shortlist candidates

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Posted on by Veblitz

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I have below sharepoint lists

Candidate List

Name

experience

skills

-----------------------------

Job details list

Job description

years of exp

skills

----------------------------------

shortlisted candidates

Names

skills

years of exp

i need to shortlist candidates based on job details list and compare with candidate list and AI should shortlist the candidates into shortlisted candidates list

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Building flows

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Nived_Nambiar 18,129 Super User 2025 Season 2 on at

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shortlist candidates

Hi,

I think you need to shortlist based on job description by comparing experience data provided by candidate. If yes, i would recommend using prompts in AI Hub.

Create a prompt in AI Hub where you can put a prompt like this (this is for an example)

Please compare the following experience {{experience}} with job description provided below {{job description}} Give the answer as either shortlist or not shortlist.

So here {{experience}} and {{job description}} would be the parameters passed to prompt which we have created.

Now the prompt will give you answer as shortlist or not shortlist. So based on that you can place the details in Shortlist sharepoint list.
Use this custom prompt in power automate to get required output and then adding details to another list.

To know more around custom prompts usage in power automate, refer this blog for getting idea

https://nivednambiar.wordpress.com/2024/03/25/excel-document-summarizer-using-power-automate-and-gpt-actions/

Thanks & Regards,
Nived N
LinkedIn: Nived N's LinkedIn
YouTube: Nived N's YouTube Channel
Blog: Nived Nambiar's Blogs
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Veblitz 2,249 on at

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shortlist candidates

But in custom prompt we create variables for job description and experience parameters and these two parameters needs to be passed dynamic,what I mean by dynamic is that candidate SharePoint list and job postings SharePoint list is our input parameters right.so ai prompt should check from both SharePoint list for decision. How to pass parameters for this.

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Nived_Nambiar 18,129 Super User 2025 Season 2 on at

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shortlist candidates

Hi,

Well you can tune the prompt as per your requirement. I forget about that point - from job details list you need to pass all details , while from candidates list, u just need to pass 2 parameters- i.e experience and skills as name parameter is not a factor in deciding the shortlist.

So the prompt can be designed like this

Please compare the following experience of a candidate {{experience}} with their skillsets {{skills}} with following job detaiils posted Job description - {{jobdescription}} years of experience -{{yearsofexperience_required}} skills needed - {{skillsets_required}} Give the answer as either shortlist or not shortlist for this job

I think you are trying to pass all job details and candidate details at once and need to get the results, but i don't think that will possible.

Like logic to implement in power automate would be -

Loop through all candidates details

for each candidate- loop through all job details

for each job and candidate combination - use the above prompt and get the output. if output is shortlisted- put it in required list

Thanks & Regards,
Nived N
LinkedIn: Nived N's LinkedIn
YouTube: Nived N's YouTube Channel
Blog: Nived Nambiar's Blogs
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Veblitz 2,249 on at

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shortlist candidates

Im facing error while building powerautomate flow,kindly shed some light.

let me know if you have any questions.

Output

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Veblitz 2,249 on at

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Please check below prompt details and their sample output response.

But im facing issue with powerautomate flow in prev response

Sample Test output

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Nived_Nambiar 18,129 Super User 2025 Season 2 on at

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shortlist candidates

Hi,

do you have additional error details ? i could see that error message that action got failed only.

Thanks & Regards,
Nived N
LinkedIn: Nived N's LinkedIn
YouTube: Nived N's YouTube Channel
Blog: Nived Nambiar's Blogs
Found my answer helpful? Please consider marking it as the solution!
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Veblitz 2,249 on at

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There is no additional error information and below is the only error details we could find while running the below flow. Not sure if anything incorrect in flow steps because though it fails it create item in shortlist candidates list hence it's unclear in overall context

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Nived_Nambiar 18,129 Super User 2025 Season 2 on at

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Hi one thing forget to ask - did it failed for all iterations or only some iterations.

Could you let me know if candidate is shortlisted for a job , we can stop the iteration ?

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Veblitz 2,249 on at

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Sorry its getting failed for all the iterations and BTW im not sure if there are logical error in the below flow. Kindly advise.Thanks in advance.

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Nived_Nambiar 18,129 Super User 2025 Season 2 on at

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shortlist candidates

Hi,

i don't think it failed for all iterations, as from below screenshot, it is evident that atleast one iteration has successfull result.

And i also noticed your prompt response when testing it, i could see that prompt responded in complete sentences, but we just need need output from prompt either shortlist or not shorlist

Now to make respond like that, at the end of prompt instead of Give the answer as either shortlist or not shortlist for this job - specify like this - Give the answer as shortlist or not shortlist

so that we can enforce the prompt to give that answer either shortlist or not shortlisted instead of giving long answer.

Now could you please specifically move through each iteration and see what error is shown in that action where error has occured - that would help :)

Thanks & Regards,
Nived N
LinkedIn: Nived N's LinkedIn
YouTube: Nived N's YouTube Channel
Blog: Nived Nambiar's Blogs
Found my answer helpful? Please consider marking it as the solution!
Your appreciation keeps me motivated. Thank you!

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