The application processes (workflows) in softgarden help you to clearly structure and efficiently organize the individual phases of your personnel selection. What's new: You can now edit workflows even if a job has already been published or applications have already been received.
The individual workflow phases at a glance
New: All newly received applications end up here. Now is the right time to view applications and evaluate them as a team.
Pre-selection: In this phase you keep applicants in the process whose documents have convinced you. You can cancel the others.
Interview: You plan and conduct interviews with promising applicants. Appointments will be coordinated in this phase.
Offer: Applicants in this phase have received an offer - possibly with negotiations.
On-board: The decision has been made! You start planning the first steps for the new team member.
Set: Here you can find your successful settings at a glance.
Rejected: Applications that do not fit the position end up in this phase - including individually customizable rejection processes.
These main steps are specified by the system. You can create individual sub-items yourself.
Where do you manage workflows?
Management takes place under:
Access rights & visibility of applications
In order for users to see applications, two conditions must be met:
Job team assignment
Correct workflow permissions
The permissions are adjusted under Settings → User management → Roles using the pencil symbol for the respective role.
Note: Individual workflow settings per role
Role rights always refer to the specifically assigned workflow of a job. This means: If a job is linked to workflow ABC, the appropriate step approvals must be stored in the role for exactly this workflow ABC.
To ensure proper rights allocation, it is always worth doing a quick double check:
1. Which workflow is assigned to the job?
You can see the workflow assigned to the job directly in the job under the “Overview” tab.
2. Are the permissions set correctly for this workflow in the role?
Under the application process access management you can define which roles are allowed to access the various application process steps.
This ensures that your team sees all relevant steps and can work smoothly.
Permissions for editing active workflows
Authorized to edit:
Users with the role permission "Manage application processes"
Cannot be edited:
Standard workflows
🆕 New function: Edit workflows even after job creation
Previously, workflows could no longer be changed after a job was published. This is different now: Active workflows can be edited - even if applications have already been received.
When is a workflow “active”?
A workflow becomes active as soon as at least one application has been received.
Editability by status:
Job in draft → fully editable
Job published → fully editable
Job promoted, no applications → fully editable
First application received → Workflow becomes active
The workflow remains active even after rejection, onboarding or job closure
What can be edited in active workflows?
1. Change step name
Renaming the step names is possible. Changes take effect immediately in:
Applicant details
Reporting
Filter
Exports
Job list
2. Rearrange steps
Can be moved using drag & drop.
Important:
Candidates remain in the current step
New order applies to future movements
Changes are documented in the history
3. Add new steps
New steps can be inserted at any position.
Important:
Existing candidates will not be automatically moved
New steps only apply to future transitions
History clearly shows when steps were added and by whom
What is NOT possible?
Delete steps (only before activation)
Action changes
Edit standard workflows
Tip for getting started
Create a test workflow and use it in a test job to:
Try out stages
Simulate roles and responsibilities
Test applicant communication