive webapp, you can sign up and copy the taskflow into your account for free.
Keep the taskflow open in a separate tab in your browser, and interact with it while reading the steps in this guide.

Section 1: A new job application

In this section, a candidate submits a job application.

Application - personal details

The first part of this form is a paragraph that's titled: !!! IMPORTANT CHANGES you need to make BEFORE running this taskflow: This paragraph contains instructions on how to personalize the taskflow for you and your company. If you intend to run the taskflow, these changes can not be ignored.

Next you'll notice two faded out fields. These are called 'hidden fields'. These fields capture information without displaying it to the user and make the information available to other tasks in the taskflow.

The taskflow starts when a new candidate fills in this form with their personal details. As soon as this form is filled in and saved, the next form is displayed for the candidate to complete.

This is a 'published task' - anybody can view and complete this form, they do not have to be a logged-in user.
Application - personal details

Application - education

The candidate provides details about their education, and saves the form. As soon as this form is filled in and saved, the next form is displayed for the candidate to complete.
Application - education

Application - work experience

The candidate provides details about their work experience, and saves the form. As soon as this form is filled in and saved, the final application form is displayed for the candidate to complete.
Application - work experience

Application - additional info

The candidate lists their skills and hobbies that are relevant to the job application, and saves the form.
Application - additional info


Section 2: Notifications and review

The candidate receives an email confirming that their application has been received, while HR is notified of and reviews the new application.

Notify applicant - Application received

The candidate receives an email confirming that their application has been received and is being processed.
Notify applicant - Application received

Notify HR of application

Human Resources receives an email which includes the new application. They are instructed to review the application in the next form task.

Kotive creates the content of the email by pulling in the details from the previous forms.

Let's start by looking at how the email is typed up. There are lots of normal looking text words, but there are also lots of rectangular, shaded in, blocks of text. What's the difference?

Well, the normal text is just that: normal text. There's nothing special about it. But the blocks of text are actually information that is being pulled in from the previous forms. If you click on the text area of the email while in the webapp, you'll see that it changes and suddenly looks like a lot of code with lots of curly brackets { } and numbers. This code (also called dynamic field tags) is what tells these fields of text what they're going to end up saying. When this email gets sent to Human Resources, it won't look like it does now, it will all be normal text, because the taskflow will look at the previous forms and put the information from those forms into this email.
Notify HR of application

Notify HR of application

Human Resources receives a Slack notification instructing them to review the new application in the next form task.
Notify HR of application

HR review application

This form task has one condition:

Activate this task when...
'Role' IS 'HR'

This form can only be viewed and completed by a member of Human Resources.

Human Resources reviews the application, and either approves or denies the candidate for further review. HR also selects a manager to review the application.

If HR denies the application, then the 'Notify unsuccessful applicant' email is sent next. However, if HR approves the application for further review, then the 'Notify manager of application' email and Slack notification are sent next, instead.

This is possible because of conditions.
HR review application


Section 3: Notifications and manager review

In this section, the candidate is notified if their application is denied, or the manager is notified of and reviews the application, before a PDF of the application is generated.

Notify unsuccessful applicant

This email task has one condition:

Activate this task when...
'Do you approve the candidate for further review by the manager?' IS 'No'

This email will only be sent if HR denied the job application in the previous form task.

The candidate receives an email notifying them that the application has been denied.

If Human Resources denied the application in the previous form task, then the 'Job application' taskflow is complete as soon as this email has been sent.
Notify unsuccessful applicant

Notify manager of application

This email task has one condition:

Activate this task when...
'Do you approve the candidate for further review by the manager?' IS 'Yes'

This email will only be sent if HR approved the job application for further review by management in the 'HR review application' form task.

The manager (who was selected by HR in the 'HR review application' form task) receives an email which includes the new application. They are instructed to review the application in the next form task.
Notify manager of application

Notify manager of application

This Slack task has the same condition as the previous email task:

Activate this task when...
'Do you approve the candidate for further review by the manager?' IS 'Yes'

This Slack notification will only be sent if HR approved the job application for further review by management in the 'HR review application' form task.

