{"article":{"id":39946619658897,"url":"https://kekahrhelp.zendesk.com/api/v2/help_center/en-us/articles/39946619658897.json","html_url":"https://help.keka.com/hc/en-us/articles/39946619658897-Workflow-Automation-in-Keka-Hire","author_id":37980519613329,"comments_disabled":false,"draft":false,"promoted":false,"position":5,"vote_sum":0,"vote_count":0,"section_id":42000243211921,"created_at":"2025-10-13T21:02:11Z","updated_at":"2025-12-22T11:48:32Z","name":"Workflow Automation in Keka Hire","title":"Workflow Automation in Keka Hire","source_locale":"en-us","locale":"en-us","outdated":false,"outdated_locales":[],"edited_at":"2025-12-22T11:48:31Z","user_segment_id":null,"permission_group_id":35477105159953,"content_tag_ids":[],"label_names":[],"body":"

 

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Introduction

Use Workflow Automation in Keka Hire to eliminate repetitive recruitment tasks. Automations help you move faster, reduce manual work, and keep candidates informed throughout the process.
This guide is for Global Admins, Super Recruiters, Hiring Managers, and Recruiters who manage job pipelines.

Prerequisites

Scope

Create a Job Workflow from Settings

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  1. Go to Hire → Settings → Hiring → Workflow Automation → Job Workflow.

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    Click Create Workflow.

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Find Event Triggers under Global Workflows

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  1. Event Triggers have been rebranded as Global Workflows.

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    Path: Hire → Settings → Hiring → Workflow Automation → Global Workflow.

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    These were previously under Settings → Notification → Event Triggers.

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Create a Job Workflow from a specific Job

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  1. Open the job: Hire → Jobs → [Select Job].

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    Go to Workflow Automation → Create Workflow.

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Choose a Quick Template (optional)

Define the three required elements

Every workflow must include one Event, one or more Conditions, and one or more Actions.

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    Event (the trigger) — pick one:

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    Conditions (filter who/what the workflow applies to):

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    Actions (what the workflow should do when the event + conditions are met):

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Options & Variants

Build Custom Logic with Any/All

Group Conditions

Create groups of conditions to form powerful logic with AND / OR between groups.

Example

Rules for Groups

Avoid Duplicate Workflows

You cannot create multiple workflows with the same combination of Event + Conditions + operator.
If Workflow A has Condition1 AND Condition2 OR Condition3, another workflow with the exact same setup will be blocked.

Field Reference / Parameters

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ElementField / OptionWhat it doesAllowed values / Notes
WorkflowTitleName of the workflowFree text
 DescriptionContext for teammatesOptional free text
EventCandidate added to JobTriggers when a candidate is added to the jobSingle event per workflow
 Candidate Stage is UpdatedTriggers on stage changesSingle event per workflow
 Candidate is ArchivedTriggers when a candidate is archivedSingle event per workflow
ConditionsScope by Job TitleLimits workflow to a specific jobPreset by default on Job Workflows
 Source / Candidate Info / Screening / ReferenceFilter who the workflow applies toSelect one or many; combine with Any/All
 Any / AllChoose OR vs AND between conditions\nAny = OR, All = AND\n
 GroupsCombine condition setsApply AND/OR between groups; no duplicate similar condition within one group
ActionsSend emailNotify candidates or stakeholdersMultiple Send email actions allowed
 Move stageAdvance or change pipeline stageOnly one Move stage action per workflow
 Tag candidatesAdd tags for organizationOne per workflow (no duplicate similar actions)
 Archive / RejectArchive or reject candidates; can notifyOne per workflow (no duplicate similar actions)
 Add to Talent PoolAdd candidates to a poolOne per workflow (no duplicate similar actions)
SystemDuplicate detectionPrevents redundant automationsBlocks identical Event + Conditions + operator combos
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Notes, Tips, Important, Warnings\n

Examples & Use Cases


Version / Applicability

New: Workflow trigger for editing candidate feedback

Keka Hire now triggers workflows when interview feedback is edited—in addition to feedback submitted or declined. This keeps stakeholders informed about changes and supports transparency and audit readiness.

To configure:

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  1. Go to Hire → Settings → Workflow Automation → Global Workflows.
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  2. Choose the appropriate template and enable the workflow that activates when interview feedback is edited.

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Please let us know if you find this article helpful.

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