Tasks, search, and pipeline automations
Task inbox at /dashboard/tasks, global search in the nav, and stage automations — feature flag custom_pipelines.
Feature flag:
custom_pipelines
Powers custom pipeline stages, stage automations, and the recruiter task inbox. Global search is not flag-gated — it is available in the dashboard header for all orgs.
This guide covers recruiter productivity surfaces: follow-up tasks, org-wide search, and automated pipeline actions.
Key routes
| Surface | Path | Flag |
|---|---|---|
| Task inbox | /dashboard/tasks | custom_pipelines |
| Pipeline templates | /dashboard/settings/pipelines | custom_pipelines |
| Position pipeline board | /dashboard/positions/[id] | custom_pipelines (custom stages) |
| Global search | Dashboard header (no dedicated page) | None |
Task inbox (flag: custom_pipelines)
Dashboard → Tasks (/dashboard/tasks) shows open follow-ups assigned to the logged-in recruiter.
Each task includes:
| Field | Description |
|---|---|
| Title | e.g. "Call reference — Jane Doe" |
| Description | Optional detail from automation or manual creation |
| Due date | When follow-up should complete |
| Position link | /dashboard/positions/[id] |
| Candidate link | /dashboard/candidates/[id] |
Actions:
- Done — marks task complete and removes from open list
- Open linked position/candidate for context
Without the custom_pipelines grant, the page displays: "Tasks require the Custom Pipelines feature grant."
Where tasks come from
| Source | Example |
|---|---|
| Stage automations | Auto-create task when candidate enters a stage |
| Manual creation | Recruiter-created follow-ups (API/supporting UI) |
| Pipeline workflows | HM review reminders, reference check nudges |
Tasks are personal — trpc.tasks.myTasks returns assignments for the current user only.
Global search (unflagged)
InsightHire provides global search in the dashboard navigation header via the GlobalSearch component. There is no /dashboard/search page — search is always available from the top bar.
Usage
- Click the search field or press
⌘ K(Mac) /Ctrl K(Windows/Linux) - Type at least 2 characters
- Results appear grouped by entity type
Searchable entities
| Group | Matches on | Result link |
|---|---|---|
| Candidates | First name, last name, email, phone | /dashboard/candidates/[id] |
| Positions | Title, department, location | /dashboard/positions/[id] |
| Pools | Name, description | /dashboard/candidates/pools/[id] |
| Requisitions | Title, department | /dashboard/requisitions/[id] |
Up to 8 results per group. Search is org-scoped — you never see another tenant's data.
Tips
- Use email fragments to find duplicate profiles quickly
- Search requisitions when using job governance (
job_governanceflag) - Pools search helps locate nurture/sourcing lists
Custom pipelines (flag: custom_pipelines)
When granted, replace default pipeline columns with org-defined pipeline templates.
Configure templates
Settings → Pipelines (/dashboard/settings/pipelines):
- Seed default pipeline if none exists
- Edit stages — name, color, mapped system status
- Configure stage automations (below)
- Save template
Mapped statuses align custom stage names to InsightHire's canonical application statuses (SCREENING, INTERVIEWING, OFFER_SENT, HIRED, REJECTED, etc.) so reporting stays consistent.
Position pipeline board
On /dashboard/positions/[id], the Pipeline tab renders PipelineBoard with custom stages when enabled. Drag candidates between stages; automations fire on entry.
Default stages without the flag: Applied → Screening → Interview → Offer → Hired.
Stage automations (flag: custom_pipelines)
Automations live on each stage in the pipeline template editor (StageAutomationsPanel on /dashboard/settings/pipelines).
Trigger types
| Trigger | Fires when |
|---|---|
ENTER_STAGE | Candidate moves into the stage |
IN_STAGE_FOR | Candidate remains in stage for N days |
Action types
| Action | Effect |
|---|---|
REJECT | Auto-reject with configured reason (e.g. "No activity") |
CREATE_TASK | Create recruiter task with title from automation name |
NOTIFY_USERS | Notify assigned user IDs |
Example automations
| Name | Trigger | Action | Use case |
|---|---|---|---|
| Auto-reject stale | In stage 7 days | Reject | Clear dead pipeline |
| HM review task | Enter stage | Create task | Hiring manager SLA |
| Recruiter nudge | In stage 3 days | Notify users | Escalation |
Configure delayDays for IN_STAGE_FOR triggers. Review automation logs via position Activity tab when debugging misfires.
Default vs custom workflow
| Capability | Without flag | With custom_pipelines |
|---|---|---|
| Review queue columns | Fixed kanban | Same org-wide queue |
| Position pipeline | Default columns | Custom stage board |
| Task inbox | Hidden | /dashboard/tasks |
| Automations | None | Per-stage rules |
| Settings → Pipelines | Hidden | Full editor |
Best practices
- Start with one template — clone for different departments later
- Automate stale rejects cautiously — confirm SLA with hiring managers first
- Use tasks for human steps — references, background checks, executive approvals
- Combine search + tasks — search candidate, complete linked task, mark done
- Map stages to reporting statuses — avoids analytics drift
Related guides
- Position management — pipeline tab and upcoming interviews
- Review queue — org-wide kanban (separate from custom stages)
- Talent network — release on reject automation hook