Use automated actions to send email templates based on specific actions that users take in Workable.
- Create an email template that you want to have sent out automatically
- Go to Settings > Automated Actions
- Pick an automation template
- Set the triggers and timing for the automation
While Super Admins design and enable specific automations, any user who takes a given action can trigger the automation.
Types of automations
- Thank you email: Triggered by a candidate applying to a job (note: Workable automatically sends an application confirmation email to all applications, which it is not possible to disable. This automation enables you to create a second, customized email.)
- Disqualification email: Triggered by disqualifying a candidate (note: this type of automation can be triggered for candidates who are automatically disqualified based on application form questions, as such we always recommend setting this type of automation to send with a delay.)
- Email template: Triggered by a user moving a candidate to a certain pipeline stage
- Video interview: Triggered by a user moving a candidate to a stage that contains a Workable Video Interview (note: the video interview itself will only be sent if a Workable video interview link is included in the email template. Video interviews set up through integrations are not sent automatically. This trigger only sends an email.)
- Assessment: Triggered by a user moving a candidate to a stage that contains a Workable Assessment (note: the assessment itself will only be sent if a Workable assessment link is included in the email template. Assessments set up through integrations are not sent automatically. This trigger only sends an email.)
- Self-schedule: Requires Gmail or Outlook calendar integration. Triggered by a user moving a candidate to a certain pipeline stage (Note: the selected email template must include the "self-schedule link" placeholder and selected user must have Gmail or Outlook connected.)
These templates can be used multiple times. For example you might send one version of a "Thank you email" for Engineering jobs and another "Thank you email" automation for Marketing jobs.
Designing an automation
Choose an automation template under your account settings to begin. Keep in mind that all automations involve sending an email template to candidates. Review your email templates before saving the automation to ensure you've got the right information included. If needed, email templates can also be updated after the automation is enabled.
When you've selected a template, click on the highlighted words to adjust how the automation should work. In this example we're completing an "email template" automation.
- Select the job or department for which this automation should trigger
- Select the stage where the automation occurs. Choose multiple stages for the same automation if needed (for example, a Disqualification automation that should trigger for every stage). If you have multiple pipelines, you must select stages for each pipeline (for example, choosing the Phone Screen stage for an Internship pipeline and the Phone Screen stage for a Marketing Department pipeline)
- Choose the email template to have sent
- Choose the sender
- Set the timing for when the email is sent automatically
The "No reply" sender option can be used to have the email be sent from an address that will not accept replies from the candidate:
- Shows company as the sender
- Sent from a generic "noreply" email address
- If candidates do reply they are automatically notified that replies are not seen by anyone
- Include the "user" placeholder to attribute a no reply email to the automation sender or leave out user info to keep the email anonymous
When setting the timing for the automation, adjust the timeframe after which the email should be sent. Change the number of minutes/hours by clicking the highlighted text. We recommend setting a short delay so that you have the flexibility to cancel the automation for specific candidates if needed.
The "choose a time" option is best for sending automated emails at a specific time. Click on days of the week to disable automations on those days (e.g. you may not want to have emails sent on the weekend). Days marked in blue are when emails can be sent.
Once you've saved the automation, it can be edited from the Account Automations tab. Flip the switch to disable or enable an automation. Select the three dots to edit components (blue terms). Adjust templates from Settings > Templates.
When an automation triggers you'll see the details noted on the candidate's timeline.
If necessary, click the trash can icon to cancel the action. The cancellation will be noted on the timeline.