Workflow overview
Why this workflow matters
Relevant for managed services and support workflows.
Description This workflow automates employee retention analytics by combining candidate performance data with trait-level retention statistics. It scores candidates, validates data, and generates a polished Retention Digest HTML email using GPT (Azure OpenAI). Hiring managers receive structured insights weekly, highlighting top/weak traits, candidate scores, and actionable JD refinement tips. What This Template Does (Step-by-Step) ⚡ Manual Trigger – Starts workflow execution on demand. 📑 Candidate Data Fetch (Google Sheets – Hires Tracking) – Pulls candidate-level details like name, role, traits, start date, and retention status. 📑 Trait Summary Fetch (Google Sheets – Retention Summary) – Fetches aggregated trait-level retention statistics, including hires, stayed, left, retention %, and weight adjustments. 🔀 Merge Candidate + Trait Data – Combines both datasets into a unified stream for scoring. 🧮 Candidate Scoring & Data Normalization (Code Node) – Cleans and standardizes data. Builds a trait → weight map. Calculates each candidate’s Candidate_Score. Outputs normalized JSON. ✅ Data Validation (If Node) – Ensures both candidate and trait datasets are present. TRUE → continues to AI digest generation. FALSE → routes to error logging. ⚠️ Error Handling Logic (Google Sheets – Error Log) – Logs any failed or incomplete runs into a dedicated error sheet for auditing. 🧠 AI Processing Backend (Azure OpenAI) – Prepares candidate + trait data for GPT processing. 🤖 Retention Digest Generator (LLM Chain) – Uses GPT (gpt-4o-mini) to create a structured HTML Retention Digest, including: TL;DR summary Top Traits (positive retention) Weak Traits (negative retention) Candidate highlights (scores & retention status) 3 actionable JD refinement tips 📧 Email Delivery (Gmail) – Sends the digest directly to hiring managers as a styled HTML email with subject: Retention Analysis Digest – Weekly Update Prerequisites Google Sheets (Hires Tracking + Retention Summary + Error Log) Gmail API credentials Azure OpenAI access (gpt-4o-mini model) AlekSystem instance (self-hosted or cloud) Key Benefits ✅ Automates retention analytics & reporting ✅ Provides AI-powered insights in structured HTML ✅ Improves hiring strategy with trait-based scoring ✅ Reduces manual effort in weekly retention reviews ✅ Ensures reliability with error handling & validation Perfect For HR & Recruitment teams monitoring post-hire retention Organizations optimizing job descriptions & hiring strategy Talent analytics teams needing automated, AI-driven insights Stakeholders requiring clear weekly digest emails
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