Staffing industry has been empowered thanks to the rise of numerous job platforms, which allows recruitment agencies to reach a much larger pool of talents than before. They can publish job openings in several job boards, and thus, job seekers can access multiple sites to find open positions and send out their applications. Consequently, recruiters may struggle to manage candidate data effectively. Resumes, cover letters, and applicants’ data may be stored in different portals, in different formats, making it difficult to keep track of candidate information and progress through the hiring process.

To gather data and better manage applications and candidates, many professional service and staffing companies use Salesforce platform as the chosen recruitment CRM system and as the ‘single source of truth’. The Salesforce CRM with an Application Tracking System (ATS) integrated can centralize data from various job portals and sources, and creates a frictionless environment for recruiters to do their jobs.

This blog post (including a demo video) shows how CV generation – one of the common routine tasks in a recruitment process – is automated inside Salesforce.

So, what could be a typical process for Salesforce-using recruitment agents?

Once job applications are submitted to job boards, Salesforce-integrated ATSs like the ones by Bullhorn Connexys or Mployee can collect and parse submitted CVs/resumes and applicants’ data into Salesforce. It then creates and populates candidate records in Salesforce and keeps application status updated. After rounds of scanning, interviews and possibly tests as per recruitment process, recruiters forward CVs of suitable candidates to their clients who are finding talents.

This is a basic scenario. In other cases, recruitment agents may just send a shortlist of a few promising candidates they have chosen to proceed with, so the shortlist is to be filled with more than one candidate’s data.

Whatever the scenario, the critical is: how can a recruitment agent compile candidate’s data into their client’s brand CV template in Salesforce? We hope it would not be the traditional copy-paste and manual formatting job in Microsoft Word Office. A document generation solution can provide an answer. It can query candidates’ data from the ATS-powered CRM and produce branded CVs, following pre-set criteria and logic that are tailored to match the process requirements.

Documill Dynamo is such a solution available in the AppExchange store. It is customizable to serve different business requirements, be it to generate a CV for a specific applicant or a list of a few promising candidates, on stylish CV templates. Recruiters can have all the flexibility to select among brands’ layouts.

How to generate a customized CV with Documill Dynamo?

How does Documill Dynamo work in practice?

Company A is a staffing firm who helps its clients from all over Europe find the right talents. Hanna is one of the company’s hardworking recruiters. Her typical work routine is that after an internal interview round for a position, she proceeds with a few potential candidates.

Having Documill Dynamo set up in the company’s Salesforce environment, Hanna now can conveniently generate a branded CV for each candidate and save the created file to the respective record. In addition to a PDF output, Documill Dynamo allows output files in Office 365 formats (Word, Excel, PowerPoint) as well.

From the recruiter’s point of view, she will walk through these following steps:

1. Triggering CV generation with Documill Dynamo button: she starts by clicking a custom button in Salesforce which starts a specific workflow – in this case, for CV generation.
2. Template and content setting: A user input screen opens, in which Hanna can choose the template (CV design) and the data fields to show on the CV. She can select how the details are presented, like if the full name of the candidate is displayed or only the initials, depending on whether the CV should be anonymous or not. There is also a text box to add comments or notes.
3. Editing: When reviewing the document, Hanna can edit certain parts of it if necessary. The editable sections (yellow) have been defined when the workflow was being built by a person with the editing rights, like the company’s Salesforce Admin or CRM manager. The editing step can also be omitted if no editing is permitted.
4. Attaching documents: on the next screen, Hanna can decide if she wants to attach other PDF documents related to the candidate such as original CV and cover letter submitted via job portals. The final output will be a PDF file consisting of the branded CV merged with the added documents.
5. Preview: Before saving or sharing the generated PDF to other stakeholders, Hanna can review the output file and go back to previous steps to make changes as she wishes. When she is satisfied with the final PDF file, she can save it to the candidate record and send it to the client.
6. E-mail sending: in the email sending screen, she can either type in her own e-mail content or use pre-made e-mail template. The output file is readily included as an attachment.

01. Documill Dynamo custom button
02. CV setting
03. Editing screen
04. Adding attachments
05. Previewing output file
06. E-mail sending

Demo video

You can view the steps above in this short demo video:

Conclusion

In general, when talking about document generation for Salesforce orgs, one tends to think about sales-related documents like contracts and quotes. Yet, it is interesting to know that one of our biggest doc-generators operates in the staffing industry. They produce circa 26 000 documents per month using Documill Dynamo.

With Documill Dynamo, staffing companies are spared from a huge amount of tedious ‘copy-paste’ work, manual formatting and related errors. Their recruitment agents can also be sure that the produced documents come out as consistent, precise and in compliance with their clients’ requirements. A document automation solution like this is a part of a digital transformation that will empower not only staffing and HR sectors but also other businesses to reach their goals faster, so they can focus on more value-adding activities and build strong relationships with stakeholders.

Want to know which is the best or most suitable ATS for your organization? Another informative blog by Documill has discussed it to help understanding different ATSs.