thanks everybody for joining us I appreciate be in here what fast track fast track is the internal system that we use for a recruitment right we actually use it internally as the applicant tracking system fast track is the version of it that we sell in the store but it's basically the exact same thing a couple minor differences between what's in the store and what we use internally but for the most part it functions the same way so basically whenever were you know we're looking to hire something new and basically anybody that's been hired within the last six or seven months would have gone through this process and prior to that we had a different different application that handled this fast track has basically I'll say four levels of different tickets we start the top with job descriptions and that's exactly what it is or it's just a description of the position that we are potentially hiring for so lots of us are TCS or architects whatever brew pcs that's just essentially the job title and some description around it pretty standard stuff you're right title short description description whether or not the records active responsibilities these qualifications others is basically optional other than a description of the title and so forth we can also enter a specific job code so this doesn't really used internally but for customer that might use this maybe there's a specific job code the thing that you associate with this job title and we put that in here yes the job requisition without the two and a second needs to be approved by anybody specifically we can identify which group working on the lat for this job description we identify the rate range for the position and down at the bottom of this is really kind of what makes the system special so fast tracking is essentially built to be completely configured by non-technical people using the system right that have the opportunity to basically configure these things how they see fit and what I mean by that is they can dynamically generate tasks and interviews and approvals within the system and that's what these fast-track activities are down here so they can basically specify for this particular job description you know I want these particular activities like any service now lists I can go ahead and edit that we can put this sample interview in here are simple approval whatever and they can basically rearrange where those things are going to go you'll notice that all these things have in application stage job application stage as well as an order so things that are in the same stage will fire either in series or in parallel within that stage so anything that it has the same order number within the same stage will fire in parallel anything that's ordered one right after another will will happen in serially and so I'm gonna go ahead and we're just going to switch real quick that's really the meat of this thing right this is a very adaptable system without a lot of technical knowledge obviously there's quite a lot of work that went in and making it this way but once it's up and running it's very easy for non-technical person to go ahead and reconfigure a given job description job req even a specific job application as they see fit all right so let's I'm just gonna jump over the activities real quick right so these are the reasons of building blocks of this thing we'll take a look at this sample tasks that we have so as a this is pretty straightforward right but as a recruiter or an HR person I can come in here I can define one of these things that's height off what type of activity is it right so we already talked about tasks in interviews approvals we can also execute sub flows which we'll get into in a second they can specify at which portion of the job application this particular task is going to fire like we saw before the order in which it's going to fire whether or not we want to default this on new job description this one's checked so if we come back over here and we'll just create a new one called caddy and we'll go ahead and just save this will happen as at the bottom anything that was marked as a default is going to get copied in here automatically well like I was showing you before we can go ahead and customize it even further if we want it to switch back over to the activity for a second but basically we can customize that even further right so we have this conditions builder right here it's always based on the job application right they can't change that but they can say within a particular job application I only want this task to fire let's say if the offered rate is greater than play a hundred thousand dollars right so you can really customize these things so even though this might be included in a specific job description it's only going to fire if we end up offering that that stick or our job applicant over a hundred thousand dollars and again it's real easy for them to customize these things and so it's not only I can see some of that yeah well obviously we can't show you all of it because there's some sensitive information but we have certain tasks that only fire you know if it's contractor or in other special conditions that's basically out right these are these are the basic Lego bricks that make the whole thing work these configurable bricks that they can they can utilize so I was mentioning overall here is it internally we use yes system it's basically the same thing but it's just my rebranded and over here they have a much longer name but you can see we have a whole lot of different types of activities that are happening right most of them are different interview types depending on the position that we're hiring for right so we have different interviews for different positions okay so let's go back a job description and underneath this you can see we have one requisition so the levels again our Job Description being a top level job requisition so we need a specific technical consultant whatever the position is so we open up a requisition it's about doing they're here so at this level this is where we're specifying okay who's the recruiter assigned there this thing who's the higher-income we use the hiring manager we have some options here whether or not we want to close this requisition when