Create New Automation Triggers and Actions

Automation allows Onboarding Workflows to be even more powerful, by using triggers to determine next actions automatically. 

Key Takeaways

• Onboarding Workflows gain enhanced efficiency through Automation, allowing triggers to automatically determine and execute subsequent actions.
• The step-by-step process for creating new automation triggers and actions in the Onboarding 24/7 Automation tool is outlined for streamlined workflow management.
• This article provides insights into leveraging Automation Rules to optimize Onboarding processes, demonstrating the capability to link triggers like Pipeline Stages to specific actions such as sending workflows or changing talent statuses.
  
  

24/7 ONBOARDING: Best Practices for Workflow Triggers

This guide explains how to properly configure and trigger onboarding workflows in the 24/7 ONBOARDING feature of Avionte, with a focus on preventing duplicate packets and optimizing the talent experience.

Key Recommendation: Avoid Pipeline/Nominate Triggers

Recommended Trigger Methods

Talent Status Changes: Configure workflows to trigger based on talent status changes instead of pipeline/nominate actions.
Mass Actions After Nomination: Pipeline/nominate talents first, then use mass actions to trigger the appropriate workflows.

Implementation Guide

Method 1: Using Talent Status Triggers

1. Define Clear Status Progression:
   • Create specific talent statuses that align with your onboarding stages
   • Example: "Ready for Onboarding" → "Onboarding Sent" → "Onboarding Complete"
2. Configure Workflow Triggers:
   • Set up 24/7 ONBOARDING workflows to trigger when a talent's status changes to "Ready for Onboarding"
   • This ensures each talent receives only one packet regardless of how many jobs they're nominated for
3. Status Management:
   • Update talent statuses only when ready to begin onboarding
   • Consider automated status updates based on completed onboarding steps

Method 2: Mass Actions After Nomination

1. Group Nominations First:
   • Pipeline/nominate talents for all appropriate jobs
   • Review the full list of jobs for each talent before proceeding
2. Use Mass Actions:
   • Select all relevant talents
   • Apply a mass action to trigger the onboarding workflow once per talent
   • This provides control over timing and prevents duplicate packets

Common Scenarios and Solutions

Scenario: Multiple Job Nominations

Problem: A talent is qualified for three different positions, and all require onboarding.

Solution with Talent Status Triggers (Recommended):

• • Talent is nominated for all three jobs
  • Talent status is changed to "Ready for Onboarding" once
  • System sends a single onboarding packet
  • Onboarding is completed once and applies to all positions
    
    

Solution with Pipeline/Nominate Triggers (Not Recommended):

• • Talent is nominated for all three jobs
  • System automatically sends three separate onboarding packets
  • Talent is confused about which to complete
    
    

Scenario: Sequential Job Nominations

Problem: A talent is nominated for a job now, and might be nominated for another job next week.

Solution:

• • Use talent status-based triggers with status reset functionality
  • After completing onboarding for the first job, the system can be configured to reset the status after a specific timeframe
  • If nominated for another job later, a new status change can trigger additional necessary paperwork

 

Frequently Asked Questions

Q: How do I handle different onboarding requirements for different jobs?
A: Use conditional workflows based on job types in combination with talent status triggers. The status trigger initiates the workflow, but the specific forms can vary based on job requirements.

Q: What if I need to send additional forms after initial onboarding?
A: Create a separate workflow for supplemental forms with a different talent status trigger (e.g., "Additional Forms Required").

Q: Can I still use pipeline/nominate actions in any part of the process?
A: Yes, continue using pipeline/nominate to associate talents with jobs – just don't use these actions as the triggers for sending onboarding packets.

 

Creating a New Automation Trigger and Action

1. Click on Account & Settings
2. Click on Utilities
   
   1. Scroll to the bottom or type AUTOMATION to filter results.
3. Click on the Onboarding 24/7 Automation tile
   
   
   
   
4. Click Add Rule button to create a new automation.
   
   
5. Enter an Automation Name in the required name field.
   
   
   
   
6. Start by selecting an Automation Type from the drop-down menu.
   
   
   
   
7. Specify the Automation Event. For example, Pipeline Stage IS 1099 Onboarding.
   
   
   
   
8. Set Trigger Condition(s) which will only trigger if the below conditions are true for the selected trigger(s). For example, Talent Address IS United States of America / Selected U.S. States.
   
   Trigger Conditions are not required to complete an Automation Configuration.
   
   
   
   
9. From the Actions section, select a Workflow to send from the drop-down menu.
   
   
   
   
10. Select When Workflow is Completed from the Completion Action drop-down menu.
    
    
    
    
11. Select the Completion Action to occur from the drop-down menus. For example, Change Pipeline Stage TO 1099 Complete.
    
    Actions will only trigger if the conditions are true for the selected Trigger Condition(s).
    
    
    
    
12. Enable the Automation in the upper right corner of the configuration.
    
    
    
    
13. Click Save button at bottom right corner.
    
    
    
    

Click on the links below for more information:

• 24/7 Onboarding Overview
• ONBOARDING: User Settings / Permissions
• Create Workflows with Onboarding Tasks
• Configuring Talent Onboarding Tasks
• Create Talent Questionnaires
• Symmetry Tasks
• Create and use Signature Question Type
• Using the 24/7 ONBOARDING App: Onboarding
• 24/7 App ONBOARDING Examples