Managing candidate workflows became more secure with Folder Movement Restrictions, a new feature allowing Owners to control how candidates are moved between Folders. This feature safeguards sensitive information, maintains process integrity, and ensures adherence to predefined recruitment workflows.
Folder Movement Restrictions allow Owners to configure a set of Folder Movement rules for other users to follow a predefined structure when moving candidates across folders, thus setting guard rails for such movements, ensuring that their movement aligns with the recruitment workflow. This feature helps keep movements consistent and prevents movement to unrelated folders, facilitating the user experience.
For example, if a candidate is in the For Job Offer Folder, Owners can set up a configuration for Limited Managers & Managers to move them to the Onboarded and On Hold Folders. This ensures that users can only move candidates to the proper stages of the hiring process, reducing errors or misplacements.
Note: Restrictions or Folder Movement Rules only apply to those with Manager and Limited Manager access. They will only see approved Folder movement options, while Owners can still perform all the movements available.
Setting Up Folder Movement Permissions
Define a list of folders where candidates can be manually moved. This will ensure that all candidate movements follow your recruitment workflow. By default, All Folders are assigned, meaning candidates can be moved freely to any Folder. Owners can add or remove folders from the list of allowed destinations anytime to accommodate their evolving recruitment processes.
1. Go to Company Settings > Folder Settings.
2. Select a Folder (to which you want to add the restrictions) > click the three-dot menu (⋮) on the right > click Edit.
3. In the new window, you can edit each Folder's name and add a brief description (up to 100 characters).
4. To set the restrictions, under Workflow, select specific Folders where candidates can be moved manually, then click ‘+’ to add them to the list. To remove a Folder from the list, click the x button.
5. Select the campaigns you want the Folder associated with; you can search for and select each Campaign individually or select all Campaigns. Then, click Save.
Once you have completed the setup, users can only move the candidates to the Folder listed in the Folder settings.
Types of Movements
Individual Movement - Only the Folders specified in the settings will appear as valid options.
Bulk Actions - Only the Folders specified in the settings will appear as valid bulk action movements.
If a Bulk action includes restricted folders, successful movements will still be processed for other candidates in the batch. The bulk action log will show the errors for candidates whose movements are not allowed. Error messages indicate which specific Folder restrictions were triggered during an attempted movement.
Note that restrictions do not apply to automated processes like Autoflow. These automated workflows will continue to operate as configured, ensuring efficiency in candidate processing.
