System Improvement

Hi ​@Juvy, Excuse us for the lengthly wait. I hope the content below is helpful. Please let me know otherwise. 

1) The people you’re looking for aren’t available as a valid “recipient type” in that action

In Workflow Automation, who you can send to depends on what the workflow action supports (for example, “Send Email” can target specific recipient groupings such as position followers, and the system can further filter which followers are eligible via Recipient Role allowlisting). 

So if you’re expecting “any employee in the company directory” to appear, but the UI is really showing role-based recipients (like followers with certain roles), you’ll only see the subset that matches the allowed roles. 

2) Role-based allowlisting is filtering out recipients

There’s a specific behavior where when you choose Followers as the recipient, a Recipient Role field appears and acts as a whitelist—only followers who have at least one of the selected global roles will receive the email. If the roles are too restrictive, it can look like “people are missing” from the recipient list.

3) The “recruiter / hiring manager” fields rely on email addresses (not names)

If what you’re trying to do is notify recruiters/hiring managers (or filter by them) and it looks like some people aren’t showing up, note that Eightfold requires email addresses for recruiter/hiring manager filtering (not names). If those email values aren’t populated correctly upstream (typically via ATS import), they won’t be selectable/usable the way you expect.

4) Instance user data / directory isn’t fully present (or not updated)

If a user simply doesn’t exist in the instance user base (or is inactive), they won’t reliably show up as selectable recipients.

While I don’t have a single doc here that enumerates every user-sync path, the Admin Console does provide user management capabilities (including advanced filtering and bulk actions), which is where admins typically validate whether a user exists/active in the tenant.

How to fix it (practical checklist)

1. Confirm which recipient mode you’re using in the workflow action (e.g., Followers vs manually-entered recipients) and whether it’s inherently role-scoped.
2. If using Followers:
   • Review the Recipient Role selection.
   • Add the missing global roles (or remove the allowlist restriction if your configuration allows), so the intended recipients are eligible.
3. If your intent is to target recruiters/hiring managers:
   • Validate that those fields are populated with email addresses (not just names) in the underlying data feed.
4. Ask your admin to verify the missing people in Manage Users (exist, active, correct email/domain), since recipient pickers generally depend on the instance’s user records.