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Communication

16 November 2015 written by

Email Templates

Email templates that can be sent to Profiles or Clients can be added or edited.

Dynamic fields (on the right side) allow information to be drawn automatically from Unatrix and built into the email notification. Various salutations (Mr., Ms., etc.) according to the gender can be stored by clicking on the stylus symbol (pen).

General attachments such as directions to the location can also be attached. Email templates can be assigned to different Interview or Status inputs, to permit limitation of the selection list in the Frontend.

Access Email

Pre-defined email template for sending log-in data.

Email Templates (Recruitment)

Pre-defined email templates that relate to a specific status in the overall application process, e.g. invitation to interview, pool notifications, rejection etc.

Email Templates (Offer Profile)

Pre-defined email templates that can be sent to the Client during the course of an “Offer Profile” Action.

Email Templates (Validity)

Pre-defined email templates that are sent to a Profile depending on the specific Validity of an Action.

Distribution Lists

Multiple Users can be collected together in an Address Group (Distribution List). These Address Groups (or Distribution Lists) can be labeled. This permits the use of Distribution Lists in the “Participants” field for Actions in the Frontend area.

Email Settings

A general email address and name can be defined in this area for internal notification emails. It is also possible to define mail Domains (comma-separated) to which Unatrix sends emails in Base64 format. This allows conversion problems to be avoided, e.g. emails that are passed on to locked Monster Profiles.

Tags

16 November 2015 written by

Tags (Keywords) are an important component of the system and are subdivided into various groups (Skills, Tools, Fields of Study, Branches, Colleges and Companies).

Each Tag can be assigned keywords in each available language. Other spellings or synonyms can be added at any time as keywords. By clicking on the green tick, the respective keyword can be defined as the main keyword of a language. The main keywords (emboldened) will be shown in the Frontend of the respective language.

New Tags can be added both in the Frontend and in the Backend. If a new Tag is a synonym or an alternative spelling for an existing Tag, this can be merged to the existing Tag via the function “Merge”.

Tree structures can also be constructed, in order to render the search in the Frontend more effective. The function “Move” can be used to sub-assign one Tag to another Tag.

A click on the Path (Structure) displays a list of all sub-assigned Tags.

Tags

Interview Locations

16 November 2015 written by

Interview locations or interview rooms can be stored in this area. The Address can be added to interview templates.

Resource email: an individual email address can be stored for each interview location, so as to book this location automatically.

Sources

16 November 2015 written by

Application Sources can be defined in this area. When adding or editing the sources, they can also be assigned in tree-structures.

The abbreviated description will be used in the reports, so as to display the source in a brief format. HP displays define which sources are available in the Online Application Form.

Reports

16 November 2015 written by

Various different reports can be defined in this area, which can then be exported in the Frontend area. There are standard reports and custom reports. They are exported in .csv format and their name can be defined.

Interview Report

The list of interviews. The corresponding columns of the report can be individually designed. The time period can be scoped when calling up this report.

Recruit Report 1

A qualitative report on interviews. In this report, a timeline can be shown within the application process. The selected Status in the Backend indicates the status level at which the Profile will be contacted. The status and time period can be scoped when calling up this report. The scope extends to all Profiles that have achieved the selected Status within the chosen time period.

Recruit Report 2

Generally as Recruit Report 1, but with the difference that the scope extends to all Profiles that achieved the selected Status within the chosen time period, and still have the same Status.

Action Report 1/2

This exports all Profiles that contain the selected Action and Validity for the selected Action, within a specified time period. The time period, the selection between Active/Inactive or All is entered in the Frontend when calling up this report.

Status Report 1/2

This shows all the Profiles that are currently being processed for the corresponding Customer. The Customer is defined in the Frontend. It is possible to define the Actions involved in this report. The report will display the date of the “Offer Profile” Action and the current processing status of the respective Profile.

Matching Report

This lists all Needs that include the matched Profile.

