Actions Potok

Actions allow the bot to work with vacancies and candidates in the Potok recruitment management system. First, connect Potok and check the connection.

How to add an action

1. Open the right bot.
2. Go to Integrations and actions.
3. Enable Enable actions in the bot.
4. Press Add action.
5. In What to do as a result of click Add action.
6. Select the source Potok and the desired operation.
7. Configure the settings, save the action, and then save the bot changes.

The default operation parameters can be determined by the bot. If the value should be constant, turn off Determine automatically and specify it manually or via the @ variable.

Each operation also allows you to include Save the result ID in the variable. Use this setting when a job or candidate ID needs the next operation.

Find vacancies

Looking for vacancies according to the parameter Vacancy name. Use the operation at the beginning of the script to get the current job and its ID, rather than asking the bot to guess the internal identifier.

If several similar vacancies are found, the bot must clarify the choice of the candidate before creating the card or changing the data.

Find a candidate

Looking for an existing candidate according to one or more parameters:

• Candidate Phone
• Email of the candidate
• Candidate name.

Use your phone or email first – this reduces the risk of matching namesakes. If the search returned several cards, do not change them automatically: ask for clarification or pass the dialogue to the recruiter.

Getting a candidate card

Receives candidate data on two parameters:

• Candidate ID
• Vacancy ID.

Candidate ID can be obtained by Find a candidate or Create a candidate, and vacancy ID by Find vacancies. Transfer values through variables so that operations work with the same candidate-vacancy pair.

Create a candidate

Creates a candidate and associates him with the selected vacancy. Parameters are available:

• Candidate name;
• The name of the candidate;
• Candidate Phone
• Email of the candidate
• Vacancy ID.

In If the candidate already exists, select one of the modes:

• Use the candidate found - continue the script with the existing card;
• Stop the action with an error - do not continue the automation if you detect a double.

Before creating, collect contact details, confirm the vacancy and perform Find a candidate. Do not create a new card if you can not uniquely verify the existing candidate.

Add a comment

Adds an entry to the candidate card. Need:

• Candidate ID
• Vacancy ID;
• Comment - up to 4000 characters.

Use the comment for a summary of the screening: relevant experience, expectations, availability, answers to mandatory questions, and an agreed next step. Do not store excessive personal or sensitive data.

Transfer the candidate to the stage

Transfers the candidate in the selected vacancy to Target stage. The operation requires candidate ID, vacancy ID and stage type.

Types of selection stages are available:

• found;
• responded;
• screening;
• interview with HR;
• interview with the customer;
• Offer.

ChatRex only transfers the candidate to a pre-authorized stage type. Make sure that such a stage is in the vacancy funnel, and perform the translation after a clear result of the conversation or confirmation of the recruiter.

Recommended screening scenario

1. Perform Find vacancies and confirm the vacancy with the candidate.
2. Find a candidate by phone or email.
3. If there is no card, after the consent of the candidate to perform Create the candidate.
4. Get a candidate card and ask questions provided for by the vacancy scenario.
5. Show the candidate a brief summary and get confirmation before saving.
6. Perform Add a comment with the result of the conversation.
7. When fulfilling the criteria, transfer the candidate to the permitted stage or transfer the result to the recruiter.

Setting up the prompt and checking

In the main purpose and description of the action, indicate:

• What data should the bot collect before creating a candidate?
• How to check duplicates by phone and email;
• What questions are required for a particular vacancy;
• Under what conditions can you add a comment and change the stage?
• When it is necessary to transfer the dialogue to the recruiter;
• Internal IDs, technical errors and other people's personal data cannot be shown to the candidate.

Before publishing, check the full script in Testing for the test vacancy. Make sure that there is no take, the comment is saved in the correct card, and the stage changed only after the specified conditions are met.