Utilizing RPA for more effective job posting and tracking

Our client used the CATS applicant tracking system, JIRA, and Google services to manage their active vacancies and post them on an external job search platform. Since all systems were disjointed, job posting and updating had to be done manually, and a lot of time had to be dedicated to monitoring, analysis, communication, and prioritization. This directly affected the hiring process, making it slower and less effective at finding the right experts. Therefore, to streamline their job posting, the client needed to connect all systems and reduce the amount of required manual work.

The client had a complex process that involved CATS applicant tracking system, JIRA, Google services, and multiple sources for job posting and updates. Each job posting was manually distributed to several sources and updated over time. With over 400 active vacancies and only 100 slots available on the external job platform, the company needed constant monitoring and prioritization of the hottest vacancies.

After a complex analysis of the client’s needs, we have chosen UiPath as an automation tool. It offers great flexibility, and multiple pre-packed features, and allows the use of both automated tools and a custom approach. Our team has used UiPath to create a complex integration between the website, the applicant tracking software, and the job posting platform. The platform did not have an API, so we needed to create a complex logic that would account for all use cases and work properly with all elements.

Additionally, our experts have identified and implemented workarounds for the limitations of Google API and added new features to the job posting flow (e.g.automated creation of Google Meet links for each case).

N-iX team has built a solution that enables the recruitment team to prioritize job postings and update information on the platform without interacting with it manually. The solution also allows to publish vacancies on external job portals and manage published jobs according to the centralized source of truth - the applicant tracking system (CATS).

Our experts have also created an integration that replaces the need for human involvement and implemented an RPA bot that creates all the artifacts for the process and mimics the behavior of a real user. As a result, N-iX has helped the client gain multiple benefits:

• Boosted the efficiency and speed of the hiring process through UiPath automation and reduction of required manual work;
• Helped the client become more effective at finding and hiring the right experts by reducing the number of human errors;
• Ensured effective use of the subscription plan of the job posting platform by helping the client keep only active and critical job postings;
• Improved communication between different departments within the company and reduced the need for overhead communication by creating a single source of truth for all vacancies;
• Allowed the company to manage 50% more job postings with little to no human involvement.