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Workflow Automation - Automatically close jobs when vacancies are filled

This article will guide you on connecting the apps used in this automation and provide an overview of each step involved in the recipe.

Written by Likhitha Satya Maansi Rudra

Close jobs automatically when the available vacancies are filled!

This automation reduces job listing clutter and ensures data accuracy by automatically closing filled job vacancies, reducing administrative overhead.

Apps that are required to be connected for the recipe

1. Recruit CRM

🔗 How to connect your Recruit CRM app in Workflow Automation

1. Navigate to Admin Settings >>> Workflow Automation & Integrations.

2. Click on the Connections tab under the 'Workflows' section and click on the 'Create' button >>> 'Connection'.

3. Use the search bar to search for the Recruit CRM app and connect it by selecting it and entering the API key.

Screen Recording 2025-05-04 at 6.48.38 PM.mov [video-to-gif output image]

Once the app is successfully connected, you will see a message titled 'Connection Established'.

When the required app is connected, you can select the connected account inside the related steps of the recipe.

📋 Overview of each step in the Recipe

1. Trigger: New Candidate Hiring Stage Updated in Recruit CRM

This is the starting point of the automation. It gets triggered whenever a new candidate hiring stage is updated in Recruit CRM.

2. Actions:

  • Monitor step:

    It helps in monitoring the following actions for errors. This makes the automation more reliable.

  • IF Condition:

    Checks whether the updated hiring stage ('Label Datapill') is exactly 'Placed' and

    If yes, it continues to the next step, which is getting all candidates in the 'Placed' stage for that job. If it matches the number of vacancies, the job will be marked as 'Closed'.

  • If no, then no further action is taken.

  • Error Handler:

    If something fails within the Monitor block, then this step is triggered. The Retry Logic ensures that if the errors match those specified (429, 500–504), it retries the monitored actions up to 3 times. If the error continues after 3 retries, or if the error doesn’t match the handled types, the automation stops.

Hope this helps! 😊

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