The Message Centre is loaded from the Vision initial screen and allows you to:
- View email and SMS messages received or stored recently
- View not stored or unknown SMS messages
- Receive alerts on receipt of messages from specific people
- Email campaign service
- View candidate Job Alerts
- Store emails that have not been stored automatically
- Configure settings for the above together with automatic email and SMS storage and CV parsing
- Received and stored email and SMS messages
Here you can switch between Received and Imported messages by clicking on the blue link above the detail window. You can also change the date range by clicking on the left and right pointing arrows further to the right.
Double clicking on an item will drill to the person. There is also a right-click context menu offering various actions. Ticking a number of messages will only affect the Delete option.
As well as the automatic methods for storing emails (below), individual messages can be dragged directly from Outlook onto a candidate, company or job record . An email with a candidate CV attached or a CV document stored in a disk folder can be dragged onto the Vision front screen and the CV parsing dialog will be opened.
2. Not stored or unknown SMS messages
This option lists messages that have not been stored automatically, or those where the sender’s mobile number is not recognised. You can right click and select the person to store the message against, or delete it.
3. Received message alerts
From the Alerts tab, you can set up alerts to be notified when a message arrives from a specific person after a selected date and time. By ticking the box in Figure 4, you will continue to get alerts whenever messages from that person are received, rather just the next message.
4. Campaign Service
This tab provides the interface to either dotdigtal or Campaign Monitor. This is described in the separate dotdigital page (which actually describes both services).
5. Candidate Job Alerts
You can configure the system to send Job alerts to candidates when suitable job is added to the system. This is already detailed in Candidate Job Alerts
6. Store Emails
The Store Emails tab allows you to find emails that have not been stored automatically, and to select who they should be stored against.
When you select the Outlook Folder to look in, you will typically find that Outlook on your Windows Taskbar will be flashing orange, attracting your attention. Click on it and select the appropriate Outlook folder. Then select the range of dates to include and click Find.
On the main Message Centre screen, click on Settings.
1. Personal settings
This is the only setting tab available if you are not an Administrator.
Here you can configure how often to check for new messages (this will override the system-wide storage setting). You can also select another email folder to monitor, in addition to the Inbox and Sent Items.
The system can automatically scan CVs attached to emails in a specified folder. It will NOT scan CVs in the Inbox as you may not want every incoming CV to be processed before it has been reviewed; simply drag any CVs that you do want parsed into the folder you designate here.
This screen sets the system wide option for all users’ automated email and SMS storage, unless they override it with the settings on the previous screen.
If an email has been bounced back because it cannot be delivered, you can choose to remove the non-existent email address, so that no future emails are sent to it. You can also set the person to Unsubscribed, if the Unsubscribe option has been configured (see the Data Cleanse page). Add any required values to the boxes provided, depending on how undeliverable emails are identified by your email service in the bounce-back subject.
The Enforce option will check for and store new emails at the chosen frequency for all users who have not specified an personal setting.
3. Emails to Ignore
Each consultant’s email address needs to be stored in Troy for identification of who has sent emails. However, if one consultant sends an email via Outlook to another consultant, it will be stored in Troy: this may not always be necessary and indeed may result in confidential emails being stored.
To avoid this, enter either a complete email address or the part after the @ sign to exclude a whole company.
4. Candidate Job Alerts
This is where Job Alerts are configured. Please refer to the Candidate Job Alerts page.