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Using CATS Workflows to Send Email Notifications of Assessment Completions.

Learn how to use CATS Workflows to send an email notification with assessment scores and reports whenever a candidate completes a Berke assessment.

Please note: To use this tutorial, you must:

  1. Have administrator level access to a CATS applicant tracking system account
  2. Have an active Berke account that has been integrated with CATS

How is this different than the tutorial on Using CATS?

This tutorial uses the CATS Workflow feature when ordering assessments. The Using CATS tutorial makes use of the “Order Assessment” button in the Berke section of a Candidate‘s profile page instead. To enable the email notification feature in CATS, you must use a Workflow instead of the “Order Assessment” button method if you want to receive completion notifications. Repeat: Do not use the "Order Assessment" button during any of this tutorial.

Do not use the order assessment button

Setting up the Workflow.

To configure CATS to send a notification when a candidate completes an assessment, you must add two Workflow steps and two Workflow triggers.

Choose/Create a Workflow

  1. Log into your CATS administrator account.
  2. Head to your Settings menu (the little gear in the upper right of your CATS dashboard). Clicking it will open a drop-down menu of options. Select “Administration” to be taken to a page of admin options. Choose “Workflow” from the list shown.
    Screenshot of the Settings menu in CATS
    Screenshot of the Administration menu in CATS
  3. Choose “General” from the Candidate Pipeline section. If you would prefer, you can create a new workflow by clicking the “Add Workflow” link below this section or select a different workflow. The General Workflow is set up by default and comes with every CATS account.

    screenshot of the list of workflows

Create Status Items

You will repeat similar steps twice in this section; first to create the status for ordering an assessment, then again to create the status for when the Berke assessment completes.

  1. Select the “Add Status” button from the upper right of the table.

    screenshot of the add status button

  2. An “Add Status” box will open. Fill in the “Title” field with the name you want for your Status. For example: “Order Berke Assessment.”
  3. It is optional to select a color, status mapping, and/or prerequisites for “Order Berke Assessment.”
  4. Select the “Add Status” button to save your Status and close the box.
  5. To add the second Status, select the “Add Status” button again.
  6. Give the Status a title. For example, “Berke Assessment Complete.”
  7. Scroll down the list of Prerequisites and check “Order Berke Assessment.” Color, status mappings, and other prerequisites are optional.
  8. Select the “Add Status” button to save your Status and close the box.

screenshot of the add status popup box

Reorder Status Items (optional)

As you create new Status Items, they will appear at the bottom of your Workflow. The order of a Status Item does not affect how ordering and notifications operate, but it may help others understand when to order assessments in your workflow process.

  1. Hover over the Status Item you want to reorder. A set of controls will appear on the left-hand side. Click and hold over the move icon to drag and drop the Status Item to where you would like it in your Workflow.

    screenshot of the drag and drop capability to reorder status items

  2. Repeat as needed.

Create Status Item Triggers

Triggers are actions you can assign to a Workflow Status Item that automatically happen when that Status is selected. Let’s add a Trigger to the “Berke Assessment Ordered” status to automatically change the Workflow Status when an assessment is completed.

  1. Hover over the Status Item for “Berke Assessment Ordered.” A green “+” add icon will appear on the right. Select it to open the Trigger options.

    screenshot of the add trigger control on a status item

  2. A window of options will open. Click on the dropdown for “Action” and select “Berke - Create Assessment” from the options shown.
  3. Optionally fill in the “Descriptions” field.
  4. Set the “Required” field to “Required.” Important: Choosing anything besides “Required” here will mean extra steps any time someone selects the “Berke Assessment Ordered” Status.
  5. Click on the dropdown for “Completion Status” and select “Berke Assessment Completed.” This way, when a candidate completes an assessment, this Trigger action will set the Status correctly.
  6. Select the “Add Trigger” button to save your Trigger and close the box.

screenshot of the add trigger popup box

Next, let’s add a Trigger to the “Berke Assessment Completed” status to automatically send a notification to the appropriate parties when an assessment completes.

