Category: Setup > Workflow

Creating a new workflow status:

1. Click Settings > Application > Workflow from the main menu
2. Find the workflow in the list, or type the workflow name in the quick search bar at the top
3. Click the Search icon
4. Click the workflow name
5. Click New Status
6. Fill in the form with the required data
7. Click Save

Section: NEW/EDIT Status

The form has the following fields:

• Status name: the name of the status
• Type: select the status type among Initial / In progress / Final successful / Final unsuccessful
• Occupied: enable the flag if you want the items linked to that status to be marked as occupied in another selection process. Flag valid only for the Recruiting module.
  Note:
  • Enabling the flag does not apply retroactively to CVs already present
  • Disabling the flag does not remove the occupied condition from CVs that were in that status
• Disable mandatory-field validation when the Save button is clicked (type validation is still performed): enable the flag if you want the form with mandatory fields not to flag them when you click Save. Conversely, when you click the outcome to move to the next status, the mandatory requirement is enforced.
• Hide the 'Save' button: hides the Save button; the status buttons are still present.
• Status in which the candidate is hired: enable the flag if you want the selected status to mark the candidate as hired. This setting is valid only for the Recruiting module.

Section: OUTCOMES LIST

Outcomes are the buttons that move the item to the next status. You can add them after saving the status. See also Creating outcomes for workflow statuses

Section: NOTIFICATION

Configure the notification if you want an email to be sent automatically when an item lands in the specific status. See also Configuring the notification in a workflow status or outcome

Section: AUTOMATIONS

Automations are advanced settings that let you set up an automatism within the process without the need for manual action. Configuration requires Altamira's intervention.

Section: STATUS EXPIRY

Status expiry lets you automatically move an item to the next status after a certain period of time, with no manual action.

• Active: turns on expiry for this status. When disabled, no expiry is calculated.
• Duration in days: the number of days added to the reference date to obtain the expiry date.
  • 0 or empty: no days are added, so the expiry matches the reference date. The two values are equivalent: if you enter 0 and save, the field is shown empty — this is the expected behaviour.
  • Positive value (e.g. 30): the expiry is postponed by that number of days relative to the reference date.
  • Negative value (e.g. -7): the expiry is brought forward by that number of days relative to the reference date (useful to act before a given date).
• View for status expiry and Field for status expiry: define which date field to use as the reference date. First select the view, then the date field within it. If you don't set them, the Status Date (the date the item entered the status) is used as the reference date.
• Outcome name: the name of the outcome assigned when the status expires.
• Edit outcome: set the additional information for the outcome. See also Creating outcomes for workflow statuses.

How the expiry is calculated

When an item enters the status, the system calculates the expiry date as reference date + duration in days. When that date is reached, the expiry outcome is applied automatically and the item moves to the next status.

Example

• You want a job posting to move to the next status 7 days before its publication end date: enable expiry, set the "Publication end date" field as the view/field, and Duration in days = -7.
• You want an item to expire 30 days after entering the status, without a specific date field: leave the view and field empty and set Duration in days = 30 (the Status Date will be used as the reference).

Section: PERMISSIONS

In permissions you can select which user can have visibility or operability in that specific status. See also Permissions for workflow statuses and outcomes