Automation
Colleague now includes a built-in Automation Engine. Users with the right permission can build, test and monitor their own automations directly in Colleague, with no external services, Logic Apps or consultancy required.
What is the Automation Engine?
An automation watches for something happening to records of one type, enrols each record that qualifies, and runs an ordered list of steps against it – send an email, create a task, update a field, add it to a list, tell a colleague – with a wait between steps.
Automations run in the background on Colleague’s own Background Service, so requests are carried out on a schedule without the need for user interaction.
How Does It Work?
Each automation is set up based on five key stages:
1
Choose record type
- Candidate
- Company
- Contact
- Requirement
- Offer/Placement
- People (Candidates & Contacts)
2
Set the trigger
What puts a record into the automation – a record is created, a field changes, a pipeline stage is reached, a date approaches or passes, no contact for a number of days, a saved search finds a new match, or a history entry is added.
3
Add a filter
Optionally narrow the records to those matching the criteria of a saved search.
4
Set run options
How often to scan, the maximum enrolments per day, and whether a record can re-enrol later.
5
Build the steps
An ordered list of actions, with a wait before each one and an optional exit condition that stops the sequence early – for example, when the candidate replies.
What Can an Automation Do?
Each step in an automation performs one of the following actions. Merge fields can be used in subjects, task text and email bodies.
| Action | What it does |
|---|---|
| Send an email | Candidates and Contacts, from a saved template or written in the step. Sent from the author’s mailbox or a fixed address, at a set hour if required. |
| Create a task | Assigned to the record owner, the record creator or a named user, with a due date. |
| Notify a user | A notification in Colleague for the chosen user. |
| Add a history entry | Logged against the record with the history code of your choice. |
| Update a field | Candidate Status, Mailshot Status or Requirement Status. |
| Add to a list or Favourites | Adds the record to a shared list, or to the author’s Favourites. |
| Add to a Mailchimp audience | With optional tags. |
| Send an internal email | An email about the record to your own team, with a link to the record. |
| Send a run summary | One email per run, summarising how many records joined the automation. |
Test Before You Go Live
Automations are designed to be tested safely before any record is affected.
Dry Run
Records are enrolled and every step is logged with what it would have done, but nothing is sent or changed. New automations start paused and in Dry Run.
Preview
See how many records would be enrolled, how many would be excluded or suppressed, a sample of the records, and the merged email against a real record.
Email Suppression
Before any email is sent, Colleague checks that the record has an email address, is not archived, and that its mailshot status and GDPR consent allow it.
Monitoring
Every enrolment and every step is logged. An Automations tab on each record shows which automations it is in, and what happens next.
Automation Examples
Below are common examples requested by customers, all of which can now be built with the Automation Engine.
Candidate Registrations
Welcome Emails
When a Candidate record is created, send a welcome email confirming their registration.
Registration Follow Up
If there is no contact within a set number of days of registering, create a task for the owning consultant to call the Candidate.
Bulk CV Parsing
CVs dropped into a OneDrive folder are parsed in the background, creating or updating Candidate records. See the Bulk CV Parse User Guide.
Emails
Re-engagement Emails
When a Candidate or Contact has not been contacted for a set number of days, send an email checking whether they are still looking for work or are hiring.
Follow Up Emails
Send a second email after a wait, with an exit condition so the follow up is skipped if contact has been made since the first.
Internal Reminders
Send consultants an internal email or task to follow up on CVs Sent, Interviews and Placements.
Interviews
Interview Confirmation
When a Candidate reaches the Interview stage on a Requirement, send the Candidate a confirmation email.
Interview Tips
Follow up with an email of interview tips ahead of the interview.
Post Interview Feedback
After a wait, email the Candidate to ask how the interview went.
Placements
Approval Process
When an Offer is accepted, notify management that there is a Placement to review. When the Placement is authorised, notify the Back Office team.
Placement Aftercare
After the start date, email the Candidate and/or Contact to check how things are going.
Placement Feedback
As a Contract Placement end date approaches, email the Candidate and/or Contact asking for their feedback.
Candidate Status Updates
Update the Candidate Status field automatically at key points in the Placement process.
Reporting
Run Summaries
Send managers a summary email each time an automation enrols records, with a link to the automation.
Scenario Based Alerts
Use a saved search trigger to alert users when records match – for example, Checklist items due to expire or Placements due to start or finish this week.
Data Compliance
Missing Data
Use a saved search to find records missing mandatory or business-critical data, and notify the record owner.
Workflow Checks
Highlight Candidates who have been added but have not had a follow up call.
Tasks
Automatic Task Creation
Generate To Do tasks at any step of an automation, assigned to the record owner, the record creator or a named user.
Also Running in the Background
Alongside your automations, Colleague’s Background Service continues to process:
- Email History Logging (Send/Receive)
- Bulk Email Sending
- Campaign Statistics Collection
- Document Updates
- Search Result Watchdog Management
- Notifications
Find Out More
For full instructions, see the Automation Maintenance User Guide. For help getting started, contact the Support Team.