Matching Hits Report

This lists all Profiles that have been matched to a Need. Those with the highest number of matching hits will appear at the top of the list.

Jobs

16 November 2015 written by

Templates

It is possible to create individual text blocks for Job advertisements (Intro/Outro), from which the Frontend User can select.

Job Location

Various different locations can be entered here, for use in the filter (on the Homepage).

Job (email)

If required, automated emails can be created here, which can be sent both to the candidates and internally for online applications.

Sender’s email Address: internal and external emails will be sent with this email address.

Sender’s email Name: internal and external emails will be sent showing this name as the sender’s name.

email to Applicant (with Job): the stored email will be sent automatically to the Candidates applying on a specific Job advertisement.

email to Applicant (Initiative): the stored email will be sent automatically to the Candidates applying spontaneously.

Internal email (with Job): the stored email will be sent automatically to the specified address when a Candidate applies on a specific Job advertisement.

Internal email (Initiative): the stored email will be sent automatically to the specified address when a Candidate applies spontaneously.

Status

16 November 2015 written by

Statuses for all Dimensions can be added.

Status

Set “by default”:
If a Status is designated “by default”, the Object is automatically assigned this Status when it is created.Api per default setzen:

Set “API by default”:
If a Status is designated “API by default”, synchronised records (e.g. Profiles that are imported via Online Application) automatically receive this Status when they are created.

Activation:
No: no automatic activation or deactivation when implemented.
Activate/Deactivate: the corresponding Object (Profile, Need, Client etc) can be automatically activated or deactivated. The User can confirm or reject activation/deactivation in the Frontend.

Profiles

When filtering for a Status Dimensions, the order can be defined.

Send email:

Links an email with a specific Status, and the email will be sent to the Profile automatically after a specified time period has elapsed. It can be defined whether the email should always be sent after expiry of the prescribed time period (in days), or only sent if the selected Status has not changed within this time period.

Settings

Enables to notify internal users when changing the Status of a Profile (Participant field). A description field can also be added.

Specific Actions

16 November 2015 written by

Custom Actions can be created at will. They are linked to Profiles, Needs, Projects and Clients.

Action Groups

Actions Groups enable Actions to be grouped in the Toolbox. They can be added with ‘Add action group’.

Action Group filter

Individual Action Groups can be selected from the selection list. After clicking on “Filter”, all Actions that are in this Action Group are listed out. The position or sequence of the individual Actions can be adjusted accordingly.

Add Action (+ New)

Action group: the added Action can be assigned to an Action Group.

Name: name of this Action

Short name: if required, an abbreviation can be defined for the Action which will be used in reportings.

Profiles/Needs/Clients Dimension:

No: the Dimension is not involved. input or selection is not possible when carrying out the Action in the Frontend area. The Action will be greyed-out in this Dimension in the Toolbox.

Optional/Required: input or selection is either optional or necessary when carrying out the Action in the Frontend area.

Max. Number: available input fields in Frontend

See also Actions (general) description

Object Constraint:

If selected, this function prevents a selected Action from being carried out again within a specified time period (see Example Constraint). The type is first defined: Profile, Need or Contact.

Action Constraint: the corresponding Action can be selected here.

Days Constraint: the counter for the time period is defined.

Scope Constraint: All → takes into account Actions that were created by any user. Own → only for Actions that were created by the User himself/herself count.

Example Constraint: it is not permitted for [constraint object: Contacts] to create an Action [constraint action: Offer Profile], if I have already created this action previously [constraint scope: Self] within the last [constraint days: 30] days.

Process

Actions can be defined here that are related to commercial processes. So, for example, if a Profile is involved in one or more Needs in different process stages (Actions), the User can be provided with an overview in the Frontend area, showing what stage the Profile in question has currently reached in each of the Needs. Activation of “Display Process Tab” enables tabular display in a new tab.

Standard Actions

16 November 2015 written by

Standard Actions can be customized for use in the Frontend area.

Info

See Actions (general) description

Interview

Interviewer in cc: the Interviewer receives a copy of the outgoing email in “cc”.

