On this page, you can find several examples of workflows and email templates that are commonly used for HR processes. Remember to visit our article Creation of Workflows and Email templates for learning how to set them up.


For these examples, we will first create the email templates and, afterward, we will build the workflows in which they will be used.


TABLE OF CONTENTS


Automatic notification to a candidate who has applied 


Email template overview


First, go to Settings > Email templates and click (+) CREATE EMAIL TEMPLATE


Next, set up the details of your email template:


Email template name: Automatic reply when a new application is received


Subject: Thank you for applying to Kenjo


Body:


Hello {!candidate.firstName},

 

Thank you for your interest in our company and for sending us your application for the position as {!position.jobTitle}.

 

The processing and selection will take some time, but we will contact you as soon as possible.

 

If you have any questions, please send them to recruiting@kenjo.io.

 

Best regards,

 

Your Recruiting Team

NOTE: In your template, replace "Kenjo" with the name of your company and "recruiting@kenjo.io" with your recruiting email address.


Afterward, fill in the email template settings on the right panel as follows:

  • Category: choose HR
  • Company: choose your preferred company
  • Language: choose your preferred language
  • Object: Candidate position
  • Field: (empty)


Finally, click CREATE to save your email template and finish the first step.



Workflow definition overview


For the second step, go to Settings > Workflows and click (+) CREATE WORKFLOW.


Fill in the fields as follows:


Workflow nameAutomatic reply when a new application is received
ObjectCandidate position
TriggerCandidate position record is created
ScheduleImmediately after 


Your workflow will look like this:



Click SAVE AND NEXT. Then, click ADD ACTION and fill the fields as follows:


Action nameAutomatic reply when a new application is received 
Action typeEmail alert
Email emplateAutomatic reply when a new application is received
Sender email addressno-reply@kenjo.io
RecipientCandidate


The action you just added will look like this:



Finally, click ADD ACTION. Click FINISH to finish setting up your workflow. Remember to activate your workflow once you are ready to use it by setting the toggle ACTIVE.


Automatic notification to the Hiring Manager and/or a Hiring Team member when a new application has been received


Email template overview


First, set up the details of your email template:

Email template name: Notification of a new application

Subject: There is a new application for the position {!position.jobTitle} 

Body: 


Hello,

 

there is a new application from {!candidate.firstName} {!candidate.lastName} for the position as {!position.jobTitle}.

You can now view the application here in Kenjo.

 

Best regards,

 

Your Recruiting Team


Afterward, fill in the email template settings on the right panel as follows:

  • Category: choose Recruiting
  • Company: choose your preferred company
  • Language: choose your preferred language
  • Object: Candidate position
  • Field: (empty)

Finally, click CREATE to save your email template and finish the first step.



Workflow definition overview


First, fill in the fields as follows:

Workflow nameNotification of a new application
ObjectCandidate position
TriggerCandidate position record is created
ScheduleImmediately after 
FilterOrigin - equals to - Career site


Your workflow will look like this (make sure to add all the filters from the table above):



Click SAVE AND NEXT. Then, click ADD ACTION and fill the fields as follows:


Action nameNotification of a new application
Action typeNotification of a new application
Email templateAutomatic reply when a new application is received
Sender email addressno-reply@kenjo.io
RecipientGroups - Hiring managers


The action you just added will look like this:


Finally, click ADD ACTION. Click FINISH to finish setting up your workflow. Remember to activate your workflow once you are ready to use it by setting the toggle ACTIVE.


Automatic notification to the Hiring Manager and/or a Hiring Team member when a candidate has sent a new email


Email template overview


First, set up the details of your email template:


Email template name: Notification of email from new application


Subject: There is a new email from the candidate {!candidate.firstName} {!candidate.lastName} 

Body: 


Hello,

 

there is a new message from {!candidate.firstName} {!candidate.lastName} who applied to the position as {!position.jobTitle}.

You can now see the email here in Kenjo.

 

Best regards,

 

Your Recruiting Team


Afterward, fill in the email template settings on the right panel as follows:

  • Category: choose Recruiting
  • Company: choose your preferred company
  • Language: choose your preferred language
  • Object: Candidate position
  • Field: (empty)

Finally, click CREATE to save your email template and finish the first step.



