Elixr ATS Agent - Help Documentation

Overview

Elixr ATS Agent is an AI-powered automation solution designed to streamline the resume screening process by intelligently matching candidate profiles against job descriptions. Built on the n8n workflow automation platform, this agent operates in the cloud and integrates with multiple services to deliver a seamless, end-to-end recruitment support system.

Key Features

• AI-Based Resume Scoring: Uses Google Gemini Flash 2.0 to evaluate resumes and assign a match score (0–100) based on the provided job description.
• Automated Workflow: Runs on a cloud-hosted n8n workflow, which can be triggered manually or kept active for continuous operation.
• Web-Based Control Panel: A user-friendly WebUI hosted at https://atsagent-v1.theelixrlabs.pro allows users to configure inputs and monitor processing status in real time.
• Excel-Based Reporting: Results are logged in a structured Excel report stored in OneDrive, maintaining consistency using a predefined template.
• Live Status & Logging: Real-time status updates are shown in the WebUI, while detailed logs are maintained in the "Logs" sheet of the Excel report.
• FireStore Integration: Status metadata is stored in Google FireStore database for live update in WebUI.

Resume Processing Workflow

1. Email Intake: Resumes are received via a shared Outlook mailbox. A preconfigured rule moves relevant emails to the "New Resumes" folder.
2. Polling: The agent polls the mailbox every 1 minute for new emails.
3. Filtering: Emails with attachments and subjects containing keywords like "job" or "resume" are selected.
4. Validation: Only attachments in .pdf, .doc, or .docx formats are processed. Others are skipped and marked with [NORESUME].
5. Parsing: Valid resumes are parsed using LlamaParse, which supports a wide range of document formats.
6. Information Extraction: Personal, educational, and professional details are extracted using AI prompts.
7. Duplicate Check: The system checks for duplicates by comparing email and mobile number with existing entries in the Excel report.
8. Scoring: If not a duplicate, the resume is matched against the job description and scored using AI.
9. Data Logging: Parsed data and scores are stored in the "Candidates" sheet of the Excel report.
10. Email Management: Processed emails are moved to the "Processed Resumes" folder with appropriate status tags ([DUPLICATE], [NORESUME], etc.).
11. Loop Control: The system waits for a stop signal for up to 1 minute before repeating the cycle.

Required Accounts & Integrations

• n8n Account – https://n8n.io
• Outlook Account – For accessing the shared mailbox. Rules can be set only from browser clicking "Open another mailbox" option in profile menu.
• OneDrive/SharePoint Account – For storing and updating the Excel report and Job Description docx files.
• LlamaParse Account – https://cloud.llamaindex.ai for document parsing.
• Google Gemini API Key – https://aistudio.google.com/app/apikey for AI-based extraction and scoring.
• FireStore Account – https://console.firebase.google.com For storing and updating live status data.

Usage Instructions

• Login to WebUI COntrol Panel using pre-assigned credentials. You can also sign-up to use custom credentials, but need approval from site admin to get access
• Setup shared outlook mailbox account in outlook desktop with help of admin team. You can also view from browser for accurate refreshing, setting rules, etc.
• Setup SharePoint shared folder on https://theelixrlabs.sharepoint.com/sites/EXR-Resume-screener/Shared Documents/Elixr Resumes to save your JobDescription doc/docx files and Excel report sheets in xlsx format. You can add shortcut to OneDrive to view from desktop and get path correctly using "Copy as path" right-click menu on the file. Remove the root path before "\Elixr Resumes\.." to get relative path.
• Give the relative paths of both files in the Control Panel textboxes. DO NOT use https url or C:\ full path. Create appropriate folder structure as needed if any, under your "/Elixr Resumes/Test folder-**" path.
  e.g.:
  /Elixr Resumes/Test folder-QA/Senior Java Developer_JD001_ 2025_AI_ScreenResult.xlsx
  /Elixr Resumes/Test folder-QA/JD/Senior Java Developer_JD_ 2025.docx
• Give the cutoff score for selected candidates.
• Click "Start" button to start execution. If AI agent is active, it will show "RUNNING" status, else will give error message.
• Click "Stop" button to stop execution once it is running/waiting. If AI agent is stopped, it will show "STOPPED" status. WIll take some time to change the status.