AI Recruitment Screener: ERPNext & Gemini Candidate Shortlisting Agent

Unlock Automated Candidate Screening with this AI Agent

Streamline your hiring process with this AI-driven n8n workflow. When a new candidate applies via ERPNext, this agent automatically fetches their resume (currently handles PDFs, extensible to other formats), extracts the text, and retrieves the corresponding job description from ERPNext.

Powered by Google Gemini, the AI Agent then performs a detailed 'candidate screening' ability: it compares the resume against the job requirements, providing a fit level (Strong, Moderate, Weak), a percentage score, a 0-5 star rating, and a concise justification for its assessment. This analysis is then used to update the candidate's record and status (e.g., Accepted, Rejected) directly in ERPNext. The workflow also includes example steps for notifying applicants via email (Outlook) or WhatsApp.

Key Features & Benefits

• Automated ERPNext Integration: Triggers on new job applications in ERPNext and updates candidate status and AI-generated scores back to ERPNext.
• AI-Powered Candidate Screening: Leverages Google Gemini to intelligently analyze resumes against job descriptions, providing scores, fit levels, and justifications.
• Resume Processing: Downloads resumes from provided links and extracts text (PDFs handled, can be extended for .doc, .txt, etc.).
• Configurable Decision Logic: Uses AI-generated scores to automatically decide on candidate status (e.g., shortlist if score > 80).
• Automated Notifications: Includes templates for notifying candidates of their status via Microsoft Outlook or WhatsApp Business Cloud.
• Reduces Manual Work: Significantly cuts down the time spent on initial resume reviews, allowing your HR team to focus on qualified candidates.
• Consistent Evaluation: Ensures a standardized initial screening process based on defined criteria and AI analysis.

• An n8n instance (Cloud or self-hosted).
• ERPNext instance with REST API access (API Key & Secret for an ERPNext user with appropriate permissions for Job Applicant and Job Opening DocTypes).
• Google Gemini API Key (via Google AI Studio or Vertex AI).
• (Optional) Credentials for Microsoft Outlook (OAuth2) if using email notifications.
• (Optional) Credentials for WhatsApp Business Cloud API if using WhatsApp notifications.
• ERPNext Webhook configured on the 'Job Applicant' DocType, set to trigger 'on_save' or 'on_submit' (as per your ERPNext workflow for new applicants), pointing to the n8n Webhook URL.

1. Download the n8n workflow JSON file.
2. Import the workflow into your n8n instance.
3. Configure Webhook Trigger: In ERPNext, navigate to 'Webhook' list, create a new Webhook. Set 'Webhook For' to 'Job Applicant'. Set 'Webhook Event' to how new applications are finalized in your system (e.g., on_submit or on_save). Enter the n8n Webhook URL (from the 'Webhook' node in n8n) into the 'Request URL' field. Save. Test by submitting a new application and pin the data in the n8n Webhook node.
4. Configure ERPNext Credentials: In n8n, update all 'ERPNext' nodes and 'HTTP Request' nodes interacting with ERPNext by selecting or creating your ERPNext API credentials.
5. Configure Google Gemini: In the 'Google Gemini Chat Model' node, select or create your Google Gemini API credentials using your API Key.
6. Customize AI Prompt (Optional): Review the prompt within the 'Recruitment AI Agent' node. You can adjust the system instructions or output format if needed, though the default is designed for comprehensive screening.
7. Verify ERPNext Custom Fields: Ensure the following custom fields exist in your 'Job Applicant' DocType in ERPNext (create them if they don't, type: Data or Small Text):
   • custom_justification_by_ai
   • custom_fit_level
   • custom_score The applicant_rating field (standard or custom, type: Rating) will also be updated.
8. Configure Notification Nodes (Optional): If using notifications:
   • 'Microsoft Outlook' node: Configure with your Outlook credentials.
   • 'WhatsApp Business Cloud' node: Configure with your WhatsApp API credentials and template details. Customize the message content as needed.
9. Test Thoroughly: Create test job openings and submit a few sample applications with PDF resumes to ensure the entire flow works as expected, including data updates in ERPNext and notifications.
10. Activate the workflow.