Step 2: Connect Google Drive and Map Applicant Data

Store the uploaded CV in Drive and map key fields before creating the Airtable record.

1. In Drive CV Upload, set Name to {{ $binary.Upload_your_CV.fileName }} and Input Data Field Name to Upload_your_CV.
2. Select the target Folder in Drive CV Upload for CV storage.
3. Credential Required: Connect your googleDriveOAuth2Api credentials in Drive CV Upload and Download CV File.
4. In Applicant Info Map, confirm the field mappings are set to:
5. Name → {{ $('Application Form Trigger').item.json['First Name'] + " " + $('Application Form Trigger').item.json['Last Name'] }}
6. Phone → {{ $('Application Form Trigger').item.json.Phone }}
7. email → {{ $('Application Form Trigger').item.json.Email }}
8. Experience → {{ $('Application Form Trigger').item.json["Years of experience"] }}
9. Applied On → {{ $('Application Form Trigger').item.json.submittedAt }}
10. CV link → {{ $json.webViewLink }}

Step 3: Create and Update Airtable Records

Store applicants in Airtable, track status, and log questionnaire responses and screening questions. Multiple Airtable nodes are used, so connect credentials across all Airtable nodes.

1. Open Airtable Create Record and select your Base and Table (Applicants).
2. Confirm these fields in Airtable Create Record:
3. Name → {{ $json.Name }}, Phone → {{ $json.Phone }}, CV Link → {{ $json["CV link"] }}, Applying for → ["Automation Specialist"], Email address → {{ $json.email }}.
4. Credential Required: Connect your airtableTokenApi credentials to all Airtable nodes (6 Airtable and 6 Airtable Tool nodes handle applicants, positions, and updates).
5. In Mark as Rejected, ensure Stage is No hire and the record ID is {{ $('Airtable Create Record').item.json.id }}.
6. In Mark as Interviewing, ensure Stage is Interviewing and the record ID is {{ $('Airtable Create Record').item.json.id }}.
7. In Save Questionnaire Responses, confirm the record ID is {{ $('Airtable Create Record').item.json.id }} and the combined Q&A field uses the existing expression block.
8. In Update Call Time, set Phone interview to {{ $json.message.content['Start time'] }}.
9. In Store Screening Questions, set Phne interview screening questions to {{ $json['Screening Questions'] }}.

Step 4: Configure CV Extraction and AI Scoring

Download the CV, extract text, and score the applicant using the AI agent and structured output parser.

1. In Download CV File, set File ID to {{ $json.fields["CV Link"] }} and keep Operation as download.
2. In Extract PDF Text, set Operation to pdf.
3. In AI Scoring Agent, keep the prompt text and ensure it references the extracted text with {{ $json.text }}.
4. OpenAI Chat Engine is connected as the language model for AI Scoring Agent — ensure credentials are added to OpenAI Chat Engine.
5. Structured Result Parser is connected as the output parser for AI Scoring Agent — configure credentials on the parent AI Scoring Agent if required by your environment.
6. Airtable Position Lookup is an AI tool sub-node for AI Scoring Agent — keep it connected and ensure airtableTokenApi credentials are set on the Airtable tool.
7. In Shortlist Check, set the numeric condition to {{ $json.output.score }} greater than or equal 0.7.

Step 5: Generate and Capture Interview Questions

Produce AI interview questions, present them via a form, and save responses back to Airtable.

1. In Generate Interview Questions, set Model to gpt-4o-mini and ensure JSON Output is enabled.
2. Credential Required: Connect your openAiApi credentials in Generate Interview Questions.
3. Airtable JD Lookup is an AI tool sub-node for Generate Interview Questions — keep it connected and ensure Airtable credentials are on that tool.
4. In Questionnaire Form, keep the five field labels mapped to the expressions:
5. {{ $json.message.content.interview_questions[0].question }} through {{ $json.message.content.interview_questions[4].question }}.
6. In Save Questionnaire Responses, keep the concatenated Q&A mapping block so answers are stored with their questions.

Step 6: Compose and Send Follow-up Email, Then Schedule a Call

Use AI to craft a follow-up email, send it, book a call via Google Calendar, and update Airtable with the meeting time.

1. In Compose Followup Email, set Model to gpt-4o and keep JSON Output enabled.
2. Credential Required: Connect your openAiApi credentials in Compose Followup Email and Schedule Call Slot.
3. Job Posting Lookup and Applicant Detail Fetch are AI tool sub-nodes for Compose Followup Email — ensure Airtable credentials are set on those tools, not on the parent.
4. In Map Email Fields, map To, Subject, and Email Content to:
5. {{ $json.message.content.To }}, {{ $json.message.content.Subject }}, and {{ $json.message.content['Email Content'] }}.
6. In Dispatch Email, set From Email to your sender address and keep:
7. To Email → {{ $json.To }}, Subject → {{ $json.Subject }}, Text → {{ $json['Email Content'] }}.
8. Credential Required: Connect your smtp credentials in Dispatch Email.
9. In Schedule Call Slot, keep the prompt and ensure it references {{ $today }} for date context.
10. Calendar Booking Tool is an AI tool sub-node for Schedule Call Slot — connect googleCalendarOAuth2Api credentials on the tool and keep:
11. Start → {{ $fromAI("start_time", "The start time for the meeting", "string", "2025-01-01T09:00:00Z") }}, End → {{ $fromAI("end_time", "The end time for the meeting", "string", "2025-01-01T09:00:00Z") }}.
12. In Update Call Time, confirm the record ID is {{ $('Save Questionnaire Responses').item.json.id }}.

Step 7: Generate and Store Screening Questions

Create a tailored set of screening questions after the call is scheduled and store them in Airtable.

1. In Draft Screening Questions, keep Model set to gpt-4o and ensure the prompt references {{ $('Extract PDF Text').item.json.text }}.
2. Job Posting Lookup 2 and Applicant Detail Fetch 2 are AI tool sub-nodes for Draft Screening Questions — ensure Airtable credentials are set on those tools.
3. In Map Screening Output, set Screening Questions to {{ $json.message.content['Screening Questions'] }}.
4. In Store Screening Questions, confirm the record ID is {{ $('Update Call Time').item.json.id }} and the questions field uses {{ $json['Screening Questions'] }}.

Step 8: Test and Activate Your Workflow

Verify each step with a sample applicant submission and then enable the workflow for production.

1. Click Execute Workflow and submit a test entry in Application Form Trigger with a PDF CV.
2. Confirm the CV uploads in Drive CV Upload and the Airtable record is created by Airtable Create Record.
3. Validate that AI Scoring Agent outputs a score and Shortlist Check routes to Mark as Interviewing or Mark as Rejected as expected.
4. Complete the Questionnaire Form and confirm Save Questionnaire Responses updates the Airtable record.
5. Check that Dispatch Email sends the follow-up email and Calendar Booking Tool creates a calendar event via Schedule Call Slot.
6. Verify Store Screening Questions contains a populated screening question list.
7. When the test is successful, toggle the workflow to Active to run it in production.