Configure Search and Match workflow integration

Once the automatic indexation process is configured, the next step is to configure workflows so that Recruiters working in Salesforce can use the Textkernel’s indexed Search and Match data to quickly find the relevant Candidates/Vacancies, and then trigger relevant inside Salesforce.

Your particular workflows will be custom to the way you work in Salesforce, but Textkernel provides several generic integration mechanisms to enable you to quickly build integrated workflows.

There are two different matching workflows available:

• Automatch components: inside the Textkernel Connector managed package, we include some automatic-matching widgets that present top match results inside Salesforce. The automatch components are optimized to allow recruters to take quick action on the matches.

• Unlocked sample components: we also provide some example workflow components in an unlocked package. You can re-use these components as-is, or you can copy them and customize them if you want different functionality. The unlocked components always redirect the users to the full Search UI, where they can investigate the match results and tune them.

Note: in order to customize the example Lightning Web Component elements in the Unlocked Package, it requires a developer who can write APEX and JavaScript code.

You may prefer one workflow approach over the other. Or you might configure both workflows

Auto Match components

User interaction

Auto Match Candidates

Scenario: Recruiters see this component whenever they open the Vacancy. They can click on the configurable action button "Add to List" to trigger a Platform Event with the selected Candidates. (All are selected by default). Alternatively, they can Click on View all in Textkernel to see the entire match results, adjust the match query, and/or trigger other workflow actions that are available in the Textkernel Search environment.

Two automatic matching components are included in the managed package: 1. Textkernel Auto Match Candidates: component for the Vacancy page that shows the top N matching Salesforce Candidates for the Vacancy 2. Textkernel Auto Match Vacancies: component for the Candidate page that shows the top N matching Salesforce Vacancies for the Candidate

Both Auto Match components support a configurable Action button. This Action is configured for the most common workflow a Recruiter wants to use to apply the match results. Once configured, the user can select the desired matching records and click the Action button. The Action button generate a Salesforce Platform Event for the Group Action. (See the section below discussing group record workflow actions. The Auto Match widgets generate the same type of Platform Event structure).

Auto Match Vacancies

Scenario: Recruiters see this component whenever they open the Vacancy. They can click on the configurable action button "Add to List" to trigger a Platform Event with the selected Candidates. (All are selected by default). Alternatively, they can Click on View all in Textkernel to see the entire match results, adjust the match query, and/or trigger other workflow actions that are available in the Textkernel Search environment.

Configuring the auto match components

Configuring both Auto Match components for Search access

Both Auto Match components query the Textkernel Search environment in the background, and this is the first thing to configure.

Go to Salesforce Setup --> Textkernel App --> Textkernel Search and Match Setup --> UI Component Settings

1. Under Search endpoint, enter the value that Textkernel support provided for your environment.

2. Under Job search environment enter the values that Textkernel support provided for your environment.

3. Under Candidate search environment enter the values that Textkernel support provided for your environment.

4. Be sure to Save all these changes.

Now the Auto Match components can query the Textkernel Search environment.

Textkernel Auto Match Candidates component

(This procedure assumes you have a Lightning Record page for the Vacancy Page)

1. Select a specific Vacancy Record
2. Go to Setup -> Edit Page, to open the Lightning App Builder for your Vacancy Record Page
3. Drag the Custom-Managed Component Textkernel Auto Match Candidates onto the desired page location

4. Select the component, so that you see the configuration choices on the right-hand side:

   • Visible Fields: type in a comma-separated list of API field names from your Candidate Object. The first field is special and should be the record name, since it will be the header for each match result. The intent is to include the most critical data, so that the match results can be quickly read by the recruiter

   • Number of Results: pick an integer to configure the limit on how match results you want to display on the page. (You can show up to 20 results)

   • Action Button Label: this is the text label which will appear on the Action button

   • Action Button API Name: this is the Action Name that will be used for the Platform Events generated when the Recruiter presses the action button. Setting this enables you to see that the Platform Event was triggered by this component

   • Click Save to save your changes.
   • Return to your Vacancy record and now users with access to the component will see the match results whenever they view a Vacancy.

Textkernel Auto Match Vacancies component

The procedure to configure this component is analogous to the other widget. This component should be to the Candidate page. The component is added to the page using the Edit Page process, and the fields are similar, except the visible field list includes field names from the Vacancy object instead of the Candidate object.

Configuring the Unlocked Sample Component package

Install Unlocked Package

Install the unlocked package and enter the password (see package descriptions). This package should be installed for all users.

You should also assign users access to the included permission set: Textkernel - Unlocked Components Access.

Trigger Textkernel Match (from Salesforce Candidate/Vacancy)

Scenario: Recruiter inside Salesforce, viewing a Vacancy record, can click a button, which redirects the user to TK Portal and loads match results displaying the Candidates which are the best match for that Vacancy. The reverse match is also supported (trigger Vacancy match starting from the Candidate record in Salesforce.

Configuration: Add a Quick Action to the Vacancy (or Candidate) Layout inside Salesforce.

The package includes 2 Lightning components which you can reference in your page layouts:

• searchCandidates: call this from your main Vacancy page layout to find Candidates matching the Salesforce Vacancy record
• searchJobs: call this from your main Candidate page layout to find Jobs matching the Salesforce Candidate record

Each of these 2 Lightning components constructs a redirect URL to send the Salesforce Recruiter user to TK portal, and adds the Salesforce Candidate/Vacancy record ID as a parameter to pass the Salesforce context into Textkernel so that the user sees appropriate matching search results.

