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Home > Guides > Administrator Guide > Configurable Screens > xAlerts

xAlerts

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Page Location: Admin > Page Builder > Alerts


NOTE: This feature requires some IT setup to make the link to the library and to indicate who should get the email confirmations.  
It DOES NOT automatically start triggering emails as soon as it is installed.  
It DOES NOT automatically start triggering emails as soon as the monitoring component is installed.
Selecting which monitors are active AND the external monitoring component are needed before this feature will trigger emails.

Overview

This feature allows you to set up automated email reminders for various recruiting activities. Visibility Software maintains a library of alerts and you import the ones that you want to use. Once you have imported the alerts you want, you must apply the email template that you want to send and basically the setup is done. Every night a scheduled process is run to look for certain conditions. If the conditions are met, the alert is generated, an email is sent out and a record of this entered into the alerts for your reference. Each alert looks for a different set of conditions.

Set Up

  1. Set up the scheduling tool on the server (Instructions are available in the current 'installation guide'. If you do not have this please reach out to the support team)
  2. Go to Admin > Page Builder > Alerts. From here click on the 'Import' button at the bottom right-hand corner of the page. This takes you into the library of alerts.
  3. The library lists the alerts in a table format. The alert name is a hyperlink and by clicking the name, you import that alert into your Cyber Recruiter system for use. Repeat this process for each desired alert.
  4. Once you have the alert(s) you want in your system, they will queue up in a table format as 'Inactive' because they are not ready for use yet. Check the box at the bottom of the page to see the 'Show Inactive' alerts. (Inactive alerts will be shaded in red.)
  5. Click on the 'Edit' icon (pencil) and select the appropriate email template for this alert. NOTE: Most of the alerts only offer you standard email templates and some offer both custom and standard email templates.  If you don't see a template here that you want to use and have the option for custom email templates, exit this area and go to Admin > Page Builder > Correspondence Templates > Custom Templates Tab to create the necessary email template. Then come back to the alerts section to connect that email template to the alert. Additionally, uncheck the box in here for 'Inactive' to make the alert applicable. Click the 'Save Changes' icon (Disc) at the top of the page to complete this step.
  6. Repeat this process for each alert imported.

This is all that is needed to setup the alerts and the window scheduler will run each night sending out the right alerts as setup.

