Admin - Application Workflows

Updated May 23, 2023 19:22

Overview

Updated 10/13/2021

Admin Users can create different applications, or application workflows, so that each job listed on the Job Board has the appropriate questions and requirements available in the application. Different jobs on may require different workflows depending on the type of job, the duration of the job, job location, etc. Admin users can create different application workflows for these types of scenarios.

Workflows are created by configuring different workflow sections, which are screens that the applicant will see when applying for a job. All users can apply one of the five workflows to a selected job posting.

Application Workflows Video
Quick Apply Workflow
Create a New Workflow
Flow Properties Tab
Link Settings Tab
Activate/Deactivate an Existing Workflow
Edit an Existing Workflow
Unable to Save Workflow
Workflow Sections

Admin Users can customize up to four application workflows and have access to the standard Quick Apply workflow. With the exception of the Quick Apply workflow, all custom application workflows can be edited in the future.

Any job posting that already exists on the Job Board will use the Quick Apply workflow.

If an applicant has gone through any workflow at any time, including the old applicant portal process, then the talent would not be required to re-apply.

For several workflow sections, the applicant will have access to a Back button. The applicant will not be able to go back further than the Personal info screen to update or change data.

Data generated by an application workflow will populate in the Original Online Application Report in the Avionté core application.

Click here for more information on the original Online Application Report

Note: When creating a workflow, it is possible to lose data when being redirected to create a new account. In the event data may be lost by continuing, click Next or save data on the unfinished page, then create the account.

The short video below walks through the fundamental setup and use of Application Workflows.

Application Workflows Video

Quick Apply Workflow

All Aero users will have the standard Quick Apply workflow. The Quick Apply workflow is automatically set to be the default workflow, but it is possible to make another workflow the default. The Quick Apply workflow cannot be deleted and will always remain as an optional workflow. The order of the workflow is not configurable.

Because the Quick Apply workflow is added by default, it can be applied to a job posting if no other workflows have been created.

The Quick Apply Workflow includes the following workflow sections.

Workflow Section	Link
Welcome (required)	Allows the applicant to enter general information about themselves such as: First name Last name e-mail address
Personal info: Resume	Requires applicants to upload a resume.
Submit (required)	Requires the applicant to verify the information entered and submit the application.

Create a New Workflow

Admin Users can create new application workflows for job postings. Once a new application workflow has been created, the workflow can be configured using the Flow Properties and the Link Settings tabs.

In the Recruiter Module, click the Admin section.
Click Application workflows from the left menu bar.
Click the button to create a new workflow. The Flow Properties tab will open by default.

Flow Properties Tab

The Flow Properties tab defines the screens the applicant encounters in an application, and also defines what information they provide when applying to a job posting. To either define or edit the Flow Properties for a workflow, see the steps listed below:

Click the Flow Properties tab. This tab will open by default when a new application workflow is created.
On the Flow Properties tab, enter a name for the workflow in the Job application workflow name field. This is a required field.
If this workflow should become the default workflow, place a checkmark in the Default application workflow check box. This is optional and only one workflow can be considered a default at any given time. This is the workflow that will appear at the top of the Application Workflow drop-down menu in the Posting section. At least one workflow must be set to "Default."
Note: The default workflow must always be an Active workflow.
Mark the Workflow status as either Active or Inactive by selecting the appropriate radio button. If a workflow has a status of Active, it can be used for all future job posts. All workflows marked as Inactive cannot be applied to future postings. To deactivate a workflow, see the Activate/Deactivate an Existing Workflow section below.
Select which workflow sections will appear in the application workflow. Each workflow section represents a page that will be visible to the applicant and defines the information collected. By default, all workflow sections are included in every new application workflow. The order of the workflow sections is not configurable.

To remove a workflow section from the workflow, click the button next to the item. The item will turn gray, indicating that it will NOT be included in the application workflow.

To add a workflow section, click the button next to the item. The item will turn light green, indicating that it will be included in the application workflow.
Click a workflow section to view additional configuration properties. An item that has been selected will turn bright green and the additional settings will appear on the right side of the screen.
Click Save Workflow.