we hire somebody so we have internally we have two different types of requisitions right we have requisitions thickness that they're simply indefinitely and then we hire we have requisitions where we're just hiring a specific role once so for those ones you know we would specify cause the requisition on hire we also have the option to basically now all the candidates that weren't hired in mass when this thing gets closed out just like the nice so now when we save that the same activities that we specified at the job description olive oil or you automatically populate it down here and again we can edit these right so just because we needed these assist of a task for a given job description we don't necessarily need them for this stick or a requisition or maybe we need an extra one so we can customize it as level as well as far as a service now is concerned these are just asked or if it's it's no task nothing really special going on here one thing that I will mention and this is true for all the tasks is that fast track is we don't expose the state field with oh this was actually idea the Travis came up with so we have this thing called stage and basically it's doing the same thing and what it does in the background is actually setting the state independently so they can come up with a whole list of different stages but they want but it doesn't actually change the state field at all in the background show you the stages here so I was mentioning basically we have a B for every level that's a task within this application right so we have fast-track tasks we have interviews we have the job application and we have a job or requisition the job description on the other hand it is not actually a task it is just this on table but in here we can specify you know different stages that we want displayed within the individual you know job rec in this case or the job app wherever the case may be the other thing that is kind of cool is these are dynamic right so you can see the Chevron's at the top right we're all familiar with those mainly from probably change or demand we're utilizing them here too but what will happen is let's just select requisition just I can let's go ahead and add a new stage for requisitions almost like this - you might have there and that's going to be here we're going to specify which state it is so we'll say that's closed and complete not the default but we can if we want to we can set it one of these stages of the initial one and we can set one of them as the default post stage we're going to submit that is the chevrons automatically adjust right so we've added that you know obviously normally that's a manual step that we have to take automative that end of the process so if a customer decides to add stages or remove stages whatever the case may be the chevrons will automatically adjust accordingly so from the requisition will open Apple an application in Java application right so this is an individual person actually applying for a role from here we actually need to select a specific applicant so go ahead and just choose now you find glass and we'll select David pumpkin that a centered in here and that so again this is just a sour service now is concerned this is just a standard task nothing special going on or using the stages at the top again and those are better just a minute ago there's a dynamic felt of just as as needed will come down to the bottom so here is where these actual activities come into play right so we're on a specific job application and these things will happen automatically as we get to this stage of the job application right so our first one is actually going to be the sample task that's in the applied State we came in here right we're in the applied stage we've got list one task and it went ahead and created automatically we could have changed that right so sample task if we didn't want that we could have theoretically edited it but in reality we can only edit it if it's not in the applied stage because this is the very first stage we don't have enough time to actually modify this thing any of the further once we code us again this is pretty pretty straightforward right it's just a task to do something so most of the tests that we have are going to be during the onboarding State as far as the tasks that we need to do when somebody new starts ok Alex there we go we've got two tasks one of these is already done it was the offer letter task and that that happened during the sour negotiation stage and this is where we actually generate the Oscar that goes out great so these books this one's blank but what happens is when these tasks are generated depending on conditions we generate these dynamic PDFs right so in this case it we need an offer letter but we can literally generate anything that we need to the one area that I haven't talked about so far up until that point was the PDF forms under fast track so again we can dynamically generate these things depending on conditions right they're going to be dependent on the on the task and from there we can not walk operate so in this case this particular task is owned or this particular PDS only getting it generated if the activity takes the sample off water from the fast track task perspective right but then we can get anything from the job application or the job applicant and you can see down here at the bottom as you're familiar with the notifications the email notifications you work these work exactly the same way right so we can specify okay here's the applicant Ning here's their address here's the current date so just like the notifications you can do script right so this is just formatting the date mods you know your add a year we can pull in the salary information the job description title all that good stuff we can we format it you know using the typical HTML formatting that you need so that's not entirely new so we've used something similar to that for a long time you can previous the 80s but it's very flexible now right so previously it would be difficult for us to change which PDFs were generated when we can now just essentially conditionally build them again we'll just take a look at the scripts these are just normal server-side scripts right you can do pretty much