Bulk Hiring / Campus Recruitment is a strategy for sourcing and hiring young crowd for internship or entry-level positions for medium- to large-sized companies with high-volume recruiting efforts.

Once the Hiring process is completed – The HR has to work on generation of offer letters and rollout the offer letters to the hired candidates which is a repetitive and mundane task. How about an Robot doing the same for the Team.

The HR Process for Generating Offer Letter ( Diagram )-

• Students / Candidates are Interviewed.
• Some are Selected , Some are Rejected
• As there are multiple Recruiters / Students – We keep track of all and maintain Status lets say in an Spreadsheet.
• At the End of the Day – We have to roll our offers to the candidates Hired and send them Offer letters – This Task is Mundane and Repetitive and has scope of Automation.

With the Introduction on an RPA Robot –

The HR Team can focus on the more Important Task and the Mundane task of generating the Offer letter can be given to the Robots.

• Robot Reads the Status Files from Email / Shared Location.
• Filter all the Hired Candidates
• Generate The Offer letters as per company template
• Send the Offer Letters to the Candidates.

For Example –

1. We Receive the below excel as an Input for the Robot to process

2. The Robot will Read and Generate Offer as shown below.

3. The same offer letter has been shared as an attachment to the Candidate as an attachment

Solution Design Approach

If the above is something that Interests you – Lets have a look at the solution design approach of the use case. we would have the Complete automation in 2 Parts Dispatcher and the Performer. Reason for having 2 robots is Scaling , Transaction Management and maintenance. (Explained in details in videos)

1. Dispatcher

The First part of the Robot would be called Dispatcher whose job would be load the information to Queue required for generating the offer letters. Now here we are free to use any HR application / Source (Emails / Excel / Shared Drive) having the details of the Hiring Drive and Candidates Information’s.

The below diagram represents

• Robot Reading Date from a Source (Excel)
• Filtering Data as per the Conditions
• Adding Data to the Queue – This Queue will help to attain the Transactional Processing

2. Performer

The Second part of the Automation is called the Performer – where the Robot is supposed to read the candidates info one by one from the Queue and Generate the Offer Letters

The below Diagram Represents –

1. Read Item one by one from the Queue populated by the Dispatcher
2. Read the Company’s Offer Letter
3. Generate Offer Letter
4. Send email to Candidates with Offer Letter as attachments.

The Process is coded with RPA UiPath Technology. We are using the Framework called – UiPath Robotics Enterprise Framework to build the Automation.

In case, you find the video Insightful and require the Files / Code – Please drop me a note on mailmukeshkala@gmail.com – Happy to share the Files.

Also , Looking forward to start your Automation Journey with UiPath – Consider Checking the below playlist curated for RPA Beginners –

Lastly , Please do share your comments and feedbacks on the Article / Videos – Your feedback would be much appreciated .

👉 Mail : mailmukeshkala@gmail.com

Until Next Time – HAPPY AUTOMATION