Function description
The feedback function makes it possible to automatically send an email to the candidate after an interview in order to obtain feedback on the conversation. The email is sent 24 hours after the interview date stored in softgarden. To ensure that the email is triggered correctly, a specific interview step can be defined as the trigger in the workflow.
Define the trigger step in the workflow
In the workflow, an interview step can be selected that triggers the sending of the feedback email. Any step that contains the action “Schedule interview” can be used.
The selected step is displayed in the currently selected workflow application process, so it is always clear which step triggers the sending.
Behavior when changes are made in the workflow
If the configured interview step is later deleted, the workflow remains functional. The system automatically selects the first available interview step as the new trigger.
Requirements
The following conditions must be met in order to use the function:
1. Applicant feedback must be activated
The function must be activated under Settings → Additional Features → Feedback Solution.
2. Use of the interview function
Only steps with the action “Schedule interview” can be selected as a trigger. The system automatically hides all other steps. An interview can be recorded in various ways:
via the Smart Calendar
via Outlook import
manually in the system
It is important that the appointment is entered in the interview step.
3. Only one feedback request per workflow
Exactly one interview feedback request is sent per workflow – and therefore per candidate. Multiple feedback requests within the same workflow are not intended.
4. Permissions
The setting can be made by:
Administrators
Users with the permission “Manage application processes”
No additional permission is required.
Summary
The feedback email is sent 24 hours after the stored interview date.
The trigger step can be freely selected from all interview steps in the workflow.
The interview function must be actively used.
Only one feedback request is sent per workflow.
The process remains stable when changes are made; the system automatically selects a replacement step.
Configuration can be performed by admins and authorized users.