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Configuring Submittal Workflows as a Super User

For Super Users and users with advanced permissions responsible for setting up and managing submittal workflows in BrightMove.

Updated over a week ago

Configuring Submittal Workflows as a Super User

This guide is designed for Super Users or users with advanced permissions who are responsible for building and maintaining the submittal workflow in BrightMove. If you're looking to customize your KanBan board, automate submittal activity tracking, or configure detailed reporting behavior, this is your go-to article.

Overview

BrightMove’s submittal workflow is composed of five configurable elements:

  1. Defaults – Determines what happens when candidates are first attached to jobs.

  2. Statuses – The stages a candidate moves through from submittal to placement or rejection.

  3. Activity Types – The action taken within a status change (e.g., Interview, Declined).

  4. Activity Triggers – Automation tools that respond to workflow actions.

  5. Activity Templates – One-click or dropdown options for quickly applying a status + activity combo.

Each section is editable via Settings > Submittal Workflow.

Navigating to Your Submittal Workflow | Super Users

If you're a Super User looking to view or configure your submittal workflow:

  1. Click your profile picture (top-right corner).

  2. Select Settings.

  3. Click Submittal Workflow.

From there, you can view, edit, and build your workflow as needed.

Workflow Structure Options

  • Open Workflow (default): Candidates can move freely from any status to any other.

  • Locked (Straight Path) Workflow: Requires candidates to move step-by-step through each status.

  • Hybrid Option: Enforce certain required steps while leaving others flexible.

Note: You can adjust your workflow structure at any time as your process evolves.

Defaults

The Defaults tab defines what status and activity type a candidate will be placed in when they are added to a job, based on how they were submitted. These are the automatic starting points for each type of submittal.

Type of Submittal

Default Status

Default Activity Type

Employee Submittal

Employee Submittal

Employee Submittal

Candidate Submittal

Applied to Job

Candidate Application

Vendor Submittal

Applied to Job

Other

Disqualified Submittal

Declined/Rejected

Failed Basic Qualifications

Key Notes:

  • These defaults must be tied to active, valid submittal statuses and activity types in your workflow.

  • A submittal status that is being used as a default cannot be deleted until it is removed from all default configurations.

Statuses

Submittal statuses represent the stages a candidate moves through after being attached to a job.

Adding or Editing Statuses

When adding or editing a submittal status, Super Users can configure the following options to control visibility, workflow progression, reporting, and automated communication:

Column

Function

Display Order

Sets the order in dropdowns and KanBan boards. Also affects workflow completion percentage.

Name

Internal name for the status. This label appears throughout the system.

Hiring Manager View

Toggle ON/OFF to control whether hiring managers can view candidates in this status.

Placement

Toggle ON to mark this status as representing a hire or placement. Only one placement status is allowed.

Decline

Toggle ON to designate the status as a rejection.

Report Submittal

Marks the official “sendout” point when candidates are sent to hiring managers. Only one status can be marked as Report Submittal.

Report TTH (Time to Hire)

Toggle ON/OFF to include or exclude the status from Time to Hire reporting.

Quality

Marks the status as counting toward the "Quality Candidates" section in Recruiter Analytics.

Allow Interview

Toggle ON to allow interview scheduling in this stage.

Templates

Assign automated communication templates triggered when a candidate enters this status. (See Templates Columns below for more information)

Edit/Delete Controls

  • Statuses can be edited at any time.

  • Statuses marked as “In Use” (assigned to candidates, used as a default, or linked in templates/triggers) cannot be deleted.

  • To delete a status, remove all references to it first.

This setup allows Super Users to fine-tune how candidates move through the workflow, ensuring alignment with internal processes and reporting needs.Templates Columns

Templates Columns

Each status can be assigned user-facing communication templates:

  • Candidate Template - Email sent to the candidate

  • Manager Template - Email sent to the hiring manager

  • Recruiter Template - Email sent to the recruiter

  • Sourcer Template - Email sent to the sourcer

  • Sales Template - Email sent to the sales contact

A checkmark means a template of that type is assigned to the status. Hover over the checkmark to see which template is linked.

In Use Submittal Statuses

A status that cannot be deleted will show an “In Use” tag. This means the status is currently referenced in one of the following:

  • A Submittal Default

  • A Submittal Activity Template

  • A Submittal Activity Trigger

To remove a status, it must first be unassigned from these locations.

Sorting Submittal Statuses

Click the Sort Statuses button to open the drag-and-drop sorter. This interface allows you to:

  • Drag statuses into a new order.

  • Use arrows to move statuses up or down.

  • Click Done to save the updated order.

The new display order affects dropdowns and KanBan board sequencing.

Activity Types

Submittal Activity Types allow you to define the type of action being performed (e.g., Interview, Declined, Sendout).

Each activity type has toggle settings:

  • Sync with Exchange – Syncs with external calendar systems.

  • Hiring Manager View – Shows or hides the activity from the hiring manager.

  • Hiring Manager Edit – Allows hiring managers to edit the activity.

Tip: Create specific activity types for better workflow reporting, such as “Phone Interview” or “Left Message.”

Activity Triggers

Activity Triggers automate follow-up actions when a certain activity is completed within a specific status.

For example, you can:

  • Automatically close a job when a candidate is placed and no openings remain.

  • Send an email template when a candidate reaches a particular stage.

To Create a Trigger:

  1. Navigate to Settings > Submittal Workflow > Activity Triggers

  2. Click Add Trigger

  3. Choose the:

    • Submittal Status

    • Submittal Activity Type

    • Desired Job Status

  4. Enable:

    • Decrement Openings to reduce job openings

    • Zero Openings if you want the trigger to activate only when all openings are filled

  5. Save your changes

Important: The status and activity type must match exactly for the trigger to activate.

Activity Templates

Activity Templates allow users to apply a predefined status + activity combo with a single click (or from a dropdown if multiple templates are configured).

Types of Templates

Templates are grouped into four types:

  • Declined – Used to log rejections

  • Placed – Used to log hires

  • Submitted – Used to log sendouts

  • Other – Used for general or custom actions

These groupings are populated based on how you’ve tagged your statuses (e.g., Decline or Placement toggles).

Managing Activity Templates

  • Go to Settings > Submittal Workflow > Activity Templates

  • Select a template type from the Choose Type dropdown

  • Click Add Activity Template to create a new one

Each template requires:

  • Template Name

  • Submittal Status

  • Submittal Activity Type

  • Note (if required by your account settings)

You can reorder templates within a type by dragging them.

Using Templates in the Submittal Tab

Once templates are created, they become available in the View Submittal screen (found via the candidate or job profile).

  • If only one template is available for a type (e.g., Declined), it appears as a button with the template name.

  • If multiple templates exist, the button will say the template type (e.g., Declined) and display options in a dropdown.

These buttons allow users to quickly update a submittal's status, activity, and note according to your configuration.

Need Help?

If you have questions or run into issues while configuring your workflow, you can reach out to BrightMove Support at [email protected].

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