  1. Hover over the Status Item for “Berke Assessment Completed.” A green “+” add icon will appear on the right. Select it to open the Trigger options.

    screenshot of the add trigger control on a status item

  2. Click on the dropdown for “Action” and select “Email” from the options shown if it is not already selected.
  3. Optionally fill in the “Descriptions” field.
  4. Set the “Required” field to “Required.”
  5. On the right will be a gray column labeled “Tags.” All of the items in the Tags list can be used to create dynamic substitution commands in an email to personalize them more. For example, inserting “Candidate - First Name” Tag at the top of the email body as an intro instead of having to type in a candidate’s name for every email by hand. Type the word “email” into the Tags field to narrow down the list to email address options.
  6. Find the person you would like to receive an email notification for every assessment completed in the Tags list and drag that Tag over to the field labeled “TO (BCC).” For example, if you would like the recruiter responsible for the job order to be the one emailed, drag the Tag called “Job Order - Recruiter Email” over and drop it in the field. It will appear as follows:

    %JOBORDER_RECRUITER_EMAIL%
  7. In the field labeled “Subject” enter a subject line that describes the email being sent. You can use Tags for this. For example, to set the subject line of the email to notify the recipient that a specific candidate has completed the assessment, use the Tags for “Candidate - First Name” and “Candidate - Last Name” to create:

    Berke completed for %CANDIDATE_FIRST_NAME% %CANDIDATE_LAST_NAME%
  8. Put the body of your message in the “Body” field. You can find the three Berke Tags related to scores and reports by typing “Berke” in the Tags filter box. Note: These three Tags are only available if CATS is integrated with Berke. The following example tells the recipient the candidate’s name, Berke score, Berke fit level (high, medium, low), and provides a link to the Berke report:

    %CANDIDATE_FIRST_NAME% %CANDIDATE_LAST_NAME% has completed the Berke Assessment.

    Fit Level: %BERKE_JOB_FIT%
    Score: %BERKE_JOB_FIT_SCORE%
    Report: %BERKE_REPORT_URL%

    Note: The Berke report link does not require a Berke account or CATS account to view the report. Anyone who receives the link can use it to view the report. Access to a single report link does not grant access to all report links. To change this default behavior, login to your Berke account and click Settings > Security, then review the “Disable Anonymous Report Links” option. If you choose to disable the anonymous report links, your users must have a Berke account to read reports.
  9. Select the “Add Trigger” button to save your Trigger and close the box.

screenshot of the add trigger popup box for email confirmation

Review your Workflow

You have now completed all of the steps to send an email notification when a candidate completes the Berke Assessment. Before moving on to testing your setup, please review every step for accuracy.

Testing your Workflow configuration.

  1. Complete all the previous steps above for setting up your configuration.
  2. Choose “Candidates” from the top menu, then select or add a test candidate.

    screenshot of the CATS top menu

  3. Add the selected test candidate to a Job Order Pipeline that is assigned to a Berke Assessment. Note: The system will not warn you if you select a Job Order Pipeline that is not assigned to an Assessment, so verify your choice ahead of time.
  4. Click on the statusfor the candidate’s Job Order.

    screenshot of a candidate's job order status

  5. A display box will open allowing you to update the candidate‘s status. Select “Order Berke Assessment” from the list shown. Select the “Save” button to save your status update and close the box. Note: Do not use the "+ Order Assessment" button on the candidate page in place of clicking on the status.
  6. This will alert the system to order the assessment. The candidate then receives an emailed invitation to start the assessment. You can customize this message and any business logos inside your Berke account as well as many other aspects of your assessment.
  7. When your test candidate completes the assessment, CATS sends the completion notification to the email address set in the Trigger’s “To (BCC):” field. Earlier in this tutorial, we set the “To (BCC):” field to the recruiter’s email address using dynamic Tags like so:

    %JOBORDER_RECRUITER_EMAIL%

    Go to the inbox of the email specified to see the completion notification.
  8. To view the candidate‘s Berke report, click the link next to “Report:” inside the notification email.

    screenshot of an emailed confirmation email

    Note: The Berke report link does not require a Berke account or CATS account to view the report. Anyone who receives the link can use it to view the report. Access to a single report link does not grant access to all report links. To change this default behavior, login to your Berke account and click Settings > Security, then review the “Disable Anonymous Report Links” option. If you choose to disable the anonymous report links, your users must have a Berke account to read reports.
  9. Within your CATS environment, users with a full CATS account can see the Berke results as well on any candidate profile where a candidate has completed a Berke assessment.

    screenshot of a berke score inside a candidate profile

    Note: If you are using the CATS HR edition, hiring manager accounts cannot see assessment results. To provide hiring managers with assessment results, you must send them a completion email with the Berke scores and report link.

Can we help you?

If you need assistance, please contact Berke’s support team for assistance. Berke does not have access to your CATS account, so we cannot perform these steps for you unless you specifically grant our support team temporary access.

To request support, please log in to your Berke account, then select “Help” from the menu on the upper right. A dropdown menu will open, select “Support” to open a form where you can send our support team a direct message.

screenshot of the Berke support contact popup

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