Turn Drive hiring briefs into Ashby job records
Keep approved role briefs close to the hiring process by turning a matching Drive document into an Ashby job record.
Trigger
New File Matching Query
Triggers when a new Google Drive file matches a provided query. This is the legacy query-centric trigger: it preserves Drive API query config such as ``corpora`` / ``driveId`` aliases and emits the historical ``file_matching_query`` event type. ``FileCreatedTrigger`` covers the broader "new file" case and emits ``file_created``.
Action
Create Job
Create a new job opening in Ashby ATS. Use this action to: - Add a new role to your organization with a title, department, location, and brand - Set up the job structure before publishing or opening it to candidates - Optionally assign a default interview plan to define the hiring process Important notes: - Newly created jobs start in 'Draft' status and cannot accept applications yet - To open the job for applications, you must set a defaultInterviewPlanId either during creation or update it later - Use LIST_DEPARTMENTS, LIST_LOCATIONS, LIST_BRAND, and LIST_INTERVIEW_PLANS actions to get valid IDs - The job creator is automatically set as the author
Why this helps
A role can be approved in a document but still wait while someone re-enters the details into the ATS.
- Reduce copying between role briefs and the ATS
- Start a job record from the approved brief
- Identify missing department, location, or other required details
Setup
Build it in a few focused steps.
- 1Connect Google Drive and Ashby once in the Notis portal.
- 2Create an automation in Automations, New Automation, and give it a name.
- 3Describe that Notis should use matching hiring briefs to create Ashby jobs from stated details and report anything missing or ambiguous.
- 4Pick the Google Drive New File Matching Query trigger, provide the query as part of trigger setup, and choose where run reports should go.
- 5Test with one real hiring brief that matches the query.
Questions about this workflow
Will Notis guess missing job details?
No. Tell Notis to use only details in the brief and report gaps for review.
Does creating the job publish it?
This action creates a job record. The workflow does not claim to publish the job posting.
When this happens · Trigger
Do this · Action
Supported Triggers and Actions
Notis builds workflows that link Google Drive to Ashby. A trigger fires from one place; an action lands in another.
Google Drive 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.
Comment Added (Docs/Sheets/Slides)
Triggers when a new comment is added to Google Docs, Sheets, or Slides.
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.
File Created
Triggers when a new file is created in Google Drive.
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.
File Deleted or Trashed
Triggers when a file is moved to trash or permanently deleted in Drive.
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 Shared (Permissions Added)
Triggers when new sharing permissions are granted to a file or folder. Uses Drive's `changes.list` endpoint with inline `permissions` in the `fields` mask so each change carries the file's current permission set provider-atomically. We diff that against `seen_permission_keys` to identify newly added grants. Drive page tokens are the primary cursor; if Drive rejects a stored token, the trigger raises `PollingTriggerError` without clearing state rather than silently re-baselining and dropping events. Limitation: truly ephemeral permissions (added and revoked between two polls without any other file modification in between) are not detected. Drive Activity API would catch those but requires an additional OAuth scope and a different payload contract.
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 Updated
Triggers when a file's metadata or content changes in Google Drive.
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.
Google Drive Changes
Triggers when changes are detected in a Google Drive.
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 Drive and Ashby, or any other combination from 1,000+ integrations.
When this happens · Trigger
Do this · Action
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