APSA

Complementing Low Code Tools for Automation

“For me, learning Cloudomation Engine was like switching from Duplo to Lego technic. Now I can build much cooler things than before.”

Gerald
AI Workflow Designer at apsa personnel concepts GmbH

Challenge

  • Low code automation tools like PowerAutomate and Zapier are already in use but have limited capabilities, because API requests are predefined and limited.
  • Automating processes is only possible to a limited extent or not at all due to the lack of access to central data.
  • Especially the integration with Bullhorn CRM using Zapier was limited.

Solution

  • Created an endpoint in Cloudomation Engine that can be used to query and write all Bullhorn data.
  • Training of the AI Workflow Designer to independently create additional endpoints.

Result

  • Automation of additional processes e.g. automated translations of an introductory text for job postings is possible now.
  • The AI Workflow Designer can create and extend endpoints with Cloudomation Engine on his own. By expanding his automation toolbox, he can now automate processes that he could not implement using low code tools alone.

Situation

Job postings and Bullhorn CRM

apsa personnel concepts is a recruiting company specialising in the IT sector. Their central data of candidates, job postings and companies which are looking for staff are managed in Bullhorn CRM. The Zapier app for Bullhorn is limited and permits only the request of a few data points from Bullhorn.

Limited Functions

Similar to Bullhorn, a lot of software that has “difficult” APIs or is only used by a few companies lack Zapier integrations or offer only very limited ones. To integrate such software in an automated process it can be valuable to use a pro code automation tool like Cloudomation Engine to extend the capabilities of low code tools.

What was Automated?

Connector, Custom API and Webhook

In Cloudomation Engine, a connector for the Bullhorn API has been set up, and a custom REST API has been created, which allows for parameterized queries of data from Bullhorn in a simple format. A Cloudomation Engine webhook has been created, which serves as the endpoint for the custom REST API.

Zapier

The Cloudomation Engine webhook is triggered via Zapier. The AI Workflow Designer automates additional process steps directly in Zapier and Power Automate.

Automated optimization of job postings.

A use case that serves as the foundation for many others has already been implemented on-site with the new endpoint: the automated optimization of job postings, with optional translation.

All the Details About the Automation
  1. A connector for the Bullohorn API was created using Cloudomation Engine. The authentication is done through OAuth.
  2. A custom REST API was created in Cloudomation Engine that allows parameterised querying of data from Bullhorn in a simple format. The following elements were developed for this purpose:
    1. A Cloudomation Engine webhook was created. This is the endpoint for the custom REST API
    2. A python script was created, which is processing the data and parameters that are passed to the webhook. From the parameters passed to the webhook, the script creates valid queries for the Bullhorn API.
  3. The Cloudomation Webhook is requested by Zapier. The AI Workflow Designer automates additional process steps directly in Zapier and PowerAutomate.
  4. One use case, which serves as the basis for many others, has already been implemented on site with the new endpoint: the automated optimisation of job postings plus optional translation.
    1. Information about the job posting which is scheduled for publication is read from Bullhorn through the Cloudomation endpoint – triggered by a webhook linked to Zapier.
    2. The information is sent over the API to the OpenAI/ChatGPT API together with a prompt (instructions for generative AI) developed by the Workflow Designer.
    3. The revised result is imported into a specially defined field in Bullhorn through the Cloudomation endpoint.
    4. Optionally, in a second step (with an adapted but identically structured process), the revised job posting is translated from German to English
  5. Several other use cases to support the workflows of recruiters have already been implemented or are being planned.

How did we Develop the Automation?

In a two-day workshop with the AI Workflow Designer and an Automation Expert from Cloudomation, the planned use cases were analysed together and areas were identified where existing hurdles could be overcome using Cloudomation Engine. After half a day, the AI Workflow Designer, with the support of the Cloudomation Automation Expert, created the first endpoint in Cloudomation Engine for querying Bullhorn data. As the workshop progressed, the AI Workflow Designer was trained to create endpoints in Cloudomation Engine independently, to adapt existing endpoints and to analyse and correct any errors, and to perform further queries to other systems (e.g. OpenAI API) using Cloudomation Engine.

What are the Next Steps?

  • Automation of other processes related to the creation and translation of job postings in various formats and designs
  • Rolling out automated processes across the entire company to reduce the number of manual work steps for recruiters
  • Automated extraction of candidate data from a legacy CRM system and automated importing of the data into Bullhorn

Already Implemented Use Cases

  • Automated data cleaning in Bullhorn: The extensive use of custom fields in Bullhorn resulted in unstructured data that could not be used in a structured way. The contents of the custom fields were extracted using Cloudomation Engine and added to standard fields in Bullhorn based on predefined logic.
  • Automated uploading and processing of resumes in Bullhorn: Resumes were uploaded automatically for several thousand candidates in Bullhorn, assigned to the associated candidate and an automated extraction of data from the resume was initiated.
  • Querying job postings from Bullhorn and providing them in a specific format over a webhook. In this way, job postings can be published automatically on WordPress.

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