anything you need to do right inside here it's called script include data from other tables whatever you need to do and this one's pretty straightforward it's just formatting that they I was gonna have so right now you can export these as PDF is there any plan in future is there any capability now to export as HTML so you can put out on a on company website that's a good good question David no no plans at the moment but that's a good idea so one of the things this thing does not have and something I'd like to have added and this is kind of out of my realm but is essentially a portal for the applicant oriented service portal for the applicant where we can present them their own list of tasks and maybe like you said you know maybe the PDF an HTML of the offer letter right there something like that yeah that'd be nice if a website led to a public portal where folks could apply for jobs that way yeah so internally this does post to our website now for those of you that don't know we were using ServiceNow it's self co-star public web site that's recently changed so we're now are using the Wix site but in either case when the job application excuse me when the requisitions reaches Pacific point they do get posted out to that web site and the person can apply it's not very dynamic rate it's just a simple form that they're calling out and that's coming back into the system and what it does is it'll create an application record for an applicant record rather so the applicant really just represents the person right this record never changes sort of what I should say is that we only have one of these per person right but this applicant can been went to as many different job requisitions as need be so that's a pretty major change from the way this used to work prior to the fast track system essentially the old record was kind of an all-encompassing record it was the requisition it was the applicant it was the job application all rolled into one went a will now split apart to make that a little more easy handle a little more dynamic pretty basic information here on the applicant that way it's just it's just like a gives you records and service now obviously there's some custom stuff that we're doing any hair you know what's the current salary if we can ask whether or not they have a clearance they're willing to relocate once this once we hire somebody on we'll tie this to a user record in the system so part of the process internally I was mentioning earlier this I can show cuz it's no big deal part of the process internally is to create that user record and the way that happens is we have a an activity that essentially triggers a subfloor so the whole process behind the thing that I'll show you in a second he is actually running and floor designer the old process ran and the workflow engine in fictional Oracle engine we when when we retooled this built the platform again from the ground up we decided to use for designer because that was basically that comment that service not directly made hey is there something you guys can do in full designer and so we did where's the whole process that activates was dynamic cast and so forth he's built in for designer yeah so speaking of sub flows I was mentioning a user account so that happens first up well so one of the activity types that we can do as far as a dynamic engine is just executing another flow so in this case we have this flow called create user account and it handles the whole bits behind that we don't have to muddy the waters as a normal flow with it so you can literally do anything else that you need to right so I can't do this well create a flow for it and then you can do that and that could be something simple like just setting some field values or could be something much more complicated where we're adding a bunch of new tasks as part of kind of a group that for whatever reason we couldn't handle during the using the normal method basically if you can't do it within the existing framework you can create another flow to do what you need to do all right so that's kind of a good segue into showing you behind the scenes in there a design flow is concerned so there's one named workflow that's this one here this java application task flow we have a couple of other ones i showed you the one internally that we didn't creating users but we have some for task closure and in agriculture these are just specific things that we need to trigger when those things happen but this one is kind of the juicy one because there's a lot going on inside over this you might to make all that work in the front end there's a lot of checks in here basically when we come into a stage we don't get an every single detail disco we come into a particular stage during the workflow we're checking okay do we have any activities that we need to fire in a particular in this particular stage in this particular order then we're checking okay what type of thing is it right as if that task is an interview as an approval at this is a subfloor we're updating and again some of this really gets into the nuts and bolts of how this work so I won't talk about everything but essentially we're updating you know a different order number within the application that we're actually currently in so we have to keep track of that obviously so actually this won't even be visible on here but you can see some of it yeah it's hidden mostly the details that actually make this work but there's another table essentially that keeps track of all the things that should happen and this is handling the actual triggering of those events and writing back to that table as well so some of the things that are really custom for this we have some custom activity type one just to get retrieve a system property so believe it or not at least as far as New York roads concern was which was built that didn't exist there's no activity to get a system property for whatever reason so creating one anything that's handling the staging is obviously is obviously custom so we're just you know in this case we're getting what's the next stage that we need to fire and we're checking to see it's the last stage a lot of this is a lebackes floor designer but there's a few things check conditions this one that I