Workflow steps

You can use different steps available in the workflow step editor based on our requirements. We can divide workflow steps into three sections, which we will look at now.

Check condition

We can apply a check condition to fields to initiate a specific action based on the condition. For example, let's say we want to check whether a candidate is promoted to the HR round or not. We can apply a check condition to the Promoted to HR Round field to check its value, as shown in the following screenshot:

Check condition

We can also use a condition branch if we want to check different conditions.

Wait condition

We can use a wait condition when we have to pause a process until some conditions are met.

Actions

The workflow steps editor provides the following options to perform different actions:

  • Create Record: This option is used to create a new record
  • Update Record: This option is used to update an existing record
  • Assign Record: This option is used to assign a new owner; it could be a team or a user
  • Send E-mail: This option is used to send e-mail notifications
  • Start Child Workflow: Using this option, we can initiate a workflow that is configured to run as a child workflow
  • Change Status: This option is used to change the status of Microsoft CRM records
  • Stop Workflow: We can use this option if we want to stop workflow execution

We can also extend workflow steps by writing a custom workflow.

Now that we have a basic understanding of a workflow, let's create the workflow required for our application. We will create a workflow to generate tasks for a recruiter who is working on candidate records. We need to create the following workflows:

  • Workflow to generate a phone call to get salary information from a candidate
  • Workflow to generate tasks to arrange a technical panel and set an appointment
  • Workflow to generate tasks based on different interview feedback

Use the following steps to create our workflows:

  1. Navigate to Configuration | Process Center | Process.
  2. Click on New to create a workflow.
  3. Fill the following information in the workflow properties:
    • Process name: Generate Phone Call to get Salary Details
    • Entity: Candidate
    • Category: Workflow
    • Type: New blank process
  4. Set the following properties for the workflow:
    • Scope: Organization
    • Start when: Record is Created
  5. Add the Create Record step from Add Step.
  6. Set Create Phone Call as the Create Record step label.
  7. Select the Phone Call entity from Create Dropdown and click on the Set Properties button.
  8. Fill the following information in the Task window:
    • Subject: Regarding Candidate hiring process
    • Description: Please contact candidate to get salary information, Please run "Get Candidate Information" dialog. Please make sure to ask for the availability of candidate for technical interview
    • Click on the Owner field and select Candidate as the owner from the Look for: section under Dynamics Values from Form Assistant
    • Set Candidate Mobile Number from Look for: under Dynamic values to Mobile Number
    • Click on Save and Close to see the following form:
    Actions
  9. Click on Activate to activate the process.

Use the following steps to create a workflow to generate tasks at different levels based on interview feedback:

  1. Navigate to Configuration | Process Center | Process and Select New to create a workflow.
  2. Fill the following information in the workflow properties:
    • Process name: Arrange Technical Panel and set appointment
    • Entity: Candidate
    • Category: Workflow
    • Type: New blank process
  3. Set the following properties for the workflow:
    • Scope: Organization
    • Start when: Record field change
    • Select the Promoted to PM Round, Promoted to HR Round, and Hired fields from the field selection window
  4. Add Check Condition steps.
  5. Configure Check Condition to check whether the value for the Promoted to PM Round field is Yes.
  6. Add the Create step to create tasks from the Add step list.
  7. Enter Create task to arrange PM and schedule interview in the Create label.
  8. Select the Task entity from the Create dropdown and click on Set Properties.
  9. Fill the following information in the Task window:
    • Subject: Regarding Candidate hiring process
    • Task Description: Candidate is selected in technical round, Please arrange PM and schedule PM round
    • Click on the Owner field and select the Candidate owner from the Look for: section under Dynamics Values from Form Assistant
    • Click on Save and Close

We have added steps in our workflow to create a task for when a candidate is selected in the technical round. Now we need to add a condition in our workflow to check whether the PM round has been cleared; then, we need to create a task to set the HR round. Otherwise we need to set the status of the candidate to disqualify. Use the following steps to add a task for the HR round in the same workflow:

  1. Add the Conditional Branch step to check if Promoted to PM Round is equal to No.
  2. Add the Change Status step under Conditional Branch and set status to Disqualify.
  3. Add Check Condition step.
  4. Configure Check Condition to check whether the value of the Promoted to HR Round field is Yes.
  5. Add the Create step to create a task from the Add step list.
  6. Enter Create task to arrange HR manager and schedule interview in the Create label.
  7. Select the Task entity from the Create dropdown and click on Set Properties.
  8. Fill the following information in the Task window:
    • Subject: Regarding Candidate hiring process
    • Task Description: Candidate cleared PM round, Please arrange HR manager and schedule HR round
    • Click on the Owner field and select the Candidate owner from Form assistant | Dynamics Values | Look for:
  9. Click on Save and Close.
  10. Add the Conditional Branch step to check if Promoted to HR Round is equal to No.
  11. Add the Change Status step under Conditional Branch and set status to Disqualify.

Now we need to add a condition in our workflow to check whether the candidate is hired or not; if the candidate is hired, we need to add a task to prepare an offer letter for the candidate.

  1. Add the Check Condition step.
  2. Configure the Check Condition step to check whether the value of the Hired field is equal to Yes.
  3. Add the Create step to create a task from the Add step list.
  4. Enter Create task to prepare Offer letter in the Create label.
  5. Select the Task entity from the Create dropdown and click on Set Properties.
  6. Fill the following information in the Task window:
    • Subject:Regarding Candidate hiring process
    • Task Description:Candidate clear HR round Please release offer letter
    • Click on the Owner field and select Candidate HR Manager from Form assistant | Dynamics Values | Look for:
  7. Click on Save and Close.
  8. Add the Conditional Branch step to check if the Hired value is equal to No.
  9. Add the Change Status step under Conditional Branch and set the status to Disqualify.
  10. After adding all these steps, our stage should look like the following screenshot:
    Actions

We need to activate the workflow by selecting Activate from the workflow toolbar.

Now our Employee Recruitment Management System is ready to use. We need to add a CRM user who will be using Microsoft CRM and need to assign an appropriate role to them.

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