Create an Ashby application from a completed intake
A finished intake document can enter the candidate into the right hiring pipeline.
Trigger
Document Word Count Threshold
Triggers when a Google Doc's word/character count crosses a user-defined threshold. This trigger monitors a specific Google Doc and fires when its word or character count becomes greater than or equal to the configured threshold value.
Action
Create Application
Create a new job application by associating a candidate with a job opening in Ashby ATS. Use this action to: - Add a candidate to a job's hiring pipeline and interview process - Track the source of the application (referral, job board, etc.) - Credit a user (recruiter/referrer) for bringing in the candidate - Place the candidate directly into a specific interview stage (optional) The created application will automatically be assigned to the job's hiring team and start tracking the candidate's progress through the interview stages. Required: candidateId and jobId must reference existing entities in Ashby.
Why this helps
Completed intake packets often wait in folders before someone submits the application.
- Reduces intake backlog
- Creates consistent application records
- Links documented context to the hiring process
Setup
Build it in a few focused steps.
- 1Connect Google Docs and Ashby once in Notis.
- 2Create an automation describing how to identify the candidate and job from the document.
- 3Pick Document Word Count Threshold as the trigger.
- 4Choose a report channel and test with one document that crosses the threshold.
Questions about this workflow
Why use a word threshold?
It provides a simple signal that a structured intake document is substantially complete.
Can the source be a specific document?
Yes, describe the document and matching rules in the automation instruction.
When this happens · Trigger
Do this · Action
Supported Triggers and Actions
Notis builds workflows that link Google Docs to Ashby. A trigger fires from one place; an action lands in another.
Google Docs 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.
New Document Created
Triggers when a new Google Doc is created. This trigger monitors Google Docs and fires when new documents are detected. Uses timestamp filtering to efficiently poll for new documents.
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.
Document Deleted
Triggers when an existing Google Doc is deleted (moved to trash). This trigger monitors Google Docs and fires when documents are trashed.
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.
Document Placeholder Filled
Triggers when a Google Doc's plain text changes such that a configured placeholder token/pattern is no longer present (i.e., the document has been filled in). This trigger monitors a specific Google Doc and fires when a placeholder pattern that was previously present is no longer found in the document's plain text.
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.
Document Search Update
Triggers when a Google Doc matching a user-defined search query is newly created or updated since the last poll. This trigger uses timestamp filtering to efficiently monitor documents.
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.
Document Structure Changed
Triggers when a Google Doc's structure changes (headers/footers added/removed, tables/images count changes). This trigger monitors a specific document for structural changes like: - Headers added or removed - Footers added or removed - Tables added or removed - Images (inline objects) added or removed - Positioned objects added or removed - Footnotes added or removed
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.
Document Updated
Triggers when an existing Google Doc is updated or modified. This trigger monitors Google Docs and fires when documents are updated.
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.
Connect any two apps with Notis in the middle.
Google Docs and Ashby, or any other combination from 1,000+ integrations.
When this happens · Trigger
Do this · Action
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