Workflows & Automation
Workflows is where you set up the rules that run your hiring process automatically — custom pipeline stages, trigger-based automation, and scheduled AI agents. Find it at Settings → Workflows.
What Workflows Covers
Workflows lives in Settings → Workflows and is organized into three tabs:
- Pipeline Stages — customize the stages candidates move through (default is Qualified → Progressed → Final).
- Automation Rules — define "when X happens, do Y" rules that fire automatically.
- AI Agents — schedule recurring AI-powered candidate searches.
Custom Pipeline Stages
Most teams are well served by Stori's default three-stage pipeline. But for high-volume roles or specialized processes, you may want to add a phone-screen stage between Qualified and Progressed, or split Final into "Offer Pending" and "Offer Extended."
The Pipeline Stages tab lets you add, rename, reorder, and disable stages. Existing candidates stay where they are — adding a new stage doesn't reshuffle anyone.
Building an Automation Rule
Rules pair a trigger with an action. The trigger is the event that fires the rule; the action is what Stori does in response.
Available triggers:
- Stage change — fires when a candidate moves into a specific stage.
- Days in stage — fires when a candidate has been in a stage for X days.
- Interview completed — fires when a candidate finishes their Stori interview.
- New application — fires when a candidate applies through your careers page or job board.
Available actions:
- Send email — using a saved template.
- Move stage — advance the candidate to a target stage.
- Notify user — alert a team member.
- Enroll in sequence — add the candidate to an email sequence.
A useful first rule: when a candidate's interview is completed and their score is over 80, move them to Progressed and notify the hiring manager. That removes one of the most common manual handoffs from your day.
Managing Rules
Each rule has a name, optional description, on/off toggle, and shows recent activity (how many times it has fired in the last 7 days). Toggle a rule off to pause it without deleting; toggle on to resume.
Rules fire in the order they're listed. If two rules have the same trigger, both run; you control execution order by reordering them.
AI Agents
AI Agents are scheduled candidate searches. Set up an agent once with the search criteria — job title, location, experience, skills, custom prompt — and it re-runs on schedule, surfacing new candidates matching your criteria into your sourcing queue.
Each agent has:
- A name and target job.
- Search criteria (the same fields as the manual sourcing search).
- A schedule (daily, weekly).
- An on/off toggle.
Agents spend your monthly Sourcing contacts when they unlock people on your behalf. Set a per-run cap so they don't burn through your monthly allocation in a single search.