This article explains about the Candidate portal import tool, which is a way to import candidate information submitted via your website, by using a specifically formatted email that gets sent to a specific email address (mailbox).
CONTENTS (click to jump to section)
TABLE OF CONTENTS
Overview
The Influence Candidate Portal Import Tool can be found in the Toolbox in the workbench.
It scans a dedicated Outlook Mailbox, creating Candidates, matching them to Vacancies and updating their Compliance documents. It can be run an ad-hoc fashion or automatic mode when logging in as a specific user (normally "AUTO").
Typically a Web Developer would create a set of web pages for you to catch Candidate registrations and validate all the data entered.
The applicant then uploads their CV along with any required compliance documentation. The web site then submits an email to the dedicated mailbox,
e.g. applications@youragency.co.uk with all the attachments. (The find out more about attaching compliance documents, click HERE)
On the Influence database the portal program will recognise a candidate registration email by the contents of the Subject (Normally "Website CV Registration") and the fact that it has an attachment, i.e. the CV of the applicant. If no CV has been uploaded a dummy CV must be attached to trigger the Portal Import to process the application.
The body of the email contains an XML segment which is used to load the Candidate record, match them to Jobs, update Notes and save the Compliance docs in the correct section of the database.
Example Email Body
When creating an email the body of the email should contain text with details of the candidate who is applying/registering. Each piece of information needs to be wrapped in an XML tag.
Below is an example of the format to use. Your web developer needs to ensure that the body of the email contains text similar to that shown below.
[There is also a word document attached to this article containing the same information, so it can be downloaded and saved ]
Below are the fields/tags you can import as part of the email body.
<influence>
<vac_gen_ref>VR/00001</vac_gen_ref> Match this candidate against this Job
<cand_title>Ms</cand_title>
<cand_forename>Fred</cand_forename>
<cand_surname>Flintstone</cand_surname>
<cand_dob>1969-05-14</cand_dob> Dates in the format yyyy-mm-dd
<cand_phone>01372456363</cand_phone>
<cand_mobile>07153049009</cand_mobile>
<cand_email>Freddy.Flintsone@company.com<cand_email>
<cand_basic_sal>1234</cand_basic_sal>
<cand_soc_net_site1>Linkedin Address </cand_soc_net_site1>
<cand_expertise>Other</cand_expertise>
<cand_type>PERM</cand_type>
<cand_addr_line_2>First Line</cand_addr_line_2>
<cand_addr_line_3>Town</cand_addr_line_3>
<cand_addr_line_5>County</cand_addr_line_5>
<cand_addr_line_6>Country</cand_addr_line_6>
<cand_postcode>KT198YY</cand_postcode>
<cand_curr_emp>ABC Holdings </cand_curr_emp>
<cand_job_desc>Biomedical Engineer</cand_job_desc>
<cand_current_sal>40000</cand_current_sal>
<cand_pay_rate1>2500.00</cand_pay_rate1>
<cand_req_rate>2500.00</cand_req_rate>
<cand_currency>$</cand_currency>
<cand_rate_type>MTH</cand_rate_type>
<cand_cont_rate_type>MTH</cand_cont_rate_type>
<cand_notice>MTH</cand_notice>
<cand_perm_yn>IA</cand_perm_yn>
<cand_cont_yn></cand_cont_yn>
<cand_enq_src>WB</cand_enq_src>
<cand_*notes>The quick brown fox</cand_*notes> Notes added by using multiple tags
<cand_*notes> jumps over the lazy dog </cand_*notes>
<cand_*attribs>Other</cand_*attribs> Attributes match up with short name
<cand_*attribs>RGSTRTNV</cand_*attribs>
<cand_*attribs>MDCLDVCS</cand_*attribs>
<cand_*attribs>PRMNT</cand_*attribs>
</influence>
System Setup
In order for this to work, there are certain parameters which must be setup within the system. These can be found in Maintenance > Setup > Parameters.
Parameters
Choose the following parameters to set the system up.
| Parameter(s) | Description |
| PROFESSWB, Text(19) CV portal tool detection subject text | The subject of emails to be treated as CV portal submissions - e.g. Web Registration |
| WEB, Text (14-18) Default new candidate web Status Portal registration XML candidate prefix Portal registration XML vacancy prefix Portal registration default Match status Portal registration default Attribute text tag | These parameters tell the system which TAGS are used in the body of the XML, and what status to create any MATCH record at, if you are using the system to create matches. |
| PRO-WBEN, Text(6) Portal compliance prefix | The prefix to be used for any documents for compliance. |
| WORKBENCH, Flag(6) | This is used to specify which UserID (e.g. AUTO) is allowed to run the Portal tool. (It prevents other users accidentally clicking on the Portal Import Tool when they mean to choose Mailbox CV Tool.) |
| NB: You should not change these settings without guidance from Influence. |
Example Of Usage
If you login to the system as the nominated UserID e.g. (AUTO) you are then able to navigate to WORKBENCH > TOOLS > Portal Import Tool.
Once you select this option, the portal import tool will begin to scan the nominated mailbox looking for emails with the relevant subject and will then try to process the BODY of the email in order to create a candidate record.
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