ai-enabled-hr-talent-automation

End-to-End Recruitment & Onboarding Workflow

Title: End-to-End Recruitment & Onboarding Workflow Version: 1.0 Owner: [TENANT_CONFIGURATION_REQUIRED — HR Process Owner] Status: Draft Last reviewed: 2026-09-07 Next review: [TENANT_CONFIGURATION_REQUIRED] Reviewers: HR, Product, Architecture, Security

Table of contents

  1. Purpose and scope
  2. Actors
  3. Full workflow diagram
  4. Stage-by-stage detail
  5. Rejection and alternate-CV loop
  6. Green Form and discrepancy loop
  7. Employee-conversion gate checklist
  8. Configurable workflow stages by tenant
  9. Cross-references
  10. Change control

Purpose and scope

Describes the full candidate journey and system behavior from CV upload to Employee ID creation and downstream integration triggers. Complements the formal workflow-state-machine.md (statuses/transitions), human-approval-matrix.md (who approves what), and sla-escalation-rules.md (timing).

Actors

Recruiter, Hiring Manager, HR Approver, Interview Panelist, HR Operations, Candidate, AI Agents (extraction/matching/drafting only). See personas-and-roles.md.

Full workflow diagram

flowchart TD
    subgraph Sourcing
        A1[CV Upload - single/bulk] --> A2[AI: Parse & Extract]
        A2 --> A3[Normalize & Deduplicate]
        A3 --> A4[(Master CV Bank)]
    end

    subgraph Requisition
        B1[Create TAN + JD] --> B2{HR Approve TAN?}
        B2 -- No --> B1
        B2 -- Yes --> B3[TAN Approved]
    end

    subgraph Matching
        B3 --> C1[AI: Match CV Bank vs JD]
        C1 --> C2[Explainable Recommendations]
        C2 --> C3{HR/Hiring Mgr Approve Shortlist?}
        C3 -- No --> C1
        C3 -- Yes --> C4[Shortlisted]
    end

    subgraph L1
        C4 --> D1[Schedule L1 Interview]
        D1 --> D2[Capture L1 Feedback]
        D2 --> D3{L1 Outcome}
        D3 -- Reject --> D4[Close for this TAN]
        D4 --> D5[AI: Recommend Alternate CVs]
        D5 --> C2
        D3 -- Select --> E1[Schedule L2 Interview]
    end

    subgraph L2andClient
        E1 --> E2[Capture L2 Feedback]
        E2 --> E3{L2 Outcome}
        E3 -- Reject --> D4
        E3 -- Select, client round required --> F1[Schedule Client Interview]
        E3 -- Select, no client round --> G1[Final Selection Approval]
        F1 --> F2[Capture Client Feedback]
        F2 --> F3{Client Outcome}
        F3 -- Reject --> D4
        F3 -- Select --> G1
    end

    subgraph OfferAndAcceptance
        G1 --> G2{HR Approve Final Selection & Offer?}
        G2 -- No --> D4
        G2 -- Yes --> G3[Generate Offer Letter]
        G3 --> G4[Send Offer]
        G4 --> G5{Candidate Response}
        G5 -- Decline --> D4
        G5 -- Accept --> H1[Issue Green Form Link]
    end

    subgraph Onboarding
        H1 --> H2[Candidate Submits History, Education, Documents]
        H2 --> H3[AI: Verify Data & Documents]
        H3 --> H4{Discrepancy Found?}
        H4 -- Yes --> H5[Generate Discrepancy Report]
        H5 --> H6[Request Re-upload / Clarification]
        H6 --> H2
        H5 --> H7{HR Approve Closure/Exception?}
        H7 -- No --> H6
        H7 -- Yes --> I1
        H4 -- No --> I1[Employee Conversion Gate]
    end

    subgraph Conversion
        I1 --> I2{All Gate Checks Pass?}
        I2 -- No --> H6
        I2 -- Yes --> I3[Create Employee ID]
        I3 --> I4[Trigger Downstream Integrations]
    end

