Applyfin
Automation

Actions

Steps bound to a stage that run when an application reaches it.

An action is something Applyfin does automatically when an application reaches a stage. Actions are managed under Actions, where each one has its Details and its Configuration. The stages it runs on belong to a department.

An action runs on its own. For example, an evaluation is requested because the application reached a stage, not because a user remembered to ask for it.

Relations

  • Stage — an action is bound to a stage and runs when an application reaches it.
  • Department — owns the stages an action can be bound to.
  • Application — the record an action runs for.
  • Inbox — a Message action sends from an inbox, using its templates.
  • Evaluation — Request Evaluation is an action type.
  • Agent — an agent can run an action, and can be asked to evaluate.

Action types

An action has one of four types. You pick it when you create the action and cannot change it afterwards.

  • API Call — send data to another system over the web.
  • Message — send a message from one of your inboxes.
  • Create PDF Profile — create a PDF with the application's details.
  • Request Evaluation — ask someone to evaluate the application.

Creating an action

To have something happen automatically at a point in your pipeline, create the action first.

  1. Open Actions and select Create action.
  2. On Action Type, select the type.
  3. Select Next.
  4. On General Settings, fill in the Name and a Description.
  5. Pick an Icon and a Color.
  6. Leave Active on, or turn it off to stop the action running.
  7. Set Require confirmation if a user should confirm before it runs.
  8. Select Next.
  9. On Configuration, fill in what the type asks for.
  10. Select Submit.

The action appears under Actions. It runs nothing until you bind it to a stage.

Require confirmation only applies when a user triggers the action. When an agent or Applyfin itself triggers it, it runs right away.

Configuring a message

To send a contact a prepared message at a stage, set up a Message action.

  1. Open Actions, select the action, then select Configuration.
  2. Pick the Inbox the message sends from.
  3. Pick the Message Template.
  4. Under Preview, the message shows as it is sent. Type a value for each custom placeholder: every one needs a value. Fields such as the contact's first name show as written in the template, such as {{contact.first_name}}: they are filled in from the application when the action runs. If a field is empty for a contact, such as a current employer, the action sends nothing and shows an error.
  5. Select Save Configuration.
Instead of typing a value, you can pick one with the braces button next to an empty value, such as {{application.job_opening.title}} or {{datetime.now}}. The button disappears once you start typing. Click a picked value to change or clear it, or select it and press Backspace. If a custom placeholder is added to the template later, the action shows an error when it runs and sends nothing until you fill it in.
A value can also be an AI variable of the action itself. Open the picker, type a name and choose Add AI variable, then write its prompt. AI writes the value for every message. Click the variable to change its prompt. The action can't be saved until every AI variable has a prompt.
When the template has AI variables, AI writes them for every message, and the message is sent without anyone reading it first. If AI fails or the AI usage limit is reached, nothing is sent and the action shows an error.
Templates with numbered placeholders ({{1}}) still work: type a value for every number.
Message Template stays disabled until you pick an Inbox, because templates belong to the inbox that sends them.

Configuring a PDF profile

To create a PDF with the application's details, set up a Create PDF Profile action.

  1. Open Actions, select the action, then select Configuration.
  2. Pick the Language.
  3. Fill in the File Name. Applyfin adds .pdf for you.
  4. Write the Prompt that says what the PDF should contain.
  5. Select Save Configuration.

Configuring an API call

To tell another system that something happened, set up an API Call action.

  1. Open Actions, select the action, then select Configuration.
  2. Pick the Method: POST, GET, PUT, PATCH or DELETE.
  3. Fill in the URL.
  4. Add any Headers, as a key and a value.
  5. Add any Credentials the headers need.
  6. Write the Body as JSON.
  7. Select Save Configuration.
To use a credential in a header, write ${NAME} as the value. Credentials are stored encrypted and never shown again.
The Body has to be valid JSON. The form refuses to save with Body must be valid JSON.

Configuring an evaluation

Requesting an evaluation is covered under Requesting an evaluation.

Binding to a stage

To decide when an action runs, bind it to a stage.

  1. Open Settings > Departments and select the department.
  2. Select Stages and select the stage.
  3. Select Actions.
  4. Select Bind Action.
  5. Find the action by name or id.
  6. Select Bind on its row.
  7. Confirm on Bind Action.

The action now runs whenever an application reaches this stage.

You bind from the stage, not from the action. The action itself does not list its stages.

To stop it, select Unbind on the action's row and confirm. Tick several to unbind them at once.

Finding an action

The list shows the Name, the Type, the Status and the Last Run. Created can be added.

A status is Active, Inactive, Warning or Error. An action that has never run reads Never under Last Run.

To find an action in the list, filter it.

  1. Open Actions.
  2. Search by name, type or description.
  3. Filter on Type, or sort by Name or Updated at.

Confirming an action

When a user triggers an action with Require confirmation, Applyfin opens a dialog with the name of the action and the application. Select Confirm to let it run, or Dismiss to stop it.

AI Assistant

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AI users that work inside an inbox and can take a conversation themselves.

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