How to set up an if/else Workflow based on form field submission

In Clinch Talent, a Workflow is a series of automated actions triggered when a candidate completes a call-to-action. An if/else Workflow based on form submission, then, is one Workflow set-up specifically to automate different actions for different inputs when candidates submit a form with multiple choices.

For example, an if/else Workflow based on form field submission might be used to deliver different emails to candidates based on the selection they've made from a custom dropdown or radio button list. In the example below, we see an if/else Workflow that works around a candidate's departmental preferences.

The Workflow is fully customizable, and you can choose whether to have your Workflow triggered by any/all candidate(s) who complete a particular call-to-action, or, by those candidates who complete that call-to-action AND meet additional criteria.

To create an if/else Workflow based on form field submission, simply follow these steps:

1. In the top or left menu, go to Web Pages > Careers Website. Click on the campaign name hyperlink alongside 'Web Campaign.'

2. Scroll to find the Workflow column on the right side of the screen and click the "+" button to create a new Workflow.

3. You can choose to give your workflow a name. If you don't, it will default to the name of the featured CTA.

4. From the "What should trigger this Workflow?" dropdown, select Call-to-Action. Another field will appear, inviting you to "Choose the Call-to-Action." In the use-case of the if/else workflow based on form submission, choose the relevant form-type CTA from the dropdown and hit SAVE.

N.B. In order for a form field to be read by the Workflow tool, the custom field must have the "Show this field in Candidate advanced search & Workfow box" checked, as below.

For more on creating a form-type call-to-action in Clinch, please  click here to see the associated article.

5. You will now start to build out your workflow by adding steps. Click the "+" button to add your first step.

6. Select "Delay" from the dropdown and choose the period of time you wish the system to wait for before delivering a personalized email follow up customized to reflect the candidate's form-field selection. We suggest waiting a few hours; not only does it reduce the liklihood that the candidate will recognize it as being automated and potentially disregard it, it returns your company to the candidate's attention some time after the event has finished. 

7. After hitting Save, you will be returned to the Workflow screen where you will see your first step, the delay, in place. Click the "+" button below this step to add the "If/else branch" that will allow you to automate different actions depending on whether the condition you specifiy evaluates to true or false. 

8. Choose "if/else branch" from the dropdown and set the Workflow step condition to reflect the custom field name and the first of the associated field options. Hit Save to return to the Workflow screen.

9. Click the "+" button on the green or right-side branch to specify what should happen when the condition is true, i.e. the candidate's departmental preference IS equal to "Engineering."

10. In this workflow step, you will specificy that a particular email is sent to the candidate from a specific team member. In this instance, we're acknowledging that the candidate has specified an interested in Engineering. We want to automatically deliver them an email that speaks to that and invites them to visit a landing page to find out more about engineering at our company. This action will complete that branch. 

For more information on creating emails in Clinch Talent,   click here

11. Hit Save and return to the Workflow screen. This time, click on the red or left-side branch to specify what should happen when the condition is false, i.e. the candidate's departmental preference does NOT equal "Engineering." 

12. You will now add another "If/else" branch to automate the delivery of an email targeting those candidates who specified an interest in Marketing. This branch-within-a-branch construct is known as a "nested" branch.

13. Hit save and return to the Workflow screen. As before, click the "+" button on the green or right-side branch to specify what should happen when the condition is true, i.e. the candidate's departmental preference IS equal to "Marketing."

14. Again, you will specificy that a particular email is sent to the candidate from a specific team member. In this instance, we're acknowledging that the candidate has specified an interested in Marketing. We want to automatically deliver them an email that speaks to that and invites them to visit a landing page to find out more about Marketing at our company. This action will complete that branch. See image no. 10 for reference.

15. Hit Save and return to the Workflow screen. This time, click the "+" icon on the red or left-side branch to specify what should happen when the condition is false, i.e. the candidate's departmental preference does NOT equal "Marketing." 

16. This time, instead of adding another "If/else" branch step, we'll close out the branch by delivering all remaining candidates a generic "catch-all" email. If set up correctly, the Workflow will automatically deliver this email to all those candidates who selected "Finance" from the list of departments AND those who selected "Other." 

17. Hit Save and return to the Workflow screen. Your if/else Workflow based on form submission is now complete and should look like this:

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