The manager receives a Slack notification instructing them to review the application in the next form task.
Notify manager of application

Manager review application

This form task has two conditions:

Activate this task when...
'Role' IS 'Manager'
AND
'Do you approve the candidate for further review by the manager?' IS 'Yes'

This form task can only be viewed and completed by a manager, IF HR approved the job application for further review by management in the 'HR review application' form task.

The manager reviews, and approves or denies, the application.
Manager review application

Application.pdf

A PDF of the application is generated by DocRaptor.
Application.pdf


Section 4: Notifications

The candidate is notified that their application has been denied, and/or HR is notified about the manager's decision.

Notify unsuccessful applicant

This email task has one condition:

Activate this task when...
'Do you approve the application?' IS 'No'

This email will only be sent if the manager denied the job application in the 'Manager review application' form task.

The candidate receives an email notifying them that the application has been denied.
Notify unsuccessful applicant

Unsuccessful HR to archive

This email task has the same condition as the previous email task:

Activate this task when...
'Do you approve the application?' IS 'No'

This email will only be sent if the manager denied the job application in the 'Manager review application' form task.

HR is informed that the candidate was unsuccessful, and is instructed to archive the application. A link to download the PDF of the application is included in the email.
Unsuccessful HR to archive

Unsuccessful HR to archive

This Slack notification has the same condition as the previous email task:

Activate this task when...
'Do you approve the application?' IS 'No'

This email will only be sent if the manager denied the job application in the 'Manager review application' form task.

HR is informed that the candidate was unsuccessful, and is instructed to archive the application. A link to download the PDF of the application is included in the notification.

If the manager denied the application in the 'Manager review application' form task, then the 'Job application' taskflow is complete as soon as the 'Notify unsuccessful applicant' email and 'Unsuccessful HR to archive' email and Slack notifications have been sent.
Unsuccessful HR to archive

Notify HR to arrange interview

This email task has one condition:

Activate this task when...
'Do you approve the application?' IS 'Yes'

This email will only be sent if the manager approved the job application in the 'Manager review application' form task.

HR is instructed to arrange an interview with the candidate. A link to download the PDF of the application is included in the email.
Notify HR to arrange interview

Notify HR to arrange interview

This Slack notification has the same condition as the previous email task:

Activate this task when...
'Do you approve the application?' IS 'Yes'

This notification will only be sent if the manager approved the job application in the 'Manager review application' form task.

HR is instructed to arrange an interview with the candidate. A link to download the PDF of the application is included in the notification.
Notify HR to arrange interview


Section 5: Arranging an interview

HR invites the candidate to an interview, and the candidate confirms a date for the interview.

Invite applicant for interview

This form task has two conditions:

Activate this task when...
'Role' IS 'HR'
AND
'Do you approve the application?' IS 'Yes'

This form can only be viewed and completed by a member of Human Resources, IF the manager approved the job application in the 'Manager review application' form task.

HR provides three possible dates and times for an interview, for the candidate to choose from.
Invite applicant for interview

Interview invite

The candidate receives an email inviting them to an interview. They are provided with the three options that were supplied by HR in the previous form task, and are instructed to choose a date and time by following the link in the email to the next form task.
Interview invite

Interview confirmation

The candidate chooses a date and time for their interview, and saves the form.
Interview confirmation


Section 6: Notifications and confirmation

The candidate receives confirmation of the interview date, and the manager and HR are informed about the candidate's choice.

Confirmation of interview date

The candidate receives an email confirming their choice for a date and time for the interview.
Confirmation of interview date

Notify HR and manager of interview date

Human Resources and the manager receive an email informing them of the date chosen by the candidate. A link to download the PDF of the application is included in the email.
Notify HR and manager of interview date

Notify HR and manager of interview date

Human Resources and the manager receive a Slack notification informing them of the date chosen by the candidate. A link to download the PDF of the application is included in the notification.
Notify HR and manager of interview date

After the 'Confirmation of interview date' email and 'Notify HR and manager of interview date' email and Slack notification have been sent, the 'Job application' taskflow is complete.
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