7.1 Automation

Verify mapping in ATS settings

By default, the automation object in Jobrock is linked to the "Task" object in Salesforce, which is usually correct out of the box. However, it's crucial to verify and save the settings appropriately to avoid any mishaps.

To get started with the Salesforce Automation object mapping, follow the steps below:

Step 1: Go to the Automation object settings in Jobrock

Navigate to Admin -> Integrations -> ATS -> Automation

Step 2: Validate correct object mapping

Click on the automation object to validate that the object in Jobrock is linked to the Task object in Salesforce.

Step 3: Validate required fields & sync direction

Validate that all the required fields are mapped and no errors are displayed for any of the fields. Every field should have the Push & Pull sync direction enabled too.

Generally, this is correct out of the box as well.

Step 4: Save the validated configuration

Once you've validated all the object mapping settings, hit "Save" at the top right corner of your screen.

Configure the automation widget on a Salesforce page (Contact & Contact in workflow)

The automation widget should be configured on both the Contact and Contact in workflow page in Salesforce. The technical configuration in Salesforce is almost the same for both pages.

Follow the steps below to configure the automation widget:

Step1: Go to a Contact (in workflow) page in Salesforce

Click on the gear icon and hit "Edit Page"

Step 2: Drag the "Accordion" component onto the page

Drag the component somewhere on the Contact page and remove the "Details" section, so there's only one section left in the Accordion.

Step 3: Rename the section title to Automation

Click on "Related" and select "Custom" from the Section Label dropdown. Then, enter "Automation" as the new Custom Label name. Hit "Done".

Step 4: Configure the correct automation component

Enter "Automation" in the components search bar and drag the correct automation component in the 'Automation' section in the Accordion you have created in the previous step.

Step 5: Save changes

To display the configured automation widget on the page, hit "Save" in the top right corner

How to configure multi-brand in the JR Automation SF widget

Step 4: Save the changes

Save the configuration by clicking "Save" at the top right corner.

Validation and verification

To verify that the automation configuration has been done successfully, walk through the following steps.

Configure automation in Jobrock Hub

Configure an automation in the Hub of a test vacancy and create a test lead to trigger the automation. To do this, follow these steps:

Step 1: Go to Hub

Go to the Hub of a test vacancy and click "Set up" in the automation widget that will fire on the status "New" in the workflow.

Step 2: Create a test lead

Next, trigger the automation by submitting a test lead on a Canvas page within the test Hub.

Final validation & verification

To ensure that the automation object is synchronized and configured correctly between Salesforce and Jobrock, the following steps can be taken.

Step 3: Check automation logs in Jobrock

To verify if Jobrock has triggered the automation invitation correctly, head over to the Salesforce dashboard and click on "Logs" in the Automation widget.

Then, select "Request Logs" and make sure the dropdown says Automation.

Finally, click on "Send Automation Request " in the Stack Trace column to validate the timeline details. In this log, you need to check whether the automation has been synced successfully to Salesforce and, if applicable, if any fields have been updated correctly, for example.

Step 4: Validate the Salesforce timeline

The automation should be triggered based on the status or status change in the workflow. To confirm this, go to the Contact in the workflow page of your test record and verify that the automation is marked with the status "Sent" in the automation widget.

Also, validate if a task is created correctly on the activity timeline. If you click on the task, it should display that the Status of the task is "Not Started", because you only triggered the automation on your test lead at this point, nothing was started yet.

Click on the task in the activity timeline to view the details of the automation you just triggered.

Step 5: Walk through the automation questions

Next, open the automation invitation that you've triggered for yourself and walk through the automation flow to generate some dummy answers.

When you open and start the automation, the "Automation Status" and "Status" should change to "In Progress" and "Started" respectively. Refresh the task window from the previous step to view these changes.

Once you've walked through some of the automation questions, the task details will be updated with "Attempted" and "Completed", refer to below:

Step 6: Verify automation answers & fields in SF

Finally, ensure that the automation has been accurately recorded in the Automation widget and that the answers of the automation are created in the task object and visible in the activity timeline.

Once you've walked through some of the automation questions, the task details will be updated with "Attempted" and "Completed", refer to below:

By clicking on the 'result' deep link in the automation widget, the automation results should be displayed correctly.

You can review the answers of the automation on the redirect URL.

Step 7: Verify automation answers & fields in the JR automation log screen

Go back to the automation request log via: https://hub.jobrock.com/loggingRequest?objectType=Automation

Click on "Request Logs" and then click on "Send Automation Request " in the Stack Trace column to validate the timeline details.

To review the Object Details, simply click on "copy to clipboard" and examine the logged data. The log should include the relevant information, including the status and a link to the result page. An example of the logged data is provided below for reference.

Finally, double-check the result page and validate if all questions and answers are synched to Salesforce correctly.