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Introduction

The Workflow Management module in Workflow Tools allows recruiters to create, customize, and manage hiring workflows tailored to each requisition. Using standardized templates, recruiters can configure job descriptions, steps, and evaluation criteria to ensure consistent and efficient hiring across roles. This article answers common questions about creating, editing, and managing workflows within the platform.

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1. Creating a New Workflow

Q1. How do I create a new workflow in Workflow Tools? To create a new workflow:
  1. Log in to the Workflow Tools interface.
  2. Click “Create Workflow” from the top-right corner of the dashboard.
  3. Choose a workflow template from the available list configured by your organization.
  4. Enter a workflow name and click Next to proceed with setup.
  5. Add or edit your Job Description (JD), update step names if needed, and click Create Workflow to finalize.
Q2. What are workflow templates, and how do I choose one? Workflow templates are predefined hiring structures created for your organization to ensure consistency across roles and teams. Each template includes standard steps such as Screening, Assessment, and Interview. Choose the template that best matches your hiring requirement, e.g.:
  • “Software Engineer”
  • “Sales Manager”
Q3. Can I create a workflow without using a template? No. All workflows must be created using existing templates defined by your organization. However, once you select a template, you can customize step names, job details, and the job description to suit your hiring needs. Q4. How far in advance should I create a workflow for a new requisition? It’s best to create a workflow as soon as a requisition or hiring need is approved, giving enough time to finalize the JD, evaluators, and step configuration before candidate invitations begin.

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2. Editing and Managing Workflow Details

Q5. Can I edit the workflow name after selecting a template? Yes. After choosing a template, you can rename the workflow before creating it. Example: Rename “Software Engineer” to “Software Engineer – Bangalore.”
Q6. How do I edit or rename workflow steps? Once a template is selected, the default steps (e.g., “Screening,” “Interview,” “Evaluation”) appear in editable form. Click the edit icon beside each step to rename the steps. Q7. Can I change the workflow template after creation? No. The underlying template cannot be changed. Q8. Can I duplicate an existing workflow? No, duplication of workflows is not supported. Q9. How do I delete a workflow I no longer need? You cannot delete workflows from the platform.

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3. Adding Job Description (JD)

Q10. How do I add a Job Description to the workflow? After naming your workflow and finalizing steps, scroll to the Job Description (JD) section. You’ll find a block-note style editor where you can:
  • Enter or paste JD content
  • Use formatting options (bold, headings, bullet lists)
  • Add hyperlinks or structured sections like “Responsibilities” and “Requirements”
All edits are auto-saved, and the JD appears for recruiters, evaluators, and (if configured) candidates. Q11. Can I use a pre-existing Job Description? Yes. If your organization maintains JD templates, they’ll appear in a dropdown within the JD editor. Select one to auto-fill the section and make any required adjustments before saving.

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4. Finalizing and Using Workflows

Q12. What happens after I click “Create Workflow”? The workflow appears on your Workflow Dashboard and becomes available for use. You can then:
  • Add or import candidates
  • Assign evaluators or interviewers
  • Launch assessments or interviews
  • Track progress across steps in real time
Q13. Can I edit the workflow after creating it? Some edits are allowed. You can update the JD, recruiter assignments, and evaluator mapping after creation. However, structural changes like template replacement or step deletion are not permitted once candidates are added. Q14. How many candidates can I add to a single workflow? There’s no strict limit to the number of candidates you can add, however if you want to restrict it then the same can be done when you open the workflow for registrations. Q15. Who can view or manage the workflow after it’s created? All users with Recruiter or Master Recruiter access can view and manage workflows. Other roles (Evaluators, Hiring Managers) can view only the workflows they’re assigned to. Q16. What should I do if I get an error while creating or editing the workflow? Common causes include:
  • Missing required fields (Workflow Name, Template, JD)
  • Network timeout or session expiry
  • Template configuration errors
Refresh the page and retry. If the issue continues, contact your Admin or Talview Support with the workflow name and timestamp.