Email in cc: listed emails receive a copy of the outgoing email in “cc”.

Calendar entry: enables calendar entries (unchecked or checked per default)

Calendar entry (interviewer): the Interviewer receives an automatic calendar entry.

Calendar entry (adder): the Adder of the Interview receives an automatic calendar entry.

Further calendar entries: further calendar entries are sent to the email addresses filed in this field.

Activation, Activate/Deactivate, Send email, Validities: See Actions (general) description

Profile offered

Validities, Custom field: See Actions (general) description

Profile check

This action allows a to ask for Users’ feedback about a Profile.

Name: label is freely definable

Current Status: the Action will be taken as Status in the application process.

No email: everyone in the list of participants will be notified when the Action is added. For Comments or Assessments, no notification emails will be sent to the participants.

email Adder: all participants will be notified when the Action is added. For Comments or Feedback, only the Adder receives a notification email.

email All: all participants will be notified when the Action is added. For Comments or Feedback, a notification email will be sent to everyone on the list of the participants.

Feedback: after saving the settings, a selection of possible feedbacks can be pre-defined under “Feedback / Edit”, e.g. “invite”, “refuse”, etc.

Validities: See Actions (general) description

Staffed

An Action and Validity can be selected, which is used when a Profile has been staffed. It will be displayed in the Needs (selection matching section).

Empty Profile

This Action deletes all data from a Profile, except for a few items that may be retained.
Entry types selected will NOT be deleted when performing this action.
Users will be able to use this Action if set in their Permission group.

Assignment

This function can be activated for the Frontend. Its possible Validities can be configured.

Order

This function can be activated for the Frontend. Its possible Validities can be configured.

Quotation

This function can be activated for the Frontend. Its possible relations and Validities can be configured.

Profiles/Needs/Projects/Clients Dimension:

No: the Dimension is not involved. input or selection is not possible when carrying out the Action in the Frontend.

Optional/Required: input or selection is either optional or necessary when carrying out the Action in the Frontend area.

Actions

16 November 2015 written by

Company-internal processes can be flexibly modeled in this area. Actions can be used to define Process inputs that affect Profiles, Needs, Projects and Clients. There are Standard Actions and Specific Actions in this area which can be customized.

Validities

For each Action, up to four Validity States can be specified if need be, each defining a possible outcome of the Action. email templates can also be linked to each Validity state, which can be sent to a Profile if required. Validity Emails must be created in Communication/Email templates within the Backend.

Yes: positive Status or outcome of an Action
Open: initial Status of an Action
No: negative Status or outcome of an Action
Cancelled: Action has been cancelled.

Calendar Entry (Re-submission)

No: no option for calendar entry
Optional: calendar entry can be used if required.
Automatic: calendar entry will be automatically set

Activate

No: no automatic activation or deactivation when carrying out the Action.
Activate/ deactivate: the corresponding object (Profile, Need, Client etc.) can be automatically activated or deactivated when this action is being performed. The User has the option to confirm or refuse the activation or deactivation in the Frontend area.

Send Email

an email will automatically be sent to the address(es) that are files in the “Email“ field (comma-separated).

Field type (custom)

enables a custom field in this Action when labelled.

Permissions

16 November 2015 written by

Groups

All User rights can be set up in the permissions area. Various “Permission Groups” can be defined, which can then be assigned to the individual Users. If a group is set as default, this Permission Group will be assigned to every User for whom no other Rights Group has been selected.

When creating or editing a Permission Group, the following settings are available in the respective sections:

No: not allowed.

Own: allowed for his entries.

Group: allowed for his and subordinate Users’ entries.

All: allowed for all.

Found: Users will be able to edit the “Found“ entries

Print: if set to yes, Users can access Templates but won’t be able to add or modify general Templates. If set to Edit, Users will also be able to add or modify general Templates.

Send Log-in: Users will be able to send logins to Profiles or Customer Contacts.

