AyenAutomatesWorkflow example
Candidate sourcing automation
A recruitment workflow pattern for interpreting an approved brief, preparing searches, reviewing candidates, and tracking outreach.
01 / The problem
Where the work gets stuck
Candidate sourcing crosses job requirements, source permissions, search preparation, personal data, review, outreach, and tracking.
02 / The approach
One connected workflow
A controlled workflow can help prepare searches and outreach steps while retaining recruiter approval and candidate-data safeguards.
Start with the information and channels the workflow is allowed to use.
Make validation, routing, and exception handling explicit.
Keep people responsible for decisions that need context or approval.
03 / Workflow
A practical view of how information moves from the first input to the final handoff.
- 01
Receive and review the approved role requirements.
- 02
Prepare a sourcing plan within permitted sources.
- 03
Route candidate selections through recruiter review.
- 04
Prepare approved outreach and record the resulting actions.
04 / Project details
Conversational sourcing input
The workflow begins when a recruiter supplies the role requirements or a job description through a simple interface. The system turns that input into a sourcing plan that the recruiter can inspect before any search or outreach begins.
Search preparation
- Interpret the role, required skills, experience, location, and other approved criteria.
- Generate optimised Boolean searches for the permitted candidate sources.
- Present the proposed searches, filters, and workflow settings for recruiter validation.
- Keep recruiter approval as a checkpoint before candidate selection advances.
Candidate review and outreach
- Organise candidate records returned by the approved search process.
- Support recruiter review of the shortlist before outreach.
- Prepare personalised candidate emails using the CRM or ATS native communication tools.
- Preserve the connection between each message, candidate, role, and recruiter action.
ATS and tracking records
- Log sourcing actions and email content inside the ATS, including systems such as BoondManager where configured.
- Mirror selected workflow events in a separate tracking database for analysis and audit.
- Record search inputs, approvals, outreach status, and exceptions.
- Give recruiters a view of the workflow from role input through candidate contact.
A useful starting point
Is a similar handoff slowing your team down?
Bring the current process, the systems involved, and the exceptions your team handles manually. We will identify a useful first scope together.
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