Stage-by-stage detail

# Stage Trigger Primary actor AI role Human gate
1 CV upload Recruiter/candidate/bulk import Recruiter — —
2 Parse/normalize/dedupe Upload completed System (AI extraction) Extract fields, flag duplicates Recruiter reviews low-confidence extractions
3 TAN creation New requisition Recruiter/Hiring Manager Draft JD summary (optional) HR approves TAN before matching
4 AI matching TAN approved System Score & rank CVs, generate rationale —
5 Recommendation review Match complete Recruiter/Hiring Manager Present ranked, explainable list —
6 Shortlist approval Recommendations reviewed HR/Hiring Manager — Mandatory approval
7 L1 scheduling Shortlist approved Recruiter Suggest slots (via calendar MCP) —
8 L1 feedback Interview completed Panelist Summarize feedback (assist only) Panelist submits, is not overridden by AI
9 L1 reject → close & alternates L1 outcome = reject System Recommend alternate CVs —
10 L2 scheduling L1 select Recruiter Suggest slots —
11 Client interview (if required) L2 select + config flag Recruiter Suggest slots —
12 Final selection approval All rounds complete HR Approver — Mandatory approval
13 Offer generation Final selection approved System Draft offer from template HR approves before send
14 Offer send/acceptance Offer approved Candidate — Candidate action (external)
15 Green Form issuance Offer accepted System — —
16 Document/history collection Green Form issued Candidate Pre-check completeness —
17 Verification Submission complete System Cross-check documents/data —
18 Discrepancy handling Verification fails HR Operations Draft discrepancy report HR approves closure/exception
19 Employee conversion Verification clean or exception approved HR Approver — Mandatory approval
20 Employee ID creation Conversion approved System — —
21 Downstream integration triggers Employee created System (event-driven) — Per-integration config

Rejection and alternate-CV loop

A rejection at L1, L2, or client stage closes the candidate only for the current TAN (candidate remains in the CV Bank for future TANs unless independently withdrawn). The system automatically re-runs AI matching against the same approved TAN, excluding already-processed candidates, and routes new recommendations back to shortlist review (Section 6 of the table above). See workflow-state-machine.md for the formal transition.

Green Form and discrepancy loop

  1. Green Form link is single-use, time-bound, and scoped to one candidate/TAN/offer.
  2. Candidate submits employment history, education, and documents defined by the configurable checklist (config/defaults/workflow.default.yaml).
  3. AI verification cross-checks documents against submitted data and flags discrepancies with a confidence score — it does not decide pass/fail.
  4. Every discrepancy produces a structured report (type, severity, evidence, suggested action).
  5. HR Operations can request re-upload/clarification without escalation; closing a discrepancy (accepting it as resolved or granting an exception) always requires HR Approver sign-off.
  6. The loop (submit → verify → discrepancy → re-upload) can repeat up to a configurable maximum attempt count before automatic escalation (see sla-escalation-rules.md).

Employee-conversion gate checklist

Check Source Blocking?
Offer accepted Offer service Yes
Green Form fully submitted Green Form service Yes
All required documents verified or discrepancy exception approved Verification service Yes
No open, unapproved discrepancies Discrepancy service Yes
Compensation/grade data present and within policy HRMS/Compensation reference (external) Yes
HR Approver sign-off recorded Approval service (audit log) Yes
Duplicate-employee check passed Employee master Yes

Configurable workflow stages by tenant

Tenants may: disable the client-interview stage, add additional interview rounds, change document checklists, change approval matrix composition, and change SLA thresholds — all via config/defaults/workflow.default.yaml overridden per tenant in config/tenants/. Tenants may not remove a mandatory human-approval gate listed in human-approval-matrix.md (enforced by schema validation, not just convention).

Cross-references

workflow-state-machine.md · human-approval-matrix.md · sla-escalation-rules.md · notification-catalog.md · exception-handling-playbook.md · rest-api-catalog.md · hr-onboarding-events.asyncapi.yaml

Change control

Version Date Author Change
1.0 2026-09-07 Documentation package generation Initial creation
This site is open source. Improve this page.