Note:
This app is currently available in beta version and has limited functionalities with template recipes for configuring workflows.
As part of the beta plan, you will receive 5000 free tasks to start using the app, valid until Dec 31, 2024.
Please contact our support team/CSM if you face any issues while using the app. You may encounter feature improvements or bugs while using this app as the development is still in-progress. Your feedback will help us make the app experience better.
If you have additional recipe requirements, please contact our product team through your CSM or support team.
This connector is available only for pro and enterprise accounts on Freshservice.
Introduction
The integration between Freshservice and Greenhouse allows enterprise service teams to trigger onboarding workflow directly from the applicant tracking system whenever a new hire is added.
Prerequisites
- You need to have an active Greenhouse account. You will need API Key, User email, and Environment details of the Greenhouse account to enable this integration.
- You need account administrator privileges within Freshservice to initiate this integration.
Installation and configuration
- Go to your Settings. Search for Apps using the search bar.
- Click on Connector Apps. From the list of apps, click on Greenhouse Connector.
- Install the app by clicking on the ‘Install’ button and you will be directed to the configuration page.
- Enter the Domain URL and the API Key to connect your Freshservice account. Click Next.
- Enter your API Key, User email, and Environment details to connect your Greenhouse account. Click Connect and once the connection is established successfully, click Install.
How to check the list of all available recipes
After installation, go to Settings > Connector Apps. You will see your installed Greenhouse Connector app listed here. You have two options here
a. Configure App: Use this to edit the default recipes and view Overview dashboard metrics. These are explained in the upcoming section.
b. Settings: If you wish to go back to your configuration page and disconnect or re-authenticate Greenhouse or Freshservice use this option.
Click on the Configure App option. It will take you to a tab with Overview and Recipes. Click on the Recipes tab to see the list of all available recipes.
List of all the default recipes available
Here is the detail of the recipe available for the Freshservice integration with Greenhouse
| Recipe | Function |
| Employee Onboarding from Greenhouse to Freshservice | Automate the employee onboarding workflow in Freshservice based on new hire information from Greenhouse |
How to preview, edit, activate, and stop the recipe
You will be able to preview, edit, activate, and stop the available recipes.
Preview recipe:
Click on the Preview button next to the recipe that you want to view. The recipe window will open and you will be able to view the steps involved in the recipe with pre-configured triggers, actions, and conditions.
On the left hand panel, you will be able to view the Recipe status, jobs executed, dependencies, and activity timeline.
Start recipe:
You can activate the recipe in two ways:
From the main recipe page, click on the Start button corresponding to the recipe you want to activate
Click on the Preview button. Within the recipe window, you will see an option to Start the recipe.
Edit recipe:
Follow the below steps to edit the recipe:
Click on the preview button next to the recipe to open the recipe window.
If the recipe is active, stop the recipe by clicking on the Stop recipe button. Now click on Edit recipe button.
Stop recipe:
You can activate the recipe in two ways:
From the main recipe page, click on the Stop button corresponding to the recipe you want to stop
Click on the Preview button. Within the recipe window you will see an option to Stop the recipe.
How to customize a recipe:
Each recipe has the following components: Trigger, Actions, and Conditions. You can customize any part of the recipe depending on your specific use case by just clicking them.
Let’s take one of the default recipes as an example and see how you can customize it further.
Recipe - Employee Onboarding from Greenhouse to Freshservice
Trigger - The trigger acts as the starting point for any recipe. For this recipe, the trigger is a new hire added on Greenhouse. You can customize the trigger in the below mentioned ways.
- You can either add optional fields to existing triggers or add trigger condition.
- You can view the list of optional fields available for the particular trigger by clicking on the ‘optional field available’ button.
- The trigger condition can be added by clicking on the ‘+’ option below the trigger conditions section. You can choose if you want to set up an AND or OR condition.
- You can set the trigger data by choosing from a list of available attributes.
Condition - The condition acts as a checkpoint within the recipe flow and executes a specific set of actions based on the condition matched. Here, the recipe checks if the employee details are present in Freshservice. If it is present, it stops the workflow. If it is not present, it creates a new onboarding request in Freshservice. You will be able to check and edit the following conditions.
- The data field and the value to be checked for any particular condition. You can pick the data field from a list of available attributes and set the value that needs to be met.
Action - The recipe performs a specific set of actions based on the conditions met. Based on the conditions mentioned above, the recipe creates an onboarding request in Freshservice for the new hire added to Greenhouse. You can customize the following parts of the action:
- You can choose to perform any action from the existing set of actions available under the ‘All Actions’ tab.
- You can map values from to the corresponding fields in Freshservice.
- You can add more fields from the available set of optional fields
After making all the necessary changes, you can save the recipe directly or test the recipe first to check if it is working correctly.
How to check failed recipe/jobs
To view and troubleshoot the reason for a failed job under a recipe please follow the steps mentioned below:
- Click on the Preview button of the specific recipe from the main recipe page.
- In the recipe window, navigate to the Jobs tab
- You will see the list of all the jobs executed under a particular recipe here
- You can filter to check just the failed jobs by using the Status filter on the top panel
- You can click any particular job to view further details about how the job was executed
- If you click on a job that has failed, you will be able to view the error details that will help you identify the cause of failure
- You can resubmit the job once you review and fix the issue.
Overview dashboard
The Overview tab also helps you understand the total number of tasks that you've consumed (based on which your billing for the app will happen). It also helps you have a consolidated view of the number of successful job vs. failed jobs for a given recipe.
Frequently Asked Questions
- What are tasks? And how is that relevant for billing and payment when the customer starts using the live app?
A task is any operation that happens between two apps. Ex: To create a onboarding request in Freshservice, one task is consumed to check if the employee status is active, one task to search the employee data in Freshservice. One workflow can have multiple tasks as a part of it. - Is there a possibility to trial the integration once it's live?
Yes. You will be given 500 tasks for free to trial any connector app. Once your 500 tasks have been consumed, you can purchase the add-on to get additional tasks. - How will I monitor my task consumption?
You will be able to see the available tasks & tasks consumed from within the overview dashboard in the app. You will get an email whenever you are close to consuming all your tasks. - What happens when I consume all my tasks?
Once you exhaust this limit, all your workflows will stop working. If you are signed up for auto-recharge, there will be an auto-purchase of tasks once all tasks have been consumed so there’s no delay in service. - How do I pay for these tasks? What is the price point for the apps under Connector Apps?
$80 recurring add-on for 5000 tasks. You can buy multiple packs and it will be tied to your parent billing period. - How can customers purchase additional packs for the data sync app?
Customers can purchase the add-on via the subscription page or by reaching out to their CSM/Support. - Will my additional pack be carried forward?
No. All additional packs have validity until the end of your billing cycle regardless of the date of purchase. - Does the session expire every month?
Tasks refresh at the end of the billing cycle. The number of tasks depends on what you have purchased. - Do I have to purchase tasks for each app under Connector Apps separately?
No, the tasks can be consumed across multiple apps that you use. - What happens in case a sync fails?
Failed jobs will be available on your customer dashboard. We can also investigate it from our end and ensure that the error is fixed and your data is up to date. - Who do I reach out to if I have any queries regarding these apps?
You can reach out to [email protected]. Our team will evaluate your requirements/query and get back to you.