Link Settings Tab

The Link Settings tab defines an optional URL and optional theme for the selected application workflow. Applicants who receive the workflow URL can submit their application directly without going through a job posting. An application workflow theme that includes a logo and defined colors can also be set for any selected workflow. To either edit or set the Link Settings for a workflow, see the steps listed below:

Click the Link Settings tab.
1. The Flow link (URL) address field allows Admin Users to set a URL for the workflow, allowing applicants submit an application without applying to a specific job. Enter a URL in the blank field.
- A minimum of five characters are required in the Flow Link (URL) address field.
- To clear or remove a URL, click the button next to the URL field and click Save Settings.
- If a URL is updated, anyone who uses the old URL will be automatically redirected to the new URL.
- If the workflow is active, the assigned URL will also be active. If the workflow is deactivated, the URL will be deactivated and an error message stating "This URL no longer exists" will display.
- The URL for the Quick Apply workflow is "quick-apply." This cannot be changed, only removed. If the URL is removed, and needs to be added again, "quick-apply" will auto-fill when the field is clicked.
  Note: A theme is not required to save changes to the application workflow URL.

Apply a color theme to the workflow by selecting a theme from the Workflow theme drop-down menu.
A preview of the theme is visible below the Workflow theme drop-down menu.
If a theme has not been defined, the "Default" theme is displayed in the preview.
For more information on creating Themes, see the Admin - Themes article.
The theme applied to the workflow is only used when an applicant enters the workflow directly through the URL link. If the applicant enters the workflow from the Job Board, the theme chosen for the Job Board will override theme selected for the workflow.

Click Save settings to save changes.

Activate/Deactivate an Existing Workflow

Workflows can be activated or deactivated in Admin > Application Workflows. Once a workflow has been activated, it can be used for any future job postings. Deactivated workflows cannot be applied to future postings but will remain active for any current job posting that uses that workflow. If the workflow is active, the assigned URL will also be active. If the workflow is deactivated, the URL will be deactivated and an error stating "This URL no longer exists" will display.

In the Recruiter Module, click the Admin section.
Click Application workflows from the left menu bar.
Click a previously created workflow from the list.
Select either the Active or Inactive radio button.
Click Save Workflow.

Edit an Existing Workflow

In the Recruiter Module, click the Admin section.
Click Application workflows from the left menu bar.
Click a previously created workflow from the list.

Edit the selected workflow. Use the links below to navigate to more detailed instructions on each section:

Area	Description
Flow Properties tab	Sets the sequence or flow of pages the applicant sees when applying for a job. For more information, see the Flow Properties Tab section above.
Link Settings tab	Sets the URL and/or the theme for the application workflow. For more information, see the Link Settings Tab section above.
Workflow Sections	Sets additional properties for each of the workflow sections that appear in the application flow. For more information, see the Workflow Sections section below.

Click the applicable Save button depending on the area edited before moving to another set of properties in Job application workflows.

Unable to Save Workflow

An Application Workflow cannot be saved if one or more workflow sections are configured incorrectly or are missing required information.

If the Save button is selected and the Application Workflow cannot be saved, the following error message will be displayed: Workflow configuration contains errors. Please correct the errors or remove any invalid steps.

The workflow sections that require attention appear in orange.

Select the workflow section that requires attention.
Locate the section element or elements highlighted in orange. These are the elements that are causing the error.
Save the workflow section.
Repeat these actions until all errors have been resolved.
Select Save workflow.

Workflow Sections

Each workflow section represents a page that will appear in the application workflow and the types of information that will be collected. The order of the workflow sections is the order that the pages will appear in the application workflow. The order of this list is not configurable. Click on the links in the table below to open the configuration article for that specific workflow section.

Workflow Section	Description
Welcome (required)	Allows applicants to enter general information about themselves such as: First name Last name e-mail address
Welcome: Prescreen	Requires applicants to answer prescreen questions to determine if the applicant is eligible for employment.
Welcome: Account create	Requires applicants to create an account that can be used to apply for jobs in the future.
Personal info	Requires applicants to enter personal information such as an address and phone number.
Personal info: Resume	Requires applicants to upload a resume.
Education	Requires applicants to enter information about their educational background.
Professional experience	Requires applicants to enter information about their professional background.
Questionnaire	Requires applicants to answer a series of questions that are customized by the Admin user. See the Admin - Application Workflows - Questionnaire article for more information.
Competencies	Requires applicants to enter their specific skills, also known as competencies.
Work opportunity tax credit	Requires applicants to fill out the Work opportunity tax credit survey. This workflow section requires an ADP WOTC license. See the Admin - Application Workflows - Work Opportunity Tax Credit (WOTC) article for more information.
EEO	Provides applicants the option to enter Equal Employment Opportunity (EEO) information.
Submit (required)	Requires the applicant to verify the information entered and submit the application.