Go to SFDC Setup → Object Manager → Candidate/Vacancy → Buttons, Links and Actions → New Action

Select the following settings:

• Action Type: Lightning Component
• Lightning Component: select either searchCandidates or searchJobs
• Label: pick an appropriate label for the action button
• Name: pick an appropriate API name for the action

Now add the quick action button to your Candidate/Vacancy page layout.

1. Add created quick actions to Layouts:
2. Go back to Candidate/Vacancy Object → Page Layouts section → select your Layout
3. From Mobile & Lightning Actions drag the new quick action and drop it to Salesforce Mobile and Lightning Experience Actions section where you want to display it
4. Save the layout.

Workflow integration to use Textkernel Portal match results inside Salesforce

When Recruiters are working in TK Portal, they usually want to take a list of interesting Candidates/Vacancies, and take useful workflow actions in Salesforce. They might have started directly in TK Portal, been directed there by opening an email alert, or been redirected there by one of the match components.

This next section describes how to configure these workflows.

Single record workflow actions (from TK search results)

Scenario: user selects a single record in the Textkernel search/match query results, and clicks on a button inside TK Portal to complete the workflow for that record in Salesforce. Supported workflows are listed below. These actions are both implemented as a redirect which opens a new browser tab displaying the appropriate page to the Recruiter.

• Open Vacancy record detail page inside Salesforce
• Open Candidate record detail page inside Salesforce

These buttons work without additional configuration needed in Salesforce.

Group record workflow actions (from TK search results)

Scenario: user selects a group of records in the Textkernel search query results, and triggers an action against the set of selected Salesforce records. The workflow is completed when the Salesforce org handles the request which passes the relevant data to Salesforce, and then some workflow action is taken against the group of records. This offers a generic interface to offer workflows for a set of IDs, such as adding a list of Candidates to an email automation workflow, or change a data-field on a set of candidate records inside Salesforce).

For Group records, the package generates a Salesforce Platform Event, called Textkernel Portal Action which includes the following data:

• Action name (name of the action triggered inside TK Portal, to indicate what to do with the list)
• Selected records (comma separated list of record ids saved in long text field on platform event)
• Object API Name of selected records
• Parent record (Vacancy Id or Candidate Id which initiated the search in Textkernel)
• UserId (Id of current interactive user)

To integrate with the Platform Event, there are two possible approaches:

1. Automatic background workflow: create a Platform Event-Triggered Flow process that will run to consume the Platform Event when it occurs and feed into the workflow process in the background without any user interaction.

   

   

   An example of a Flow is included in the unlocked package, which is called: Textkernel - Portal Action - Create Textkernel List. This example flow writes the list of IDs to a Textkernel List custom object. You can copy this and change it to suit your needs and build other workflows.

2. Interactive workflow: you can re-use an example component to create lists of search results. The unlocked package contains a generic list object called Textkernel List. The workflow presents the Recruiter with a modal pop-up window from the Salesforce utility bar, so that the recruiter can decide which Textkernel List to create or update. The admin can then setup a Flow or Process Builder job to take background workflow actions whenever Textkernel Lists are created, updated, and/or deleted.

   The supported workflows are:

   • Save Candidates to Textkernel List
   • Save Vacancies to Textkernel List

Configure interactive workflow to add Candidate/Vacancies to a List

To integrate the interactive workflow to add a group of Candidates/Vacancies to a List for further action, you need to be using a Lightning App bundle. This is the App your Recruiter users, so it is not the Textkernel App included in the package, which is only for the administrator. To complete the workflow you need to add the included example elements to your Lightning App.

1. Add a portalEventListener component as a Utility Item on the bar for your Lightning App. This configuration enables the Textkernel portal Action “Add to List” event in your Lightning App.

   Go to SFDC Setup → App manager → Click Menu drop-down on app that you want to use → Click Edit → In opened App builder go to Utility Items (Desktop Only) section

   Click Add Utility Item button

   Select Textkernel Portal event listener, and press Save button.

   

   Add the Textkernel Portal tab to Navigation Items of your Lightning App

   

2. Using Setup → Object Manager, configure the custom Textkernel List and Textkernel List item objects included in the unlocked package. For both objects, add Lookup fields to your primary Candidate and Vacancy objects.

3. Now you should use Flow or Process Builder to add workflow actions

Walk-through of User Interaction

Start from your Textkernel Portal tab. There is a button available in the Textkernel Portal search results that fires the “saveToList” Portal action Platform event. In your Textkernel search results, click the “Save to List” button to open the interactive modal window.

From the “Save to List” modal window, you can both create new Textkernel Lists and add selected records to the existing Textkernel Lists. The default option is “Add to existing List”.

If you select the “Create new List” option, the modal can display differently to the way used to get to the Textkernel portal. If the searchCandidate/searchJob Lightning component quick actions were used by the user to start their TK Portal workflow, then the Candidate/Vacancy lookup field is pre-populated with the record that triggered the search.

However, if the search started directly from the Textkernel Portal tab, then the lookup fields will be empty.