Crelate

Connect Crelate

Crelate connects with an API key. Two things need to be true on the Crelate side first:

• The account is on Crelate’s Business plan or above. Essentials doesn’t include the API.
• The user whose key you use has API access. If they aren’t a Crelate admin, an admin has to switch it on for them.

1. In Crelate, go to Settings → API and create a key for that user.
2. In Gettingdocs, go to Settings → Integrations, paste it into the Crelate card and click Connect.

On connect we read your record statuses, tags, custom fields, users and attachment types, so your rules can pick from real lists rather than typed guesses. If Crelate won’t let us read your statuses, the connection is refused, because statuses are how we know who must not be contacted.

We register for Crelate’s contact notifications ourselves, so there’s nothing to set up on the Crelate side. Crelate’s own guidance is that integrations check for changes on a schedule, so every rule is also checked every fifteen minutes, whatever notifications arrive.

Crelate chase rules

Open Settings → Integrations → Manage and click New rule. Crelate lets an integration choose candidates by four things, and a rule can use any mix of them:

Writing a rule, then previewing it Replay

GettingDocs / Crelate auto-chase

GettingDocs

Dashboard Clients CampaignsCrelate Notifications Settings

Integrations

Crelate auto-chase

Rules decide which candidates Amy chases, and for which documents.

Rule name

Placed and onboarding

Who to chase

Candidates in Crelate matching everything you pick below. Within one list, any of the picks will do.

Tags 1 picked

OnboardingTempNights

Statuses 1 picked

PlacedActiveInterviewing

Which documents

Each candidate is chased for what their own Crelate record says they owe.

How to decide

Read it from their tags

Needs DBS

PassportRight to WorkDBSReferencesProof of address

Needs RTW

PassportRight to WorkDBSReferencesProof of address

Preview: 9 would be chased

Nothing has been sent. This is what would happen if the rule ran now.

Sarah JonesWould chase

Would be chased for Passport, Right to Work.

Tom OkaforWould chase

Would be chased for DBS.

Priya KaurWould chase

Would be chased for DBS, Passport, Right to Work.

PreviewSave pausedSave and start chasing

Within one list, any pick will do: two tags means either tag. Across lists, all of them have to match. Crelate doesn’t let integrations filter on custom fields, so those can’t decide who is chased, but they can decide what for.

For the documents, either chase everyone for one fixed set, map the values of a custom field to your document types, or read it from their tags: a “Needs DBS” tag can mean “ask for a DBS certificate”. Unmapped and empty values fall back to the set you nominate, as they do for Recruit CRM.

Preview and Run now work exactly as described above, and a rule only considers candidates changed after it was made.

Filing to Crelate

Documents are attached to the candidate’s Crelate contact, under the attachment type whose name matches the document type. A passport lands under Passport if you have that type.

Where documents land in Crelate Replay

Crelate / Candidates / Sarah Jones

SJSarah JonesCare Assistant · Brighton

OverviewAttachmentsNotes

NameAttachment type

Sarah Jones CV.pdfResume

sarah-jones-passport.jpgGettingDocsPassport

dbs-certificate.pdfGettingDocsDBS

NoteAll requested documents have been collected and attached to this record: Passport, DBS. Collected automatically by GettingDocs.

If no attachment type matches, the file is still attached, just untyped. Integrations can’t create attachment types in Crelate, so add the ones you want there for the tidiest filing. Files over 25 MB aren’t uploaded.

With the note option on, Amy adds one note to the contact once everything is in. Like the files, it’s posted as the user who made the API key.