Here you will learn how to setup automations for when a pack is sent or completed to individuals.
How To Create Pack Automations
Pack automations are used to send automatic emails/SMS messages to stakeholders (Manager, Payroll, HR, etc) of the onboarding process.
We will add some automation to our casual pack in this example. Go to Packs -> Pack Templates and open a pack to add automation emails/SMS to it.
Click on the automations tab to create some automations.
Martian Logic provides some default automation groups. 3 of them the system will be able to dynamically assign the users based on the recruitment/onboarding process.
Manager – The system will automatically insert the hiring manager from the job the candidate is being onboarded against as a member of the manager automation group.
Pack Creator – The system will automatically insert the user that creates the pack for the candidate in Martian Logic as a member of the pack creator automation group.
Candidate – The system will automatically insert the candidate the pack is for as a member of the candidate automation group.
The other automation groups will require you to manually add the members to.
We can create new automation groups by clicking on the plus icon.
Then you can choose to either create the new group from scratch or select a group from the library. Any groups you create from scratch will be available in the library for other pack templates.
In this example we will create a group from scratch for IT.
Give the new automation group a name and press enter.
We should now have IT as an available automation group.
This group will be available in the library in other pack templates.
New Starter Notifications
Now we will create some email/SMS automations. In this example we want to send through information about the candidate’s onboarding pack through to our HR team.
First of all we will add the members of the automation. In this example Ryan Harkin works in our HR team and we will assign him as member of the HR automation group.
Click on the plus icon to add members.
Search for their name and add them to the list.
We should now see Ryan as a members of the HR automation group and can start create the email/SMS automation. Click the plus icon next to automations to create a new automation for the HR group.
Give the automation a name, in this example ours is called New Employee Notification then set when you would like the action to be triggered either when the pack is completed by the candidate or it has been sent to the candidate.
In this example we want to send a notification to HR when a new employee has completed their pack. So we will select pack completed for the trigger actions when dropdown. We then need to select if our automation will be an email or SMS.
In this example we will send an email to HR. In this scenario we will not require the Delay/Offset (optional) section.
In the next screen you will be able to create your email for more information on how to create automated email in Martian Logic see the task called Recruitment Workflow - Automation Emails and Linked Action to Stages.
What’s novel about the pack automations compared to other automated emails in Martian Logic is that you can attach items from the pack to the email for the recipients.
In this example we will attach the contract for HR.
Alternatively you can also insert a link that will allow the recipients to download all of the items from the pack.
This will insert the link in the email body.
Click save when you’ve finished creating your email.
We should now see that the HR group has 1 automation set up against it.
Automated Reminder Emails
Another common use case for pack automation emails in Martian Logic is setting up reminders to the candidate to complete their onboarding pack.
Click on the automation button on the candidate’s automation group to create some new automations.
Martian Logic provides aa default automation email for the candidate that sends them a copy of their completed pack after they submit the pack.
You can click email message ready to view the default candidate automation.
In this example however we are going to set up a new automation.
In this example we will set the automation name to reminder, we will trigger the email when the pack has been sent and it will be a email. We then need to set the delay/offset section, in which we have said trigger the email 2 days after the pack sent date We have also check the Don’t send if pack is completed checkbox to prevent the email from being sent to the candidate if they have already completed their pack.
You will then be able to create your email. A useful thing to add to the email for the candidate is link to complete their onboarding pack. Click tags and search for pack to find the Open Pack URL tag.
This will insert a link into the email body for you. Click save when you’re finished.
We should now see the automation email we have created that will be triggered 2 days after the pack sent date.
We will now set up another reminder email perhaps 5 days after the pack sent date.
Like the previous automation email, we will set it to triggered 5 days after the pack is sent to the candidate.
Then you will be able to create your reminder email.
When you’ve saved your email template, you should now see two automations for the candidate.
