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Using Automated Actions

Henrique Bittencourt
Updated

Automated Actions can help simplify and speed up your selection process. Automated actions allow you to set up action triggers based on uniform criteria. They are setup as an If, Then type scenario.

Use case: Automatic actions can set a candidate's custom status to either move forward to the next step when a certain number of evaluations are four stars or above, or move them into a Rejected status if there are several No recommendations.

Actions are set on a per-position basis. To get started, create a new position or open an existing position.

In the position page, the Automated Actions section is listed below the title. Click Add/Edit Rules.


 


Triggers and Actions

A Trigger is a set of criteria that, when met, engages the selected Action. There are three types of each:




Triggers
  • HireVue Score - HireVue Assessments is a predictive data model. If you have this enabled, you can use the score to automate an action.
  • Rating - Ratings are the star rating given to a candidate.
  • Recommendation - These triggers are based on the Yes/No/Maybe selection made by evaluators.
Actions
  • Edit Status - This action will change an interview into a new Status of your choice.
  • Copy to Position - This action can be used to add a candidate to the next stage interview.
  • Share - This action adds specific evaluators to the candidate's interview.
Actions are completed when the trigger criteria are met. Rather than trigger immediately, some of the triggers have a built-in delay to allow for users to change their mind or update candidates while evaluating them. This is designed to ensure candidates aren't prematurely moved or changed.

Please note: All three triggers should run almost immediately. 


Setting Up an Action

Step 1: Set up the first Trigger

For HireVue Score, you can select whether the scores should be Between, Equal to, Less than, or Greater than and the range of the scores.




For Rating, you can choose whether or not you want the rating to be triggered by evaluator rating or the rating score itself.

  • Rating by evaluator allows you to choose one or more specific evaluators whose scores range between whatever values you select.



  • Rating by count allows you to choose from any number of evaluators whose scores range between whatever values you select. In the box next to ratings, you can choose which number of evaluators to choose for ratings.




For Recommendation, you can choose whether or not you want the recommendation to be triggered by evaluator recommendation or the recommendation decision itself.

  • Recommendation by evaluator allows you to choose one or more specific evaluators whose recommendation range between whatever decision (Yes/No/Maybe) you select.



  • Recommendation by count allows you to choose from any number of evaluators whose recommendation range between whatever decision (Yes/No/Maybe) you select. In the box next to recommendation, you can choose which number of evaluators to choose for recommendation.



When choosing the Triggers, click the checkbox on the right side to confirm your criteria or the X to cancel.
 

Please note: You could have multiple triggers for a single action or multiple actions on a single trigger.


Step 2: Set up the Action

After choosing the Trigger(s), choose the action type you want to take.
 
For Edit Status, click the drop down menu to select a status.



For Copy to position, search for the position name to move the candidate to the next stage interview.



For Share, search for evaluators to add to the candidate’s interview.



When choosing the Actions, click the check box on the right side to confirm your criteria or the X to cancel.


Step 3: Set Options

Each If, Then you create with Triggers and Actions are called Rules. If you set up multiple rules, they need to each have a unique rule name.
 
Once you create a Rule, you will have the option to add a New Trigger or New Action to each one.




To add new rules, click the +IF>>>THEN button just below your last rule.

For each rule, you can have it apply to New Candidates Only or have it apply to existing candidates. At the top of the window you'll see exactly how many candidates your new rules will impact.



If you have multiple triggers in a single rule, you can choose to have Any trigger set the Action in motion or set it to require All criteria to be met before the Action fires. You can change that by clicking Any just below the big blue IF.



You can choose to turn each rule On or Off by clicking the slider button next to New Candidates Only or disable automation altogether by clicking the slider in the top-right corner of the Actions window.



Here are a few things to keep in mind that apply to specific criteria and actions:

  • HireVue will warn you if you have a potential criteria conflict across two or more rule sets. These are marked with an exclamation point and when you click the warning, it will tell you which rule conflicts.
  • When you choose the Action Copy to Position, you will be prompted to choose Automatic or Manual Invitation. If you choose Manual, the candidate will be set to the Not Invited status and you will have to send the invitation when you are ready.
  • Actions generate an email notification when they occur, giving you a log of the automatic actions that are being taken. This notification is sent to the user who invited the candidate or the position owner in the case of the shareable interview link self-registration.