Library Overview

The 'Alerts Library' displays a table of alerts from which to choose.  NOTE: If your organization has very stringent policies about accessing the internet from our application servers, such that you are not able to get to the Alerts Library to download the Alerts, please contact the support group in order to obtain another way to download the coding needed to select the Alerts. 
  • Column 1: Alert - This is the alert name and is a hyperlink. When you click on the link, you are importing the alert into your Cyber Recruiter system.
  • Column 2: Related To - This indicates what feature of the system the alert is connected.
  • Column 3: Latest Version - This is the most current and up-to-date alert in the library, the date changes if/when Visibility Software makes an adjustment to the alert. When changes are made, the 'Release Notes' will indicate the change as a 'Potential Client Impact'.
  • Column 4: Your Version - This is the date of your alert that you are using on your system. If the date in this column matches what is in 'Column 3', then you have the most up to date alert but if your alert date is earlier the date in 'Column 3', you do not have the latest alert. This is an easy fix. Just click the alert name (Column 1) again and you will import the latest alert into your Cyber Recruiter system. If this column is blank, then it means that you are not using that alert and it is not in your system.
  • Requisition Approval 1 Day Past Due
    • Trigger = 1 Day Past the Requisition Approval Request/Sent Date with no confirmation
    • Monitored Field = Requisition Approval Request/Sent Date; Current Date & No Confirmation
    • Notification To = Approver
    • Summary = Selected email is sent to the Approver(s) when the Current Date is 1 day past the Requisition Approval Request/Sent Date and there is no confirmation response.
  • Requisition Approval 3 Days Past Due
    • Trigger = 3 Days Past the Requisition Approval Request/Sent Date with no confirmation
    • Monitored Field = Requisition Approval Request/Sent Date; Current Date & No Confirmation
    • Notification To = Approver
    • Summary = Selected email is sent to the Approver(s) when the Current Date is 3 days past the Requisition Approval Request/Sent Date and there is no confirmation response.
  • Requisition Approval 7 Days Past Due
    • Trigger = 7 Days Past the Requisition Approval Request/Sent Date with no confirmation
    • Monitored Field = Requisition Approval Request/Sent Date; Current Date & No Confirmation
    • Notification To = Approver
    • Summary = Selected email is sent to the Approver(s) when the Current Date is 7 days past the Requisition Approval Request/Sent Date and there is no confirmation response.
  • Position Expiring in 7 Days
    • Trigger = 7 Days Prior to the Post Until date is reached
    • Monitored Field = Post Until & Current Date
    • Notification To = Recruiter
    • Summary = Selected email is sent to the Recruiter when the Remove Posting date is 7 days from the current date.
  • Applicant Started Application 7 Days Ago and Hasn't Finished Yet
    • Trigger = Overall Status Code starts with INCOMPLETE and Application Date is 7 days ago and the Requisition Status is not C or starts with CLOSED
    • Monitored Field = Overall Status, Application Date, Current Date
    • Notification To = Applicant
    • Summary = Selected email is sent to the Applicant who has not completed his/her application process.
  • Applicant Applied to a New Position 7 Days Ago and Hasn't Finished Yet
    • Trigger = Status connected to the requisition starts with INCOMPLETE and the Assign Date is 7 days ago and the Requisition Status is not C or starts with CLOSED
    • Monitored Field = Assigned Req Status, Assigned Date, Current Date
    • Notification To = Applicant
    • Summary = Selected email is sent to the Applicant who has not completed his/her application process for additional position. 
  • Routing 1 Day Past Due
    • Trigger = 1 Day Past the Routing Request/Sent Date with no confirmation and the requisition status is not C or H or starting with CLOSED or HOLD
    • Monitored Field = Routing Request/Sent Date; Current Date & No Confirmation; Requisition Status
    • Notification To = Person Routed To
    • Summary = Selected email is sent to the 'Routed To Person(s)' when the Current Date is 1 day past the Requisition Routing Request/Sent Date and there is no confirmation response.
  • Routing 3 Days Past Due
    • Trigger = 3 Days Past the Routing Request/Sent Date with no confirmation and the requisition status is not C or H or starting with CLOSED or HOLD
    • Monitored Field = Routing Request/Sent Date; Current Date & No Confirmation; Requisition Status
    • Notification To = Person Routed To
    • Summary = Selected email is sent to the 'Routed To Person(s)' when the Current Date is 3 days past the Requisition Routing Request/Sent Date and there is no confirmation response.
  • Routing 7 Days Past Due
    • Trigger = 7 Days Past the Routing Request/Sent Date with no confirmation and the requisition status is not C or H or starting with CLOSED or HOLD
    • Monitored Field = Routing Request/Sent Date; Current Date & No Confirmation; Requisition Status
    • Notification To = Person Routed To
    • Summary = Selected email is sent to the 'Routed To Person(s)' when the Current Date is 7 days past the Requisition Routing Request/Sent Date and there is no confirmation response.
  • Interview Request 1 Day Past Due
    • Trigger = 1 Day Past the Interview Request/Sent Date with no confirmation
    • Monitored Fields = Interview Request/Sent Date; Current Date & No Confirmation
    • Notification To = Interviewer
    • Summary = Selected email is sent to the Interviewer(s) when the Current Date is 1 day past the Interview Request/Sent Date and there is no confirmation response.
  • Interview Request 3 Days Past Due
    • Trigger = 3 Days Past the Interview Request/Sent Date with no confirmation
    • Monitored Fields = Interview Request/Sent Date; Current Date & No Confirmation
    • Notification To = Interviewer
    • Summary = Selected email is sent to the Interviewer(s) when the Current Date is 3 days past the Interview Request/Sent Date and there is no confirmation response.
  • Interview Request 7 Days Past Due
    • Trigger = 7 Days Past the Interview Request/Sent Date with no confirmation
    • Monitored Fields = Interview Request/Sent Date; Current Date & No Confirmation
    • Notification To = Interviewer
    • Summary = Selected email is sent to the Interviewer(s) when the Current Date is 7 days past the Interview Request/Sent Date and there is no confirmation response.
  • Interview in 7 Days
    • Trigger = 7 Days until the Interview Date
    • Monitored Field = Interview Date & Current Date
    • Notification To = Interviewer
    • Summary = Selected email is sent to the Interviewer(s) when the Current Date is 7 days out from the Interview Date.
  • Interview in 3 Days
    • Trigger = 3 Days until the Interview Date
    • Monitored Field = Interview Date & Current Date
    • Notification To = Interviewer
    • Summary = Selected email is sent to the Interviewer(s) when the Current Date is 3 days out from the Interview Date.
  • Interview in 1 Day
    • Trigger = 1 Day until the Interview Date
    • Monitored Field = Interview Date & Current Date
    • Notification To = Interviewer
    • Summary = Selected email is sent to the Interviewer(s) when the Current Date is 1 day out from the Interview Date.
  • Interview Evaluation 1 Day Past Due
    • Trigger = 1 Day Past the Interview Date, but not older than 30 days past due, & at least 1 Required Evaluation Questions is not answered.
    • Monitored Field = Interview Date ; Current Date; Evaluation Questions Unanswered
    • Notification To = Interviewer
    • Summary = Selected email is sent to the Interviewer(s) when the Current Date is 1 day past the Interview Date and there is at least 1 required question (not hidden) that is not answered.
  • Interview Evaluation 3 Days Past Due
    • Trigger = 3 Days Past the Interview Date, but not older than 30 days past due, & at least 1 Required Evaluation Question is not answered.
    • Monitored Field = Interview Date ; Current Date; Evaluation Questions Unanswered
    • Notification To = Interviewer
    • Summary = Selected email is sent to the Interviewer(s) when the Current Date is 3 days past the Interview Date and there is at least 1 required question (not hidden) that is not answered.
  • Interview Evaluation 7 Days Past Due
    • Trigger = 7 Days Past the Interview Date, but not older than 30 days past due, & at least 1 Required Evaluation Question is not answered.
    • Monitored Field = Interview Date ; Current Date; Evaluation Questions Unanswered
    • Notification To = Interviewer
    • Summary = Selected email is sent to the Interviewer(s) when the Current Date is 7 days past the Interview Date and there is at least 1 required question (not hidden) that is not answered.
  • Offer Approval 1 Days Past Due
    • Trigger = 1 Day Past the Offer Request/Sent Date with no confirmation
    • Monitored Field = Offer Request/Sent Date; Current Date & No Confirmation
    • Notification To = Approver
    • Summary = Selected email is sent to the Approver(s) when the Current Date is 1 day past the Offer Request/Sent Date and there is no confirmation response.
  • Offer Approval 3 Days Past Due
    • Trigger = 3 Days Past the Offer Request/Sent Date with no confirmation
    • Monitored Field = Offer Request/Sent Date; Current Date & No Confirmation
    • Notification To = Approver
    • Summary = Selected email is sent to the Approver(s) when the Current Date is 3 days past the Offer Request/Sent Date and there is no confirmation response.
  • Offer Approval 7 Days Past Due
    • Trigger = 7 Days Past the Offer Request/Sent Date with no confirmation
    • Monitored Field = Offer Request/Sent Date; Current Date & No Confirmation
    • Notification To = Approver
    • Summary = Selected email is sent to the Approver(s) when the Current Date is 7 days past the Offer Request/Sent Date and there is no confirmation response.
  • Attachments have been Approved
    • Trigger = Same day as the approval of the attachment
    • Monitored Field = Attachment type is ONBOARDING, Approval Date is Current Date
    • Notification To = Applicant
    • Summary = Sends the applicant an email with the approved attachments from the on-boarding process.
  • Referral Source is Employee Referral
    • Trigger = New Record Added to Cyber Recruitr
    • Monitored Field = Overall Referral Source = EMPREF
    • Notification to = designated email address
    • Summary = Selected email is set to the designated email address when a new applicant is added to the system and the Overall Referral Source (on the application page) is set to 'EMPREF'
  • Employee Referral Bonus Payout Due in 7 Days
    • Trigger = 7 Days Prior to the Bonus Date defined on the Employee Referred page.
    • Monitored Field = Bonus Date & Current Date
    • Notification To = Email address defined in the setup
    • Summary = Selected email is sent to the email address defined in the setup when a bonus date for an employee referral amount (defined in the employee referred page of the applicant's file) is 7 days away.
  • Test Alert
    • Notification = Email address defined in the setup
    • Summary = Triggers an email to the pre-defined email address just alerting the user that the system is working correctly.

