Create Pre-Hire in Workday Based on CV

About

Summary: Create a pre-hire in Workday using the data provided in the CV.

Applications: Workday

Description: After identifying appropriate candidates using Document Understanding to extract experience information from CVs, create a pre-hire in workday using the data provided in the CV.

This example presents Document Understanding activities such as Classify Document, Extract Document Data, and Create Validation Task.

Workflow

Tip: If you want to save time, use the Create Pre-Hire in Workday Based on CV template in Studio Web to build this workflow.

Open Studio Web and create a new project.
Add a File Created activity to your workflow. Set up the location of the CV you want to use in the workflow, and the location of the output file. In the activity, perform the following configurations:
1. Set up your Google Drive connection.
2. In the In location field, choose the folder where the CV is located.
3. If needed, add additional filters (such as created by, file extension, and name) in the Additional filters field.
4. In the Created file field, reference the created file to be used in the workflow.
Figure 1. Configuring the Google Drive connection properties
Next, add a Classify Document activity, to classify the documents.
1. In the Project field, select your Document Understanding project from the dropdown list.
2. In the Classifier field, select Generative Classifier from the dropdown list.
3. In the Prompt field, configure three document types:
  - CV: The document used before employment, containing candidates skills and work experience.
  - ID: The identification document of the candidate.
  - W-9 Form: The tax form for the candidate.
  You can configure more document types, as needed.
  
  Figure 2. Configuring three document types in the Prompt builder, using the Generative Classifier
4. In the Input field, add the file created at step two.
  
  Figure 3. Adding the previously created file in the Input field of the Classify Document activity
Next, add an If activity. This activity is used to extract candidate information if a document type is defined as CV, or display a message if not. Configure the activity as follows:
1. In the Condition field, select the Plus icon to select Condition builder.
2. In the Condition builder select Add condition.
3. In the Click to use variable field, select the Document Type Name property of the Classify Document activity.
4. From the dropdown select equals.
5. In the Enter text or press Ctrl+Space field, enter CV.
6. Select Save to save your condition.
Figure 4. Creating and configuring the condition inside the Condition builder
Next, add a Write Line activity in the Then branch of the activity. Configure the activity as follows:
1. In the Text field, select the Plus icon to select Text builder.
2. In the Text builder, enter "Found CV to process:".
3. For the Insert variable dropdown list, select the Created file variable from the File Created activity.
4. Select Save to save your changes.
Figure 5. Configure the Write Line activity, using the Text builder, to output a certain value
Next, add an Extract Document Data activity. This activity is used to extract data from the classified document. In the activity, perform the following steps:
1. In the Project field, select your Document Understanding project from the dropdown list.
2. In the Extractor field, select Generative from the dropdown list.
3. In the Prompt field, configure seven fields:
  - First name: First name of the candidate.
  - Email: Email address of the candidate.
  - Experience: Previous experience of the candidate.
  - SalesSkills: Does the candidate have Sales skills?
  - Employer: What is the current employer of the candidate?
  - Last name: Last name of the candidate.
  - Country: What's the country of residence for the candidate?
  You can configure more fields, as needed.
  
  Figure 6. Configuring the Generative Extractor Prompt builder with the CV fields
4. In the Input field, add the document data resulted from the Classify Document activity.
  
  Figure 7. Entering the document data resulted from the Classify Document activity in the Input field of the Extract Document Data activity
Next, add an If activity. This activity is used to create pre-hire in Workday if a suitable candidate is found, or display a message if not. Configure the activity as follows:
1. In the Condition field, select the Plus icon to select Condition builder.
2. In the Click to use variable field, select the SalesSkills property of the Extract Document Data activity.
3. From the dropdown select equals.
4. In the Enter text or press Ctrl+Space field, enter Yes.
5. Select Save to save your condition.
Figure 8. Creating and configuring the condition inside the Condition builder
Next, add a Write Line activity in the Then branch of the second If activity. Configure the activity as follows:
1. In the Text field, select the Plus icon to select Text builder.
2. In the Text builder, add a message containing information from the First Name, Last Name, Employer, and email fields configured using the Prompt builder of the Extract Document Data activity.
  Example:
  Received CV applications from Sales Manager with name: First Name | Last Name, currently working at Employer - creating pre-hire profile. Email at email.
  
  Figure 9. The text that the Write Line activity should show in the output
Next, add a Workday Create Pre-Hire activity and set up your Workday connection.
Next, add a Write Line activity in the Else branch of the second If activity. This activity will display a message if a candidate does not meet the required criteria (in our example, Sales experience). Configure the activity as follows:
1. In the Text field, select the Plus icon to select Text builder.
2. In the Text builder, add a message containing information from the First Name and Last Name fields configured using the Prompt builder of the Extract Document Data activity.
Example:
Candidate First Name Last Name, does not have Sales experience, sending the CV for validation.

Figure 10. Creating the expression for the Write Line activity in the Text builder
Add a Create Validation Task activity after the Write Line activity. This activity is used to create a document validation action in Action Center when a CV does not meet the required criteria. Configure the activity as follows:
1. In the Extracted data field, provide the output of the Extract Document Data activity.
2. In the Action title, provide a title of the action that needs to be created in Action Center. In our example, you can add "Validate CV".
3. In the Action properties section, choose a priority of the action from the Action priority dropdown list.
4. Specify the Orchestrator folder where the resources will be stored in the Orchestrator folder field.
5. In the Action catalog field, specify the catalog where the action is created in Action Center.
Figure 11. Configuring the properties of the Create Validation Task activity
Finally, add a Write Line activity in the Else branch of the first If activity. This activity will display a message if the processed document is not a CV. Configure the activity as follows:
1. In the Text field, select the Plus icon to select Text builder.
2. In the Text builder, add a message containing the Created File property of the File Created activity and the Document Type property of the Extract Document Data activity.
Example:
Document Created file is not a CV, but a Document Type, so there is nothing to process.

Figure 12. Creating the expression for the Write Line activity in the Text builder