There will be times when you want to forward a notice that a new application has been received to someone in your organization who is not a regular user.
While we encourage Administrators to set up others in their organization who will be reviewing applications with restricted logins in the Users dashboard (such as one of the Manager-type users, or an Assigned User credential), we recognize that there will be times when you simply want to forward a notice that a new application has been received to someone in your organization who is not a regular user; or, invite that individual to be an approval layer for a requisition request.
For those instances, you may add others' email addresses to the Contacts tab within the Users Dashboard.
How to Add a Contact
To edit an existing contact, click the magnifying glass next to it. Or, to archive a contact that is no longer necessary, click the red arrow. To add a new contact, click the green plus sign icon.
Give the contact a name, and then type the appropriate email address. Or, to create a distribution list, type a group name in the Name field and enter multiple email addresses separated by commas in the Email Addresses field.
In regards to the Send/Receive Direction field, "To" is used if you want a notification to be sent "to" you from the system (such as when an applicant applies for a job). "From" is used when you send an email to an applicant "from" this email address.
What a Contact Sees
If you wish to forward notice of a specific application to someone who is not a user, but rather a "contact" in your ATS portal, then navigate to a specific applicant record. Then, click on the "Email Application" envelope icon pictured below.
A window will appear prompting you to select which sections of the application should be visible to the message recipient.
NOTE: The application itself will NOT be included in the body of your email message; nor, as an attachment to the email. Rather, the Contact recipient will receive a unique pass code and link to open up the applicant information in a tab within a browser.
The pass code must be used to access the information.
This protocol helps to keep applicant information secure, as well as track which Contacts view which applicant records. For this reason, we highly encourage clients to take advantage of creating Users more often than creating Contacts within the ATS. For example, if someone might be initially considered as a good prospect for creating a Contact record, instead consider making him/her an Assigned User -- the most limited type of user. The benefit of this approach is that the individual will always have the same User password to log into the ATS rather than receiving a new unique pass code every time notice of an application is forwarded to him/her. Users may also receive email notifications of new applicant records.