Choosing a workflow for a job
What a job's workflow sets up, how to pick one, and when you can no longer change it.
Every job runs on a workflow. You pick it in the Workflow step of the job form. The workflow decides how the job's pipeline works, so you don't have to set up each job from scratch.
What the workflow controls
- Pipeline stages: the columns on the job's board.
- Checklists: the steps on each stage, including any required documents. They appear on every candidate who reaches that stage.
- Automatic messages: templates sent on their own, such as one for Application received or one when someone reaches a stage.
A job uses its workflow as it is now, not a copy. If an owner or admin edits the workflow later, the change reaches every job on it.
Pick a workflow
- In the job form, go to the Workflow step.
- Look through the cards. Your agency's own workflows come first, then ready-made ones you haven't added yet. Each card shows its number of stages and steps.
- Look for the Fits badge (for example Fits HHA). It means the workflow is meant for the discipline you chose in Basics. Ready-made workflows are marked Ready-made.
- Click a card to select it. Stages on the board shows its stages. Click See the whole workflow for the full detail.
The form starts with a workflow already picked: one of yours that fits the job's discipline, otherwise your agency's default.
Tip: When you pick a ready-made workflow, a copy is added to your agency's workflows. You don't need to be an admin to do this.
You can also start from the workflow: open it under Workflows and click Use for a job.
Changing the workflow later
You can change a job's workflow in Edit job until the first candidate joins the pipeline. After that the workflow is fixed. You'll see "There are already candidates in this pipeline, so the workflow is fixed."
If there are no workflows to pick from, an owner or admin can set one up under Workflows.