Applicant Screening & Communications
      Back to home
      1. Support Center
      2. ExactHire ATS
      3. Applicant Screening & Communications

      Application Notes in the Application Detail

      Users have the ability to add Application Notes related to the applicant and/or application in the NOTES tab of the Application Detail.

      ApplicationNotes

      Notes will be tracked chronologically in both the Activity and Notes tabs of the Application Detail.

      Notes are only visible within the ExactHire ATS and never seen by the applicant.

      Users have the ability to mention a user in an Application Note. The mentioned user will receive a notification that will link them directly to the Application Note and will have a task created for them to view the application and/or note.

      To add a user mention, first navigate to the Application Notes area of the Application Detail.

      There are two ways to trigger the user mentions features when you are writing the Application Note:

      • Type the '@' symbol within the text editor. A list of valid users will appear.
      • Use the '@' toolbar button. This will insert an '@' into the text editor and trigger the list of valid users.

      Privacy Options:

      Privacy options are contained within the Lock Menu. Users may select only one privacy option per note entry.

      Public Notes are visible to all users. There is no icon denotation.

      Private Notes can be added and are visible only to users with the Role permission of View & Create Private Application Notes. A Private Note is denoted by the no visibility icon.

      Only Me Notes can be added by users with the Role permission of Create ‘Only Me’ Application Notes and will be visible only to the user who added the note. An Only Me Note is denoted by a lock icon.

      Specified User Notes can be added by any user and will allow only the user selected to view the note. A Specified User Note is denoted by a user icon.

      To deselect privacy options, select the Remove Privacy Lock option from the Lock menu. Please note, this option only appears if a privacy option is selected. 

      If an Application Note has Privacy Options selected and contains user mentions, the user will receive an alert message when trying to add the note. This alert message explains that if mentioned users are not included within the Privacy Options, they will not be notified or be able to see the note.

      Edit and/or Delete a Note

      • Please note: The ability to edit or delete notes is provided by specific Role permissions. 
      • To edit a previously entered note, click Edit below the note to be modified.

      • The note entry box will open and allow the text to be altered. Click Confirm.

      • The amended note will be saved, including a notation indicating the name of the user who made the edit.

      • Please note: The note type may not be changed during the edit process.
      • To delete a previously entered note, click Delete below the note to be removed.

      • Click DELETE to confirm.

      • Confirmation will appear on screen.

      • The Activity area will display all changes to the Notes indicating edit or delete.

      Notes on the Applications View

      The note indicator [N] will appear on the Applications view to allow the user quick access to the notes. Hover over the [N] to display the notes.