Transitions
When a card is moved from one column to another, this is called a transition. Actions can be performed as part of the transition, all of which involve presenting a modal to the user which must be completed before the transition can be finished, and the application moved to the new stage.
Transition actions
There are a number of standard transition actions which are fired when an application is moved into a stage that has been defined as a specific stage type, these are:
Submitted
Grants the option to send an email to the hiring manager, or other contacts, before changing stages. Email templates against the seven20__Application__c object can be used to populate the email content, related templates can be grouped using the email template folders configuration, by placing them in the folder assigned to Submit A CV.
It is not possible to customise the field set on the Submitted stage modal.
Interview
Creates an interview (seven20__Interview__c) record. By default only the start and end datetime (seven20__Start__c and seven20__End__c respectively) fields are required, however, additional fields can be added below the datetime fields, through the use of field sets.
The field set can be configured on a stage and record type basis, through the use of application stage customisations, as below:
| Field Label | Field Value |
|---|---|
| Stage | API Name of an Interview Stage (this comes from (seven20__Stage__c) picklist on Application (seven20__Application__c)) |
| Customisation Name | Interview Fieldset |
| Customisation Value | seven20__Interview__c field set API name |
Only fields from the Interview object can be displayed.
The following fields are pre-populated during Interview record creation, and as such, they do not need to be included in the field set:
| Field Name | Value |
|---|---|
| seven20__Account__c | The application's account record Id |
| seven20__Application__c | The application record Id |
| seven20__Candidate__c | The application's contact record Id |
| seven20__Hiring_Manager__c | The job hiring manager's Id |
| seven20__Job__c | The job record Id |
| OwnerId | The interview owner's Id |
Pre-populated fields can still be added to the Interview field set if desired. Apart from the OwnerId field, making changes to these fields will not affect the resulting record.
Users may still wish to include the OwnerId field in the field set, as any changes made to it will carry over to the resulting record. This would allow, for example, users to book interviews on behalf of other people.
This was previously configured on a global basis, through the use of a Seven20 Configuration setting with the developer name Interview_Fields_Field_Set. This setting is now deprecated and will be removed in a future release.
Additionally, the Interview action can be used to send an email to the applicant with a calendar invite attached, and then optionally a separate email to the hiring manager. Email templates against the seven20__Interview__c object can be used to populate the email content. Related templates can be grouped using the email template folders configuration, by placing them in the folder assigned to Book Interview With A Candidate and Book Interview With A Hiring Manager respectively.
It is possible to hide the option to send an email to the hiring manager by deactivating the Book_Interview_Show_Email_Hiring_Manager Seven20 Configuration Setting metadata record.
Both 'Book Interview' email actions support the use of generative email content by configuring a custom action with the relevant Process value:
- Email Template Generation: Book Interview With A Candidate
- Email Template Generation: Book Interview With A Hiring Manager
The record Ids for the following objects are available as inputs for the generic generative email template flows:
| Variable Name | Object |
|---|---|
| whatId | Interview |
| whoId | Contact |
Placement
Presents a form to create a new placement against the application. This form inherits the page layout defined for the seven20__Placement__c record type which has been mapped to the application's record type. To customise the fields that appear on the Placement Conversion modal, you must use the page layout. Additionally, the following fields are prepopulated:
| Field Name | Value |
|---|---|
| seven20__Application__c | The application record Id |
| seven20__Candidate__c | The application's contact record Id |
| seven20__Job__c | The job record Id |
| seven20__Account__c | The application's account record Id |
| CurrencyIsoCode | The CurrencyIsoCode value of the job record |
If these fields are not on the page layout, their value is still set.
Additional field values can be mapped, on a record type by record type basis, through the use of the field mappings metadata type. These records should be defined by setting the Process to be Placement Conversion. The following objects can be used as the source:
- seven20__Application__c - uses the application record type
- seven20__Job__c - uses the job record type
Fields not present on the page layout, or which a user doesn't have permissions for, will not be set.
Rejected
Opens when a candidate is being rejected. By default this action shows the mandatory field of seven20__Rejected_Reason__c, however additional fields can be added below this. These are configured via a field set on the application object and can be configured on a record type basis through the use of record type customisations, with the customisation name of Application Rejected Details.
When configuring additional fields, ensure that Rejected Reason is included in the field set otherwise users will be prevented from proceeding as the mandatory field won't be visible to them on the modal.
Generic
Additionally, if actions are required when moving into a stage that is not one of the above types, a custom transition action can be defined for that stage. A generic action provides a list of fields to the user, which is defined by a field set on the application object. Whether an action should be performed, and the field set to use, can be defined based on application record type using application stage customisations, with the customisation name of ATS Popout Fieldset.
Repeat transitions
Stages can be flagged as repeatable, this enables the transition action to be repeated, without having to move the application out of the stage. There are two different ways a transition can be repeated:
- Dragging the application card into the same stage
- Opening the additional details panel and clicking the "Repeat Stage" button
Stages can be set as repeatable on a record type basis through the use of application stage customisations, with the customisation name of ATS Repeatable Stage.