The job-based triggers allow you to automate processes when jobs enter or leave specific saved searches. Whether it’s managing job activity, sending notifications, or communicating with your clients, these triggers ensure you stay in control without the manual work.
In this article, we will showcase how you can set up the saved searches for different use cases and then how you can create a recipe for them.
Possible Use Cases of the Job Saved Search Triggers
1. Notify yourself or others when a new job is added
Automatically receive alerts when a new job enters a saved search (e.g., jobs related to specific companies, location, commitment, etc), ensuring everyone is aware of the new opportunity.
How to set up the saved search?
Head to advanced search > choose Jobs as the category from the dropdown
Add the first filter as "Job Creation Date" and either set that up as Today Or Yesterday based on your requirements.
Add another filter depending on if you want to be notified around any other parameter like when a new job is created related to a specific company.
Use "Job Company" as the filter and choose the companies from the drop-down.Once done, click on the "Save this search" and give it a suitable name.
2. Send an Email to the Client When You Open the Job on the Portal
This is an extension of the above use case
Automate client communication by sending them an update when their job is made visible on the job portal. This ensures transparency and keeps clients informed without manual effort.
How to set up the saved search?
Use the same steps as above but make sure your second filter is "Job Company" and you select the companies from the drop-down
In Recipes, when you add the trigger, also add a filter of "Job Contact" and choose the associated contacts from the dropdown.
In the Action section, choose Send an Email and add Job Contact in the 'Send Email To' box.
3. Create a Sourcing Task and Assign a Recruiter
When you open a job, you can simultaneously set up a task for the associated recruiter. This will help you run your hiring process hands-free without manually having to reach out to the recruiter.
How to set up the saved search?
Use the same steps as Use Case 1 to set up your Saved Search.
Now, under Recipes, after adding the trigger, and filters, choose Create a task as the action
Add further details like associated with, assigned to, due date, and reminders, and click Save recipe
4. Get Alerts When There’s No Activity on a Job for ‘X’ Days
Set up automated reminders if there hasn't been any movement on a job for a defined period, helping you keep jobs on track and meet deadlines.
How to set up the saved search?
Use the first filter as Last Activity in the Job Advanced Search
Based on your need define after how many days you want to be alerted.
5. Set Alerts When A Job is Not Closed After X days
Automatically send reminders or escalate tasks if a job leaves a segment indicating it has not been filled within the expected timeframe.
How to set up the saved search?
Add the first filter as "Job Creation Date" and either set that up as 'is less than' Or 'is more than' based on how you want to set the trigger. Save the Search.
6. Update Clients on Custom Activities Set Up Around the Job
If you have set up custom activities for jobs, you can use the trigger to notify clients when specific custom activities are completed for their job, such as interviews scheduled, submissions made, or milestones achieved.
How to set up the saved search?
Choose the filter as Custom Activity Search.
Add the specific fields required like Created by, Activity type, and date, and click on Save search.
In Recipes, when you add the trigger, also add a filter of Job Contact and choose the associated contacts from the dropdown.
In the Action section, choose Send an Email and add Job Contact in the 'Send Email To' box.
How to Set Up the Recipe?
Head over to the Recipes section in your Recruiterflow account.
Click on "+ New Recipe" and give a name to it.
Select "A Job Enters/Leaves Saved Search Results" as the trigger
Choose the Saved Search name from the drop down
Based on the automation, you can choose the Filters and Action Steps like Send email, Create Task, Send Slack Notification, etc.
How do these triggers and recipes help?
Automated Notifications: Keep yourself, your team, and your clients updated with real-time notifications on job progress or inactivity.
Improved Client Communication: Ensure clients are always in the loop when important events occur in their jobs.
Enhanced Job Management: Track job activity and react promptly, ensuring nothing slips through the cracks.