just showed you the launch flow these are all custom activities within flow designer itself so if we take a look at this one right we're inputting the property name and out of that we're just doing an estimate and it's looking at whatever that step outputted in this case it was just a true value or we're checking for true right did this output true if it did then we're gonna go ahead and move on hey Aaron is there a way with flow designer to in the task see where the workflow is like like you could with the old workflow so when it's actually executing right right so yeah you can look at executions right but it's not the same it's not the I mean you don't think you're right yeah okay there was something I don't know every while working this yeah I know where it is yeah yeah it's not quite as clean but I mean like here you can see that we're at this particular step right and it's wait for condition one we're waiting on that there maybe you're right it's not going to claim that that action number because they are numbered right so you could potentially find that action number you're saying this jerd yeah maybe I haven't actually looked yeah mmm did you have a specific use case in mind David that doesn't come up no I recently built something similar but just with workflow not with flow designer and it's just for a catalog item so it's a it's a dynamic activity type thing and that's one of the problems that I ran into I didn't use designer was because of it didn't have the old chill work flow you know Kian Nouri so I was wondering if there was anything you did to adapt for that like a list of activities or anything to show where which activity it's all I was just curious um I mean that you can kind of just tell in the platform itself you can see what step is is currently open but no not as far as like slow designer itself is concerned I know you can similar to show workflow I believe there's a UI action that allows you to jump to the execution it's one but I mean if you don't care for the way that looks in the first place and might not be worth it yeah not to say I don't like it it's just stuff might have to get used to it yeah but in general I do my explore designer I think it's very very user friendly you know for people that are non-technical it's a lot build these types of clothes than it was to build for designers I like her workflow and workflow in general yes and I like the workflow engine plenty I think this is going on me quite a bit yes all right um yeah no problem any time I think if there's anything else that I wanted cause yeah I don't think so I mean you guys couldn't get the idea right so the basic premise behind the thing is it's checking the various tables and the conditions behind those activities to see when we should fire a record if we should fire a record and then keep on processing so this whole thing makes it really really adaptable for non-technical people because they never need to change this flow they're just adding those activities that we first talked about yeah I mean the idea here is rate this tuple right internally we use this specifically for the recruiting and it works well because it's very flexible for them yet a part of that I kind of want to highlight really is just the flexibility itself wait just because we're using these things for an applicant tracking system doesn't mean that we could turn around and with some adaptation obviously basically duplicate this for any other process that we wanted to see right so this could be completely generic we'd have to set up some kind of table structure and make it work but the idea would be the same right you can have your list of dynamic activities the conditions behind those whatever you want to do and then fire you know set up a system for users to fire basically unions such a task that they so desired and they're able to configure them right that's really kind of the beauty of this application is or the core behind the application is really the adaptability behind it this is not necessarily limited to just job applications and job the job applicant process rate you can put panels at that minor adaptation we could turn around and use this for basically anything whatever we wanted to as long as you know straightforward tasks based process right there was one other piece that I haven't shown you with in the interviews that I just wanted to quickly highlight if yeah I might not actually have any oh we did good so within when interviews are created one of the activity pieces here is basically we specify which interviewers are going to be part of this so that you know can be our cook and the group whatever we so choose when the actual interview gets created then those people get assigned to it automatically obviously and then they get a survey to actually take and for us what we're doing and see if we can actually see this yeah so this was a sample one that was created they'll get a survey about the applicant right so when they're going through the interview process they can fill out all the details about how they felt this person did with their experience levels like again in comments and these are just standard surveys within the tool right so if we resell the sterile coin they can you know add any surveys that they want and those can be dynamic again based on you know for a specific type of job that we're hiring for whatever the case might be we can we can customize those pretty heavily right that's not not specific to just ironing so I'll just show you a few of the ones that are in our system you can see in Drina and Haley and Shane actually set it up for him set up a bunch of different interview types depending on the position questions but basically what happens is now they fill out their survey and all the survey results end up back in the interview so as they fill them out all the comments are automatically added to this task which then the recruiter can go in and see without happened to dive into individual survey and that's really about it I think I've covered all the major bases within the application workflow but I'm happy to answer any other questions I can you guys you know ever want to check out anything more in depth I'm more than happy to individually [Music] you [Music]