Rechtemanagement

Settings

Key account Mode

All Contacts of a Company will be shown to the Attributed User.

Display Companies in all Needs

Company names will be displayed in the Needs.

Fields

16 November 2015 written by

Additional required fields for the Frontend can be added easily at any time and named without restriction under “Fields”. Various types of fields are available: numeric fields, text fields, check box fields, editor fields and dropdown fields. Changes to settings become effective after saving.

General

Profiles and Job advertisements can be assigned to a higher-level Entity. In this context, the word “Entity” can define different companies within a group of companies for example. This function can be activated here. If required, the Entity selection can be displayed directly during Profile and Job creation and may be set as a “mandatory” field. Using “Edit Entities”, the selection can be expanded or re-edited.

Profiles

Uploads:

Upload profile authorization (Profile): users will be able to define if an Upload can be viewed by a Profile having a Login.

Upload customer authorization (Customer): users will be able to define if an Upload can be viewed by a Customer having a Login.

Upload profile authorization / default: added Uploads will be visible by the Profile per default.

Upload customer authorization / default: added Uploads will be visible per default.

Profile / Uploads Autorize all: Current Uploads will be set to visible for the Profile.

Client / Uploads Autorize all: Current Uploads will be set to visible for the Customer.

Personal Data:

Telephone 1 and Telephone 2 can be given a label. Additional telephone numbers or email addresses can be activated through labeling if required.

Affiliation:

Manager Categories: defines which if a Profile Category can be changed in while being in this Category.

Attribute: the action “Attribute (User)” in the Toolbox can be activated here. If required, this field can also be displayed directly during Profile adding, and defined as a “mandatory” field. The adding User can also be set as default value in the field.

Attribute / Online Applicants: candidates who apply online can be assigned directly to the responsible User or the Contact for the Job advertisement in question.

Found: this enables to track the User who found the Profiles.

Status: activation of additional fields (check box, text) for the Frontend area.

Category: Categories can be edited.

Source: this field can be displayed directly during Profile creation and defined as a “mandatory” field.

Mobility: the choice of towns, regions and countries for input of Mobility data can be limited.

Qualifications:

Multiple editors can be labelled and activated.

Education:

Field (drop down): can be displayed directly during Profile creation and defined as a “mandatory” field.

Needs

Uploads:

Upload profile authorization (Profile): users will be able to define if an Upload can be viewed by a Profile having a Login.

Upload customer authorization (Customer): users will be able to define if an Upload can be viewed by a Customer having a Login.

Upload profile authorization / default: added Uploads will be visible by the Profile per default.

Upload customer authorization / default: added Uploads will be visible per default.

Profile / Uploads Autorize all: Current Uploads will be set to visible for the Profile.

Client / Uploads Autorize all: Current Uploads will be set to visible for the Customer.

General Information:

Fields can be labelled and unlocked for the Frontend. For “drop-down” fields, the selection criteria can only be created after naming and saving the field. It may also be set per default.

It can also be defined here whether it is necessary to enter the Client data in Needs. In addition, further Client Contacts can be unlocked for use as inputs (e.g. Purchasing, HR etc.).

Qualifications:

Budget 1/2: numeric fields (currency) can be labelled and unlocked.

Projects

Fields can be labelled and unlocked for the Frontend.

In addition, further Client Contacts can be unlocked for use as inputs (e.g. Purchasing, HR etc.).

Companies

General Information:

Fields can be labelled and unlocked for the Frontend. For “drop-down” fields, the selection criteria can only be created after naming and saving the field.

Parent: When this is activated, Companies can be linked to it as subsidiaries (parent/child companies).

Branch: A list of possible branches can be defined here.

Other:

Fields can be labelled and unlocked for the Frontend.

Resident: A responsible Profile for each Company can be added.

Contacts

General Information:

Telephone 1 and Telephone 2 can be given a label. Additional telephone numbers or email addresses can be activated through labeling if required. For “drop-down” fields, the selection criteria can only be created after naming and saving the field.

