Workflow Automation in Keka Hire

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

• Global Admins and Super Recruiters can create workflows by default.

• Hiring Managers and Recruiters can be granted access in Users & Permissions using the privileges Create Workflow and View Workflow.

Scope

• You can create Job Workflows (apply to a specific job) and use Global Workflows (system-wide automations.

Create a Job Workflow from Settings

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

2. Click Create Workflow.

   

    

Find Event Triggers under Global Workflows

1. Event Triggers have been rebranded as Global Workflows.

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

   These were previously under Settings → Notification → Event Triggers.

   

Create a Job Workflow from a specific Job

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

2. Go to Workflow Automation → Create Workflow.

   

Choose a Quick Template (optional)

• Archive candidates based on minimum work experience.

• Update stage of inbound applicants.

Define the three required elements

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

1. Event (the trigger) — pick one:

   • Candidate added to Job

   • Candidate Stage is Updated

   • Candidate is Archived

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

   • Use candidate attributes, Source, Candidate Info, Screening Questions, Reference, and more.

   • By default, Job Title is preset to scope the workflow to the current job.

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

   • Send email

   • Move stage (advance or change candidate stage)

   • Tag candidates

   • Archive / Reject (with notification)

   • Add to Talent Pool

   
   

Options & Variants

Build Custom Logic with Any/All

• All = conditions use the AND operator.

• Any = conditions use the OR operator.

Group Conditions

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

Example

• Group A: Experience > 4 years
  OR

• Group B: Experience < 4 years AND Skills contain Mobile App Developer, DevOps

Rules for Groups

• Between groups, choose AND or OR.

• You cannot add the same condition type twice in a single group. For example, if Experience > 10 years is in Group A, you can’t add another Experience condition in Group A; add it to another group instead.
  
  
  

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

Notes, Tips, Important, Warnings

• Important: Each workflow must have one Event, at least one Condition, and at least one Action.

• Important: You can’t add multiple similar Actions (e.g., two Move stage actions) in the same workflow, except Send email, which can be added multiple times.

• Important: Conflicting actions are not supported. 

• Tip: Use Description to document intent (e.g., “Auto-archive candidates with <2 years for Senior Developer”).

• Tip: Start with a Quick Template and fine-tune Conditions and Actions as needed.

Examples & Use Cases

• Auto-archive by experience:
  Event: Candidate added to Job → Condition: Experience < minimum → Action: Archive and Send email (polite rejection).

• Notify on stage move from inbound sources:
  Event: Candidate Stage is Updated → Condition: Source = Career Portal → Action: Send email (stage progression update).

• Tag high-priority skills:
  Event: Candidate added to Job → Condition Group: (Experience > 4) OR (Experience < 4 AND Skills include Mobile App, DevOps) → Action: Tag = “Priority-Skills”.

Version / Applicability

• Applies to the version where Event Triggers are rebranded as Global Workflows and where the feedback edited trigger is available.

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:

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