Workflow activities are a feature associated with workflows that allow each status to track more detailed information beyond the simple association with an outcome. There are two types of activities, and with additional options, they can be customized for various scenarios.

Activity Type

• Appointments – ideal for activities that require scheduling or occur within a specific time frame. The iCalendar option can also be integrated.
• Tasks – ideal for assigning actions to users involved in completing the workflow process.

Additional Options

When viewing the activity of an element transitioning into a status containing tasks/appointments, you can choose how it will appear by default:

• Fill in – allows users to record the result of the task/appointment. Useful, for example, to track the outcome of an appointment after it has taken place.
• Delegate/Schedule – allows assigning the activity to another person and/or scheduling a future update for the task outcome. Ideal, for example, when scheduling an upcoming interview with a candidate.

Activity Assignment Options

Activity assignment also includes advanced options that define how and when the activity should be managed once the related element transitions into a status containing a task or appointment:

• To be scheduled – the activity is created in the background and linked to the element that enters this status. It must then be manually accessed later to be completed (e.g., from the candidate’s profile → selection → appointments).
• Show activity form – the form to schedule or complete the activity appears immediately when the element is moved into the status where this activity is defined.
• Relation – assign the activity to a user belonging to a dynamic group related to the employee involved in the workflow.
• Group – assign the activity to all users within a static group.
• Employee – assign the activity to a specific employee.
• View – use a report-type view to calculate the possible assignees through filters.

Notification

You can configure a notification that is sent when an activity is created—i.e., when a CV, employee, or any workflow-related element transitions into the relevant status.

• Do not send automatic email when the activity is completed: if enabled, no completion email will be sent to the person who scheduled the activity once it is finished.
  • Example: Mario Rossi (Recruiter) schedules an appointment with Luigi Bianchi (Manager). When Luigi completes the appointment, an email will normally be sent to Mario. If this option is checked, no email will be sent. Works only if a notification is configured when the activity is created.

Configure notifications in a workflow status or outcome

Data Format

During an activity, data is used to ensure its proper functioning. You must specify views in the following fields:

• List – defines which list view (in case of multiple elements) will be displayed to the user receiving the activity notification. Editable: choose whether this can be changed when scheduling the activity or if the predefined view must always be used.
• Description for multiple recipients – defines how the activity header will appear to users managing the delegated task (e.g., First Name + Last Name, or a customized format like name, date, and reason for leave request).
• Print view for data visualization – selects which print-type view will appear inside the activity for the element related to the workflow. Editable: can be made modifiable during scheduling or fixed as predefined.
• Print placement – defines whether the print view appears above or below the form within the link provided to the assignee via the notification.
• Form completed by the recipient: specifies the form that the activity assignee will fill out via the notification link. Editable: can be allowed to modify the form during scheduling or keep it fixed as predefined.