Automations: org-wide rules for status transitions

Set up reusable automation templates and active automations driven by candidate status changes.

How automations work in CVViZ

Automations in CVViZ are org-wide rules triggered by status transitions. There's no per-pipeline-stage automation editor; instead, you define an automation once ("when candidates move from X to Y, do Z") and it applies across every job in the workspace, scoped by department / job filters where useful.

Where to manage

Settings → Automations.

The two layers

  • Automation Templates — reusable rule definitions. Each template defines what happens (send templated email, schedule task, assign to recruiter, update status, etc.).
  • Active Automations — instances of templates wired to real conditions. Each active automation has:
    • Title — the display name.
    • Template — which automation template it uses.
    • Active — on/off toggle.

Trigger conditions

The most common condition is a status transition: old_status → new_status. The template's placeholders include {{old_status}} and {{new_status}} for use in actions.

Available actions

Templates use these placeholders to parameterize actions:

  • {{job}} — the job involved.
  • {{email_template}} — which email template to send.
  • {{deadline}} — task due date.
  • {{attempts}} — retry / attempt count.
  • {{user}} — assignee.

Common actions:

  • Send a templated email.
  • Schedule a task for a user (with a deadline).
  • Assign the candidate to a recruiter.
  • Update status (chain to another stage).

Timing options

When the trigger fires, the action can run:

  • Immediately.
  • After a delay in minutes.
  • At a scheduled time.

Setting up an active automation

  1. Go to Settings → Automations.
  2. Pick (or create) a template that does what you need.
  3. Add an active automation: name it, link to the template, fill placeholders (job, email template, deadline, etc.).
  4. Set the trigger (typically a status transition).
  5. Toggle Active.

Application confirmation

When candidate enters New → send "Thanks for applying" email.

Auto-rejection email

When candidate moves to Rejected → send rejection template (with a small delay so it doesn't feel instant).

Offer-stage finance loop

When candidate enters Job Offered → schedule a finance verification task.

Follow-up reminder

When candidate enters 1st Interview Scheduled → schedule a reminder task 1 hour before the interview.

Best practices

  • Start small. One template + one active automation to test before scaling.
  • Name automations clearly. "Send rejection email on -99" beats "Email auto".
  • Use delays carefully. Instant emails on rejection feel cold; a few minutes' delay reads more human.
  • Audit active automations quarterly. Disable rules nobody can explain anymore.
  • Test on a non-real candidate first when wiring up a new automation that sends emails.