Workflow definition overview


First, fill in the fields as follows:


Workflow nameNotification of email from new application
ObjectCandidate position
TriggerCandidate position record is updated
ScheduleImmediately after
FilterNew email received on - is modified 


Your workflow will look like this (make sure to add all the filters from the table above):



Click SAVE AND NEXT. Then, click ADD ACTION and fill the fields as follows:


Action nameNotification of email from new application
Action typeEmail alert
Email templateNotification of email from new application
Sender email addresno-reply@kenjo.io
RecipientGroups - Hiring managers / Hiring members


The action you just added will look like this:


Finally, click ADD ACTION. Click FINISH to finish setting up your workflow. Remember to activate your workflow once you are ready to use it by setting the toggle ACTIVE.



Automatic rejection of a candidate if he/she is not suitable for the position


Email template overview


First, set up the details of your email template:


Email template name: Automatic rejection of applicants


Subject: Feedback on your application at *Insert company name here*

Body: 


Hello {!candidate.firstName},

 

Thank you for your application and your interest in our company! We appreciate all the effort and time you put into your application. 

 

After careful consideration of your application, we have to inform you that, unfortunately, we have decided to proceed with another candidate. 

 

We are very sorry not to be able to send you a positive message and wish you all the best for your future career.

 

Best regards,

 

Your Recruiting Team


Afterward, fill in the email template settings on the right panel as follows:

  • Category: choose Recruiting
  • Company: choose your preferred company
  • Language: choose your preferred language
  • Object: Candidate position
  • Field: (empty)

Finally, click CREATE to save your email template and finish the first step.



Workflow definition overview


First, fill in the fields as follows:


Workflow nameAutomatic rejection of applicants
ObjectCandidate position
TriggerCandidate position record is updated
ScheduleImmediately after
FilterPipeline stage - equals to - pre-selection
Rejected - is mo
Rejected - equals to - rejected


Your workflow will look like this:



Note: To choose a Value for the Filter Pipeline stage, you must have created different hiring stages and hiring pipelines. If you still have not done so, click here to learn how to manage your Job openings.


Click SAVE AND NEXT. Then, click ADD ACTION and fill the fields as follows:


Action nameAutomatic rejection of applicants
Action typeEmail alert
Email templateAutomatic rejection of applicants
Sender email addressno-reply@kenjo.io
RecipientCandidate


The action you just added will look like this:



Finally, click ADD ACTION. Click FINISH to finish setting up your workflow. Remember to activate your workflow once you are ready to use it by setting the toggle ACTIVE.


Automatic notification for being mentioned in recruiting


Email template overview


First, set up the details of your email template:


Email template name: Notification for being mentioned


Subject: You were mentioned in a Candidate profile


Body: 


Hello,


You have been mentioned in a comment on the Candidate {!candidate.firstName} {!candidate.lastName} for the job opening {!position.jobTitle}. Check your mentions in Kenjo to see what has been said.


Best regards,


Your Recruiting Team



Afterwards, fill in the email template settings on the right panel as follows:

  • Category: choose Recruiting
  • Company: choose your preferred company
  • Language: choose your preferred language
  • Object: Candidate position
  • Field: (empty)


Finally, click CREATE to save your email template and finish the first step.


Workflow definition overview


First, fill in the fields as follows:


Workflow nameNotification for mentioning hiring member
ObjectCandidate position
TriggerCandidate position record is updated
ScheduleImmediately after
FilterYou were mentioned - is modified


Your workflow will look like this:



Click SAVE AND NEXT. Then, click ADD ACTION and fill the fields as follows:


Action nameNotification for mentioning hiring member
Action typeEmail alert
Email templateNotification for mentioning hiring member
Sender email addressno-reply@kenjo.io
RecipientRelated employee


The action you just added will look like this:



Finally, click ADD ACTION. Click FINISH to finish setting up your workflow. Remember to activate your workflow once you are ready to use it by setting the toggle ACTIVE.