Overview

Opportunities created before recruitment workflows still route every applicant through one of two retired methods: the Direct opportunity funnel or the General application funnel. Both still work where they are already in place, but neither is how recruitment is set up on Vome any more, and no new opportunity can be built on them.

This article covers how to tell whether an opportunity is still on one, what you get by moving across, and the exact steps to do it.

Leaving a legacy method cannot be undone. Once an opportunity is off it you cannot put it back, and any recruitment you set up afterwards uses workflow rules. Nothing is deleted, the form and its submissions are kept, but the old routing is gone for good.

1. How do I tell whether an opportunity is still on one?

Open the opportunity and go to its Recruitment tab. If it is still on a legacy method, a banner reads "You're using a legacy recruitment method" and names which of the two it is:

• Direct opportunity funnel. A form linked directly to that one opportunity.
• General application funnel. A general linked form, shared across opportunities.

Underneath the banner you can see the linked form itself, with a View submissions link so you can still reach everything it has collected.

No banner means that opportunity is already on the current setup and there is nothing to do.

2. What did the legacy methods actually do?

One form, for everybody. Somebody pressed Apply and was sent to the form linked to the opportunity. That was all of it.

There was no way to say who the form was for. A complete stranger, a returning volunteer already approved for four other opportunities, and somebody who finished your onboarding sequence last year were all treated identically and all filled in the same application. No conditions, no alternative paths, and no way to approve anyone without reading a form first. If you wanted to treat two audiences differently, the only option was to build a second form and hope people picked the right one.

3. What does a recruitment workflow give me instead?

It routes rather than redirects. A workflow is a list of IF-THEN rules, evaluated top to bottom, and the first rule that matches a person decides what happens to them.

• Several paths from one link. Different applicants can be sent to different places from the same opportunity page.
• Conditions that read the profile. Active in your database, completed a specific sequence, approved for any opportunity, approved for an opportunity in the same category, age, site association, and profile tags. The funnels had none of these.
• Seven actions, and only three of them involve a form. You can auto-approve, request approval, redirect to an external URL, or tell somebody plainly that they are not eligible. A funnel could only ever open a form.
• No duplicate form for returning people. One auto-approve rule above your catch-all does what a second "current volunteer" form used to do, and it asks them for nothing at all.
• A fallback you control. Anyone no rule matches lands on the Fallback (no rule matched) action, so there is never an unhandled case.
• Bulk editing. One workflow design can be pushed to many opportunities at once, which the per-opportunity linked form never allowed.

A good first workflow is two rules. One narrow rule for people you already know, with the action Auto-approve opportunity, and a fallback of Form + request approval pointing at the same form the funnel was using. That reproduces the old behaviour for strangers and improves it for everybody else.

4. How do I move one opportunity across?

1. Open the opportunity and go to the Recruitment tab.
2. On the legacy banner, click + Set Up Recruitment Workflow.
3. Build your first rule. Give it a name you will recognise later, add conditions if you want it to apply to a specific group, and pick the action.
4. Save the rule. Recruitment switches on the moment the first rule is saved, and from then on the opportunity routes people through your rules instead of through the linked form.
5. Check the Fallback (no rule matched) underneath your rules and set it to whatever should happen when nobody matches.

The new workflow replaces the legacy method. You do not have to detach the old form first, and there is no in-between state where both are live.

If you close the rule popup without saving, nothing changes and the opportunity stays on its legacy method.

5. What happens to the form the funnel was using?

It is kept, and so is every submission it has already received. The form stays in your Forms module exactly as it was. The only thing that changes is that the opportunity no longer sends people to it automatically.

If you want to keep using that same form, point a workflow rule at it with Submit a Vome form, Form + request approval or Form + auto-approve. Form + request approval is the closest match to how a funnel behaved, with the difference that you can now decide who it applies to.

6. Can I move several opportunities at once?

Yes, and it is the faster route if your opportunities screen people the same way.

1. Go to your Opportunities page.
2. Tick the opportunities you want using the checkboxes.
3. Click Actions, then Edit recruitment workflow.

Leave out any opportunity that deliberately screens people differently, because that difference is the reason it exists.

7. What if I do not want to recruit through this opportunity at all?

Use Disable Recruitment Workflow on the same banner. It detaches the linked form and closes the application portal, and the opportunity's landing page becomes an informational page with no way to apply from it.

That is the right choice for an opportunity you staff by assigning profiles yourself. It is not a pause: the legacy method is gone once you confirm, and if you later want people to apply here you set up a workflow from scratch.

8. Do I have to move right now?

No. A legacy method keeps working where it is already in place, and applicants are not affected while you decide.

It is frozen, though. It will not gain conditions, actions or a fallback, no new opportunity can be created on one, and everything written about recruitment on Vome now describes workflow rules. The banner stays on the Recruitment tab until you move.

Summary

• The Direct opportunity funnel and the General application funnel are retired. They still run where they already exist, but nothing new is built on them.
• The banner on an opportunity's Recruitment tab is how you spot one.
• A funnel sent everybody to the same form. A workflow routes people by profile, with conditions, seven actions and a fallback.
• Click + Set Up Recruitment Workflow on the banner and save one rule. The workflow replaces the legacy method.
• The old form and all of its submissions are kept. Point a rule at the same form if you still want it.
• Move many at once from Opportunities, Actions, Edit recruitment workflow.
• Leaving a legacy method cannot be undone.

Where to go next

• Recruitment Workflows on Vome
• How do I let my active volunteers register for new opportunities without reapplying?
• How do I edit the application form for an opportunity?