What are evaluation workflows and how can I use them?
With Full Fabric you can streamline your evaluation process by setting up automated emails to notify and remind evaluators and staff at the relevant points through evaluation automation workflows. For example, it's possible to set up automated emails for the following:
Notify evaluators when they have been assigned to an evaluation
Remind evaluators to submit the evaluation if they have not submitted within a certain timeframe
Notify staff when an evaluator has submitted an evaluation.
Notify applicants when they have been assigned to an evaluator.
Please read the article below to learn how to set this up and streamline your evaluation process!
Example workflow for notifying and reminding assigned evaluators
Please find an example of a workflow below which can be used to automate the process of informing evaluators that an applicant has been assigned to them and that they need to complete their evaluation, and a reminder to submit their evaluation if they have not done so after 7 days.
Example workflow for notifying staff when an evaluation has been submitted
Please find an example of a workflow below which can be used to automate the process of informing staff when an evaluator has submitted an evaluation and the applicant is ready for the next stage in the admissions process.
Creating an evaluation workflow
To create an evaluation workflow, simply go to the editor of an evaluation template: General settings → Institution → Evaluation templates, edit the relevant evaluation template and go to the automation tab.
This allows you to set up specific workflows for a specific type of evaluation, so that you can have relevant emails for that type of evaluation.
Evaluation workflow start and exit conditions
The following start conditions are available for evaluation workflows:
Evaluation is assigned
Evaluation is submitted
The following exit conditions are available for evaluation workflows:
All actions have been completed
Evaluation is reassigned or submitted
Evaluation is reassigned
Evaluation is submitted
Evaluation workflow actions
The following actions are available on evaluation workflows.
Action | Description |
Send email to assigned evaluator | Sends an email to the staff assigned to the evaluation |
Send email to staff | Sends an email to specific staff profiles |
Send email to profile | Sends an email to the candidate profile |
Add tag to profile | Adds a tag to the candidate profile |
Evaluation email substitution tags
The following substitution tags can be used in evaluation workflow emails
Email substitution tag | Description |
|candidate_first_name| |candidate_last_name| |candidate_email| | First name, last name, email of the candidate profile. |
|candidate_profile_url| | Link to the candidate's profile |
|candidate_evaluation_url| | Link to the candidate's evaluation |
|evaluation_template_name| | Name of the evaluation template |
|evaluation_assignee_first_name| |evaluation_assignee_last_name| |evaluation_assignee_email| | First name, last name, email of the evaluator assigned to the evaluation. |
Please note that the |first_name| and |last_name| substitution tags are populated with the details of the profile of the email recipient e.g. if it's an email to the assigned evaluator then |first_name| is populated with the first name of the evaluator's profile.
Example evaluation workflow emails
Please find some examples of text that could be used for different emails in evaluation workflows.
Notification email to evaluator to notify that an evaluation has been assigned to them
Subject:
New applicant to be evaluated
Body:
Dear |first_name|,
You have been assigned a |evaluation_template| evaluation for: |candidate_first_name| |candidate_last_name| - |candidate_email|.
Please visit the following link to complete the evaluation: |candidate_evaluation_url|.
Reminder email to evaluator to notify them to submit their evaluation
Subject:
Reminder: please remember to submit your evaluation!
Body:
Dear |first_name|,
This is a friendly reminder for you to submit the |evaluation_template| evaluation for: |candidate_first_name| |candidate_last_name| - |candidate_email| assigned to you 7 days ago!
Please visit the following link to complete the evaluation - |candidate_evaluation_url|.
Notification email to staff to notify them that an evaluation has been submitted
Subject:
|evaluation_template| evaluation for |candidate_first_name| |candidate_last_name| has been submitted
Body:
Dear |first_name|,
An |evaluation_template| evaluation for: |candidate_first_name| |candidate_last_name| - |candidate_email| has now been submitted by |evaluation_assignee_first_name| |evaluation_assignee_last_name| - |evaluation_assignee_email| and is ready for the admissions decision.
Please find the following links for:
the candidate profile - |candidate_profile_url|
the evaluation - |candidate_evaluation_url|.
Notification email to candidate to notify them that an interviewer has been assigned to them
Subject:
You have been assigned to an interviewer
Body:
Dear |first_name|,
The following interviewer has now been assigned to interview you |evaluation_assignee_first_name| |evaluation_assignee_last_name| - |evaluation_assignee_email|.
The interviewer will follow up shortly to share their availability for an interview so please await an email from them and please check your spam.
Different evaluation workflows for different evaluation processes: rolling or batch processing
Depending on your admissions process for a particular evaluation, you may want to set up different evaluation workflows to meet your needs.
If you have a rolling process for an evaluation whereby applicants are evaluated once they move to the relevant state, then evaluation workflows where a separate email is sent for each assigned or submitted evaluation are useful as the relevant staff are notified when action on their side is needed.
If you have a batch process for an evaluation whereby many applicants are evaluated once they move to the relevant state, then evaluation workflows where a separate email is sent for each assigned or submitted evaluation will lead to too many emails all at once and may not be as useful, unless staff like to use the emails as a working list of actions to complete.