Automate Candidate Referral Creation

AI agent

The Recruiting Email Referral Agent automates referral intake and referral creation for Opportunity Marketplace. Employees can submit referrals by sending email to a configured inbox with one resume attachment. The agent monitors the inbox, evaluates the email content, sender details, and attachment metadata, and determines whether the message is a valid referral request. Messages that aren't referral requests are stopped and receive an automated response.

For valid email referrals, the workflow verifies that the sender is an employee and that the message has one resume attachment. The Recruiting Referral Creation Agent retrieves and parses the resume, extracts candidate profile details, looks up existing candidate records, creates a candidate profile when needed, and blocks referrals for internal candidates.

The agent uses keywords from the resume, email, and explicit job details to search Opportunity Marketplace jobs. It excludes jobs that the candidate has already applied to or is already a prospect for, ranks matching results, and selects up to the top five jobs. For email referrals, it creates referral records for the selected jobs and sends a completion or failure notification to the referrer. When the core agent is called without a sender email address, it returns matching jobs to Opportunity Marketplace so the referral can continue through the UI flow.

Business benefit: This feature reduces manual referral processing by automating referral intake, resume parsing, candidate creation or resolution, job matching, referral creation, and status notifications. Employees can submit referrals with less manual navigation, and recruiting teams receive referrals tied to matching requisitions and candidate records.

Steps to enable and configure

  1. Configure the inbound email account in AI Agent Studio, including the mailbox, folder, polling interval, and authorization details. For details, see Add Email Accounts.
  2. Use the configured email account as the trigger point for the Recruiting Email Referral Agent. For details, see Create AI Agents Using Preconfigured Templates.
  3. Publish or enable the Recruiting Email Referral Agent and the Recruiting Referral Creation Agent.
  4. Assign the required agent access ORA_HCM_IRC_EMP_WF_AGENT_ACCESS.
  5. Confirm that dependent services and agents are available, including Candidate Resume Parser, Create Recruiting Candidate, Candidate Lookup REST, Opportunity Marketplace Job Search, Referral Service, and Notification/Email Service.

NOTE: Email referral processing supports a single English-language resume attachment. Non-English resumes and messages with multiple resume attachments aren't supported at this time.

Tips and considerations

  • Job segmentation isn't considered at this time.
  • Only internal employees can create referrals through the email referral flow. Messages from non-internal senders are rejected.
  • If the resume belongs to an internal candidate, referral creation is blocked and the sender is instructed to use the employee referral path.
  • If no suitable jobs are found, no referral is created and the referrer receives a notification.
  • If the core agent is called without a sender email address, it returns matching jobs to Opportunity Marketplace and skips referral creation.

Access requirements

The core Referral Creation Agent uses ORA_HCM_IRC_EMP_WF_AGENT_ACCESS. Email referral creation also validates that the sender is an internal employee. The Recruiting Email Referral Agent requires a configured inbound email account as its trigger.

The agents you can view depend on the roles and privileges assigned to you. To access the Career Coach agent, your role must be explicitly granted access to it by an AI Studio Administrator. See How can I give users access to AI agents and Access Requirements for AI Agent Studio.