Table of Contents

Smart Recruiters Plugin

The Smart Recruiters Plugin allows users to automate data flows between Smart Recruiters and DocQ. The two tools for doing this are Smart Recruiters Plugin, for incoming data, and the Workflow Plugin, for outgoing data. They can be synced with the candidate data on Smart Recruiters and can update profiles or documents as data is updated through DocQ forms.

Creating documents from Smart Recruiters - WebHooks

WebHooks are used to trigger operations inside DocQ. You can set a webhook to trigger with different events - either upon job applicant creation or a status update (NEW, IN-REVIEW, OFFERED, HIRED, …). For example, when an applicant profile is moved to the Offered status in Smart Recruiters a webhook is triggered initiating creation of an offer letter in DOCQ.

Setup a WebHook

  1. Go to Settings in the main menu on the left of the screen and click on Plugins.
  2. Expand the SmartRecruiters Plugin settings by clicking in Plugin SmartRecruiters to show more properties.
  3. Click on Add WebHook.
  4. Start by ensuring the Active switch is to the right enabling the WebHook to trigger. Settings for inactive WebHooks are saved, but will not activate upon the appropriate change from Smart Recruiters.
  5. Choose a new Webhook name.
  6. On DocQ operation you’ll have 3 supported options to select from: Send form to Candidate Email, Send form to Static Email and Candidate/Job Fields into DocQ Template.
    When mapping fields between Smart Recruiters and DocQ take extra caution, incorrect mapping errors are frequent and hard to identify. See below for more details about the operations.
  7. Now, select Edit triggers to configure the trigger for this WebHook. You can choose to trigger it based on either applicant creation or a status update in Smart Recruiters. Furthermore, sub-statuses can be selected as triggers.
  8. Select the Update button to save WebHook changes.
Webhook Operation Description
Send Form to Candidate's Email Sends a form to the candidate which triggered the WebHook generating a document upon form completion..
Send Form to Static Email Two new fields will appear and you’ll have to input a name and email address, the generated document will be sent to this email.
Job fields into DocQ Template Candidate or job fields will be imported from Smart Recruiters into DocQ template fields.
Mapping to non-existing fields or from inactive Smart Recruiter fields are common issues arising from this step. If such an issue appears, double check your mappings to make sure they are active in both Smart Recruiters and your DocQ template.

Smart Recruiters Workflow Plugin

The Smart Recruiters Plugin allows users to export DocQ form data and documents to Smart Recruiters. Furthermore, the plugin can update the status in Smart Recruiters upon automatic completion of the workflow step.

Setup an SR Plugin Step

  1. Enter the Workflow edit page and create a new plugin workflow step from the list of workflow steps.
  2. In the Edit step section (which can be accessed with the pencil icon on the left-most step pane) select the Smart Recruiters plugin from the dropdown.
  3. Select review mappings and click the new mapping button. You should now see the following modal.
  4. Enter a Mapping name. This will be used to identify a reusable map which can be used in other workflows or plugin steps.
  5. Select a DocQ template. The form values from the template will be used as the DocQ fields which will be mapped into Smart Recruiters. It is recommended that this template is the same as the workflow template to ensure the workflow and plugin fields align, although this is not necessary. As a counter-example, differing templates may be used if running multiple templates through a single workflow.
  6. Select an Operation type which will transfer data to SR. Most operations will have mappings where you map some DocQ Template field to an SR field - for either a Canidate or a Job application. View below for details about the operations.
  7. Optionally the Hiring Process can be used to update the SR status when the mappings are updated.
Operation Setup Steps
Form Values to SR Fields Select a DocQ field whose value will be mapped to the chosen SR property. The Object section is required and will narrow the SR fields based on Canidate or Job groupings. Non-standard properties are defined by the SR admin and can also be inactive in SR despite appearing in DocQ as a valid field. Finally, select a property in SR to map to.
Form Values to CSV Fields Setup an FTP which will store the CSV fields generated from the plugin. Click the Add new field button to add new DocQ fields to add to the CSV. The CSV header is a mandatory label which adds a header value in the CSV file for the DocQ fields. If CSV Value Type is chosen to be constant, the DocQ fields values will be ignored and the default value will always be used in-place. The default is optional and will be used instead of the DocQ field on error.
Form Values to SR Attachment Attaches the document to the SR candidate profile. Note the document is attached as soon as the plugin is run so subsequent changes in the workflow are not reflected.
Form Values to SR Fields & Attachment Performs both actions of Form values to SR fields and Attachment