Applications in Access Recruit progress through a defined selection process workflow. This workflow controls how an application moves between stages, ensuring recruitment activity follows a clear and consistent structure from application to outcome.
Understanding application workflows
A selection process workflow is made up of:
Stages – the main phases of the recruitment process
States – steps within each stage
Transitions – actions used to move an application between states and stages
Each stage can contain multiple states, and each state can include several transitions depending on the actions required.
Viewing stages and states
When viewing an application:
The top bar displays the total number of stages in the workflow
The current stage is highlighted
The states within the current stage are shown below
Each state is colour‑coded to indicate status and required action:
Grey – past
White – future
Blue – current
Red – overdue
States may also display who needs to take action:
Green A – recruiter
Blue A – candidate
Orange A – approver
Yellow A – hiring manager
Black A – system
Using transitions to move applications
Transitions appear below the current state and are used to progress the application.
From the position screen
Locate the application.
Click Action.
Select a transition from the list.
From the application screen
Available transitions appear directly below the stages and states section.
Select a transition to progress the application.
Progressing an application
Each state must have at least one transition available to allow progression.
Transitions can include:
Moving to the next state or stage
Regressing to a previous state or stage
Arranging interview appointments
Sending email communications
Rejecting applications
Generating offers
Transferring candidates to SelectHR
📌 Note: If no transition is available to move the application forward, the workflow may be configured incorrectly. Contact support to review the setup.
Managing workflows (Super user only)
Workflows are configured during implementation and can be updated if changes are required.
Click Config, then click Workflow Designer.
Click Edit next to the required workflow.
Click Edit workflow.
Make the required changes, then click Save workflow.
📌 Note: Changes apply only to applications submitted after the update. Existing applications remain on the original workflow.