How do I make my Alert(s) Active/Inactive?

The alerts you have on your Cyber Recruiter system display in Admin > Page Builder > Alerts. If the alert displays shaded in 'RED' here, that means you have the alert imported but it is not activated, therefore you are not using it. If you don't want to see inactive alerts, uncheck the box in the right-hand bottom corner of the table 'Show Inactive'. To make an alert active or not inactive, click on the 'Edit' icon (Pencil) for the alert. Check the 'Inactive' box to make the alert inactive or uncheck the box to make it active. Click the Save Changes Icon (Disc) at the top of the page to complete your action.
Should you no longer need the alert you can remove it by clicking the 'Delete' Icon (x) at the end of the alert line. It is recommended to NOT delete alerts that have run and have information stored in them because if you delete the alert, the information gathered is lost

How do I know if my Alert(s) are Working?

In Admin > Page Builder > Alerts there is a table that contains the 'Active' and 'Inactive' alerts you have imported.
  • Column 1: Alert/Log - This This is the alert name and alert log. It is a hyperlink that displays a log of all the alert emails that were sent out. You can review this information by a specific date and if you hover over the 'Email' word for each alert email, you can preview the alert that went out.
  • Column 2: Email To - This indicates who is receiving the alert.
  • Column 3: Template - This indicates what email template is attached and sent out by the alert.
  • Column 4: Frequency - This indicates how often the alert is run. Typically most alerts are run once but the approval emails are recurring until the action is satisfied.
  • Column 5: Last Ran - This date is updated each time the window scheduler runs the alerts. So it is really a marker to see if the scheduler is working, not necessarily that each of those alerts went out that day.
  • Column 6: Active - This indicates whether the alert is active or not.
  • Column 7: Delete Icon - This is where you can delete the alert if necessary.

Each time the scheduled procedure runs, if certain conditions are met, an alert email is sent out and recorded here in the alert log.

See also

Communication Templates