Other:

Fields can be labelled and unlocked for the Frontend.

Competencies / Tools: Enables Competencies and Tools to be added in Customer Contacts.

Jobs

Various fields for the contents of job advertisements and categories can be defined.

User

It can be specified whether the User may modify his/her own access data.

Settings

16 November 2015 written by

General settings can be configured in this area for use in the Frontend area. Changes to settings will become active after they are saved.

General

ANÜ
Activation of ANÜ (check box) in the filter and the detailed view for Profiles and Needs.

Student Experience in Total Experience
The extent of student experience is taken into account in the calculation of overall experience.

Profile to Need (maximum selection)
Maximum number of Profiles that can be suggested internally for a Need.

Candidate Deactivation (in days)
Candidates will automatically be deactivated after a specified number of days. A “0” shuts off the counter.

Infobox Updates Deactivation
Inputs to the Infobox of an applicant will update the applicant’s deactivation counter.

Reactivate inactive Profiles when adding Action
Currently deactivated Profiles will be automatically reactivated when an input is made to their Infobox.

Profile to need email
Profile suggestions for a Need will inform the responsible User by email.Api auto-Login

API Auto-Login
When a Profile is created, the access data is sent by email to the Profile: off / automatic.

Minimum Covering (%)
Minimum percentage of the searched Tags that must be covered by a Need to be displayed in Results.

Minimum Matching (%)
Minimum percentage of searched Tags that must be found in Profiles to be displayed in Results.Unternehmen (Punkte)

Companies (points)
Scoring points for each Company Tag found.

Languages (points)
Scoring points for each Language Tag found.

Competencies (points)
Scoring points for each Competency Tag found.

Tools (points)
Scoring points for each Tool Tag found.

Companies (tree points)
Scoring points for each Company Tag found within the skill tree.

Competencies (tree points)
Scoring points for each Competency Tag found within the skill tree.

Tools (tree points)
Scoring points for each Tool Tag found within the skill tree.

Tools Experience (points)
Scoring points for each year of experience with a requested Tool.

Default Sorting Method
The results will be sorted by default by Matching or Scoring.

Statistics Stamp (Monday, hour)
Defines when the data for weekly statistics is captured, on Monday of each week.

Include need amount in Statistics
Defines whether multiple Needs (number of Profiles sought for a Need) are weighted in the statistics.

Enabled Languages
Defines what languages are available for use in the Frontend.

Jobs URL
The URL under which the job advertisements are published. Allows to preview Jobs when set.

Session timeout (minutes)
Time until log-out of the User if he/she remains inactive.

Enable PDF merging in Export
Uploads can be embedded in the corresponding Templates for “Offer Profile” or “Print Profile” and sent as one document.

Definitive Profile delete
When deleting a Profile, it is deleted in the Frontend but still remains in the database and can be reactivated again if required (only possible via direct database access). With this setting it is possible to define an absolute deletion (instantly or after 7 days).

Tag levels
The levels represent the state of knowledge of the respective Tags. Different font sizes and weights can be defined for each level.

Candidate, Category 2-7
Each category can be awarded extra Scoring points when searching.

Parsing

When a document is being parsed (scanned), personal key data is extracted from the CV. It can be defined which data should be detected for each of the different types of Profile input methods.

Add Profile (manually): „Add Profile“ via the Toolbox

Import: „Import Profiles“ via the Toolbox

Email: Profile creation via email forwarding

Homepage: Profile creation via online application form

Docx export

When exporting the Profile information “Print Profile” in its own Template (“Profile Template”, docx format), the font type and size may be defined:

Standard Font (document) → This setting will use the standard font of the source Template.

Font and Size → Defines the font type and size used, independent of the standard font of the source Template.

Backend

16 November 2015 written by

This area is available to Admin, and is already installed and set up in the initial basic version. All the settings for this system can be changed and adapted by Admin if required. The changes will then be available to all Users, as long as they have the appropriate User Rights.

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