The recent overhaul of CATS improved a lot of functionality, including how you configure your workflow. It’s faster and a lot clearer.
Candidates, job orders and other records in CATS have statuses. The workflow editor lets you customize these to match your unique process. Statuses can also automatically “trigger” events when a certain status is set, saving your team time. For example, you can set workflow to automatically email a candidate when their status changes, submit a candidate to a hiring manager or your client, send an email to your team when a job has been filled, create reminder tasks, or schedule events on your calendar.
The Workflow editor is only available to account administrators. Select the settings gear on the top right corner, then select Administration, followed by Workflow.
This screen provides an overview of your workflow, showing all statuses and any mappings, prerequisites, or triggers that are associated. You can edit any of these by clicking on the text. To select a different workflow, such as Companies, click the tabs at the top.
Add a new status by clicking on the “Add Status” button, located at the top of the list. If you want to edit an existing status, click on it in the list. A modal will appear where you can add a title, select a color, a status mapping, and any prerequisites you would like.
Title: The name of the status you are creating.
Color: A color to associate with the status for quick reference.
Status Mapping: This helps with opening and closing jobs, generating some of the system reports, and simply understanding the meaning of your status.
Prerequisites: Depending on the record type, it won’t be able to be moved to the new status until it has been set to the prerequisite statuses you define here.
After filling out the form, save your new status with the save button, located at the bottom.
You can add a new trigger by clicking on the green “+” symbol on the right side of the status row. The row that you add the trigger to will be the status that the trigger is assigned to. To create your trigger:
Fill out the description field. This is basically the title of the trigger. Make sure to call it something that will help you easily identify what the trigger is doing such as, “Email candidate of status change.”
For information on the Submit To Client trigger, see here
Next, select the action you want your trigger to perform. You can choose email, create task, create calendar event, or submit for review. The rest of the display will be dependent on the action you select. The third step is to select whether you want this trigger to be checked to occur on status change by default or not. Another option is to not allow a user to deselect a trigger when it is set to occur. This way, it will happen every time.
To really be able to tailor your trigger to each situation, use the tags list on the right side of the modal. Tags allow you to insert dynamic information into the trigger, like a candidate’s first name. Find the appropriate tag on the right and drag it into the field. When the email template is loaded on the status change, the tag will be replaced with the matching data.
Triggers are an excellent way to send emails, create tasks and calendar events, and submit candidates to your hiring manager or client. If you have any questions regarding the configuration of your workflow, feel free to contact our support team using the information provided within your CATS account.