Goal

When a candidate reaches Pending Start in Workable, automatically create/update their record in Quickbase with key details, resume, and profile photo.

Trigger

Workable event: Candidate stage changes to Pending Start (Job pipeline).

Actions

• Create Candidate in Quickbase: Search by unique ID to avoid duplicates.

• Map Candidate Details: Core fields = Full name, email, phone, job title / req, hiring manager, location, start date, source, stage, Workable profile URL. IDs = Workable Candidate ID, Job ID, Application ID for traceability.

• Attach Resume: Download latest resume file from Workable, upload to Quickbase file field (e.g., Resume).

• Attach Profile Photo: Retrieve candidate avatar/photo URL from Workable, upload to Quickbase image/file field (e.g., Profile Photo).

• Post-Processing: Set Status = Pending Start in Quickbase.

Error Handling & Safeguards

• Stage filter: Proceed only if stage equals Pending Start (exact match).

• Duplicates: Use Find with unique key to avoid dupes.

• File fallbacks: If photo/resume missing, continue and log a note.

• Retries & logging: Enable Zapier error notifications.

Maintenance

• Keep field mappings documented in Zap description.

• Test whenever Workable/Quickbase fields change (new custom fields, renamed stages).

• Review Zap Task History weekly for failures/timeouts.