How it works

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This workflow is designed to solve the "I didn't know you spoke to my colleague" problem—a major brand killer for any recruitment agency. Instead of your automated systems running in a vacuum, we’re giving them a Memory Layer.

By checking every digital footprint—your Bullhorn notes, your team's Slack banter, and your Office 365 email history—the system knows exactly who the candidate is before the phone even rings. If they are a known entity, the AI uses a "Warm Re-engagement" script. If they are brand new, it sticks to the "Standard Vetting." This ensures your automation feels like an extension of your team, not a cold machine.

The Workflow Logic
The Trigger: A new application is captured via SourceFlow.

Quake Core Capture: The candidate is immediately synced to Quake Core to ensure you own the data from second one.

The Context Sweep: The system simultaneously scans Bullhorn for recent notes, Slack for mentions of the candidate's name, and Outlook for previous email threads.

The Memory Check: OpenAI analyzes these three sources. It decides: "Are they a friend or a stranger?".

The Smart Dial: Dialr (our voice agent) picks up the phone. If a history was found, it says "Hey John, great to see you applying again..."; if not, it proceeds with a standard introduction.

AI Scoring: After the call, OpenAI scores the conversation quality and candidate fit.

Success/Failure: High-scoring candidates get a "Hot Lead" alert in Slack; low-scoring ones are sent a polite, automated rejection via Outlook.

Built Using

OpenAi Bullhorn SourceFlow Slack Quake Outlook Dialr
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SourceFlow trigger 
→ post___sf_api_v1_webhooks.json
SourceFlow Application - Captures the new applicant from your website.
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Quake action 
→ quake_create_candidate
Sync to Quake Core - Standardizes the candidate and saves them to your master internal database.
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Bullhorn action 
→ search
Scan Bullhorn Notes - Checks your CRM for any history with this candidate.
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Slack action 
→ get__conversations.history
Search Slack History - Finds if your team has mentioned this person internally.
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Outlook action 
→ listMessagesMe
Search Office 365 - Scans email threads for past correspondence.
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OpenAI action 
→ openai_generate_json
Memory Evaluation - OpenAI reviews all sources and prepares the call script context.
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Dialr action 
→ post__job_:jobId_candidate_:candidateId_dial-call
Dialr Smart Call - Triggers the AI call using either 'Re-engagement' or 'Standard' persona.
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OpenAI action 
→ openai_extract
Score Interaction - OpenAI analyzes the call transcript for sentiment and fit.
condition
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Slack action 
→ post__chat.postMessage
Slack Hot Lead - Notifies the consultant that a top-tier candidate is ready for a final interview.
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Outlook action 
→ sendMailMe
Send Rejection - Politely notifies unsuitable candidates.