Submittal Workflow Configuration

Submittal Statuses and Submittal activities are BrightMove’s way of helping move a candidate/applicant along in the process of hiring them onto a job and recording placement details.  These Submittal Statuses (or steps) will help keep track of where each of your candidates are in the process.



Definitions Submittal Statuses are the steps or path a candidate would take through the hiring process.  They typically represent the major steps. Submittal Activities are the activities surrounding that particular step of the process.  They typically represent the minor steps.

 To understand the different between Submittal Statuses and Submittal Activities please see the following diagram. (Click on the thumbnail below)

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Default Submittal Statuses

There are 2 Default Start Statuses for New Submittal Statuses.  These are configurable to how you want new submittals to start.

Go to Settings and Select Submittal Workflow

This shows the default submitals and is used to be the defaults for the process.

To make changes select "Change Defaults"

In this screen you can select what default status you want the initial submittal status for an Employee (recruiter) or an Applicant applying through your career portal.

You can also select the default Submittal Activities for each of these statuses.

When you are satisfied with your selections press Submit.

Error If you receive an error when pressing "Submit" it is likely that the Submittal Activity you have chosen is not in the Submittal Status.  Simply Go to that Submittal Status and Add the Activity to the available Activities.

Understanding the Workflow

Submittal statuses are used as a means for establishing a workflow for which applicants/candidates make their way through your hiring method.  It's completely configurable and has a sense of built in security whereby you can make your hiring process loose or tight depending on your preferences.

Example:
#1 In this screen shot you can see that the available next steps this applicant are limited based on my workflow preferences when this person is in "Assessing Skills"

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#2 Alternatively in this screen shot you can see that in the same step as above all statuses are available to use in going to which ever step I'd choose next.

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So you can see from the above example that you have a choice on how flexible or rigid you want your submittal workflow to be.

Creating a new Submittal Status

To create a new status use the following steps.

1. Go to Settings>Submittal Workflow Select "New".

This screen shot shows the available Submittal Statuses/Stages

Details:
Name- Create the name of the Submittal Status
Sort Order- This is the order in which the Submittal Status will show up in your list and the drop down when changing a submittal status.
Placement- Mark this box if this status is a placement
Decline- Mark this box if this status is a Decline or Rejected Status
Report as Submittal- Mark this box if this status is reportable as a submittal.
Copy New Submittals to- This box can accept an email address and will send an email when someone is submitted to a job.
Report as Time to Hire- Marking this box will allow this status to be reportable as a Time to Hire
Manager can view from Manager Workbench- Marking this box will allow this submittal status to be viewable on the managers workbench when they login to BrightMove.

Choosing Workflow Availability and Targeted Statuses

In this section of creating a new workflow you can choose which statuses you want to be available in the drop down of adding a new actvitiy. 
Choose which statuses are next and how many steps into the future you want them to be able to go.

Be Careful As you create a status make sure that you don't create a dead end with a status not being able to go to a next step unless it's a Placement or a Decline/Rejected Status. Make sure and also include your current status in the Targeted column as to allow someone to stay on the current step if they need to.

Submittal Activities

In this section you'll want to choose which Submittal activities are associated with this Submittal Status.

A Submittal Activity is an activity that is associated with this step of the process.  (For example: Status of Submitted to Client may have an Activity of Sent an Email)

So to add an activity to this submittal status move it from the available column on the left to the "Assigned" column on the right.

Options You can also make an activity a Mass Activity which means it will show up in the Action list to be able to use in bulk on the job in a list of applicants.

Once you have added your new Submittal Status you can Scroll to the bottom and press Submit.

You can order your submittal statuses by editing each one and putting a number in them.  Typically using numbers in groups of 10 allows for making smaller changes later when adding an additional step.

If you add a new status you must edit other statuses to include it in your workflow.