How To: Configure Workflow Stages on the Job Dashboard

Customizing the Workflow Stages on the Job Dashboard

Users can customize their Crelate organization’s Job Dashboard to reflect their recruitment process.  This is done by adding, removing, and editing Job Stages.  Changing the Search Board requires a Crelate Administrator account.

Feel free to check out our video content on this article by navigating to our Workflow Customization Video.

To access the Workflow Settings section, first, go to Settings and then click on Workflows. From there, select the "Recruiting Workflow" option.

Users can create up to 10 unique Workflow stages as Professional customers and 20 on our Business package.  Users can also edit any of the details for their default Workflow Stages.  This is done through the dialogue options "Configure Rules for this Stage" beneath the stage you've selected.



The Stage Name will act as the visible label on the Job Dashboard.  The Type setting denotes what point during the recruitment process the candidate is located (note: only one stage can be set as the “New” type).  

Types Definition

Type Description
New Location where candidates appear when added to a job.
In Progress Used for Stages where the candidate is moving through the process before being either "Placed" Or "Passed"
Done A Neutral Done setting, often used for a Stage such as "Pass - Not Interested"
Done Negative Indicates that the candidate has moved through the process, and is "Done" in a negative way.  Often used for a Stage such as "Pass - Rejected by Client."
Done Positive Indicates that a candidate has moved through the process and is done in a positive way.  This is almost universally seen for the Stage of "Placed"

Users may set any number of Icons – this graphic will appear in relevant Activity Streams whenever a candidate is moved to this stage.  Users can also select any Color for their Workflow stages.  The Description details how the Stage relates to your recruitment process. 

Tracked Activities allows users to create automatic to-be-completed Activities when a Candidate is moved to the marked Stage.  Clicking on Tracked Activities will produce a Configure Tracked Activities dialogue.  Clicking the Add new activity button (green plus sign) will cause a Select Activity Types dialogue to appear. Users can select any number of Activities and then click OK.  Clicking OK again will close the Configure Tracked Activities dialogue to close. 

Users can also mark Candidates with completed Activities when they are moved to the related Stage.  This is done by marking Track this as a select activity type, clicking select activity type, then marking as many Activities as desired, and then clicking OK.  Users can also require users to enter a note whenever a Candidate is moved to the related Status by marking Ask the user to enter a note.  Users can also show if the Activity Stream shows when the Candidate is moved to the related Status.  This is done by marking Track the status change in the activity stream

Users can set the Require submittal of candidates whenever a Candidate is moved to the related Status.  If users want an email sent, an email template may be set.  Users can either create a new email template (by clicking Create a new template) or they can select an existing template by clicking the magnifying glass.  After selecting the relevant template, click OK. (Users can learn more about creating email templates here.)

Once the user has made the necessary customizations, click Save Changes.  The button will grey out once the system processes the changes.  After any changes are made within the Workflow Stages section be sure to refresh the browser.  This will ensure any changes made will be seen by other users currently logged into the system.  

We have a video that covers this as well, and can be found here: Click Here

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