Keep Pending Recruiting Folder Invites Visible
A new pending Box invite can prompt Notis to leave a review note on the related Ashby candidate.
Trigger
New Pending Collaboration Invite
Triggers when a new pending collaboration invite is created. This trigger monitors the user's pending collaborations and fires when new pending collaboration invites are detected.
Action
Create Candidate Note
Create a note on a candidate profile. Use this to add comments, observations, or feedback about a candidate during the recruitment process.
Why this helps
Pending access invitations for recruiting files can sit unresolved without a visible follow-up in the candidate workflow.
- Make pending invites easier to review
- Keep recruiting access context with candidate records
- Reduce manual follow-up checks
Setup
Build it in a few focused steps.
- 1Connect Box and Ashby once in the Notis portal.
- 2Create an automation in Automations, New Automation, and name it.
- 3In one instruction, define which recruiting invites need tracking and ask Notis to add a note to the matched Ashby candidate.
- 4Pick the Box New Pending Collaboration Invite trigger and choose where run reports go.
- 5Test with one real pending invite and verify the candidate note in Ashby.
Questions about this workflow
Will every pending invite create a candidate note?
The instruction can limit notes to invites tied to recruiting files or candidates you can match reliably.
What details can the note include?
Notis can include the invite details available from Box, such as the collaborator and relevant folder context.
When this happens · Trigger
Do this · Action
Supported Triggers and Actions
Notis builds workflows that link Box to Ashby. A trigger fires from one place; an action lands in another.
Box triggers
Ashby actions
Recurring trigger
Notis starts this workflow on a schedule, such as daily, weekly, or during business hours.
Add Candidate to Project
Add a candidate to a project in Ashby. Projects are sourcing initiatives or recruiting campaigns used to organize and track candidate pipelines. Use this to associate candidates with specific sourcing efforts. Common use cases: - Adding sourced candidates to recruiting campaigns - Organizing candidates by sourcing channel or initiative - Tracking candidates in specific hiring projects Requires candidatesWrite permission. Returns the updated candidate object on success, or error details if the candidate or project is not found.
Webhook trigger
Notis starts this workflow when an external tool or custom backend sends an HTTP request.
Add Candidate Tag
Add a tag to a candidate in Ashby. Use this to categorize and organize candidates with existing tags from the system. This action allows you to apply labels/tags to candidates for filtering, searching, and organizational purposes. Tags must already exist in the system - use LIST_CANDIDATE_TAGS to view available tags or CREATE_CANDIDATE_TAG to create new ones. The response includes the full updated candidate object when successful, showing the newly added tag in the candidate's tags array. If a candidate already has the tag, the operation will still succeed idempotently.
Collaboration Details Changed
Triggers when a collaboration's details change (e.g., role, status, expiration). This trigger monitors a specific collaboration and detects when any meaningful field changes, such as role, status, expiration date, access type, or acknowledgment status.
Add Hiring Team Member
Add an Ashby user to a hiring team at the application, job, or opening level. Use this when you need to assign a team member to participate in the hiring process with a specific role. Requires the organizationWrite permission.
Comment Changed
Triggers when a comment's content or details change in Box. This trigger monitors a specific Box comment and detects when any meaningful field changes, such as message text edits, tagged message changes, or modification timestamp updates.
Add User to Interviewer Pool
Add a user to an interviewer pool. Use this to assign interviewers to interview pools for scheduling and coordination. Requires the hiringProcessMetadataWrite permission.
New File Comment Added
Triggers when a new comment is added to a file in Box. This trigger monitors a specific Box file and fires when new comments are detected.
Add Opening Job
Adds a job to an opening (job requisition) in Ashby ATS. An opening represents a position to be filled, while a job defines the role details. This action associates an existing job with an existing opening, allowing multiple jobs to be linked to a single opening. Use this when you need to add job definitions to an opening or when creating multi-role requisitions. Requires the jobsWrite permission. On success, returns the updated opening with the job added to its jobIds array. On failure, returns error details with specific error codes.
File Metadata Changed
Triggers when a file's metadata or properties change in Box. This trigger monitors a specific Box file and fires when changes are detected in key fields like name, description, size, modification time, parent folder, or status.
Add Opening Location
Tool to add a location to an opening (job requisition). Use when you need to associate a location with an existing opening. Requires the jobsWrite permission.
File Shared Link Changed
Triggers when a file's shared link settings change in Box. This trigger monitors a specific Box file's shared link and fires when changes are detected in the shared link configuration, such as access level, permissions, password protection, expiration date, or vanity URL.
Anonymize Candidate
Anonymize a candidate by removing personally identifiable information. Use this when you need to permanently anonymize a candidate's data. This action cannot be reversed and requires all of the candidate's applications to be in the archived or hired state.
New File Version Uploaded
Triggers when a new file version is uploaded to a file in Box. This trigger monitors a specific Box file and fires when new versions are detected.
Approve Offer
Approve an offer or a specific approval step within an offer's approval process. This action supports two modes: - Complete offer approval: Provide only offerId to approve the entire offer - Step-specific approval: Provide offerId, approvalStepId, and userId to approve a specific step When approving a specific step, both approvalStepId and userId are required together. Requires the 'offersWrite' permission.
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When this happens · Trigger
Do this · Action
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