DIRECTORY OF CONTENTS

Explanation of terms

Mailboxes allow you to receive messages about an application directly in d.vinci. They also allow you to easily add applications received by email or post to your system.

 

Configuration

See Create mailbox.

 

Behavior in the system

  • Purpose and limits
    The mailbox is only intended for applications and communication with applicants. Other content should not be sent there. Please never enter the mailbox address externally.
    The d.vinci mailbox differs from the mailboxes in Outlook and Co. in terms of legal validity, for example. Business transactions by email may have to be archived and are therefore subject to legal and tax-related obligations to provide evidence. Our applicant management system is not designed for this.
  • Condition for receiving messages 
    In order to receive messages in the mailbox, the basic settings function Integrated Communication in d.vinci Applicant Tracking must be activated.
  • Candidate email address
    Applicants receive a candidate email address, via which the communication is assigned to their application and do not see the address of the mailbox.
  • Read out data from applications
    If you have activated the Candidate Experience Module (CEM), you can read out applications in the mailbox and then only need to check the content (CV Parsing).
    The activated CEM also allows you to forward email applications that you have received in a company mailbox or scanned postal application documents to your created d.vinci mailbox and to convert these documents into an application. 
  • Updating documents in the application
    You do not need to send documents that have been submitted subsequently to a mailbox, but can send them directly to the email address for documents. See: Attachment 
  • Use multiple mailboxes
    It is possible to create multiple mailboxes. You can assign these to specific user groups to create a better overview and keep responsibilities clearer.
  • Security
    We use two virus scanners (ClamAV and Eset) that check every file that is sent to your system by email (from applicants)
  • Renaming
    Mailboxes cannot be renamed. We recommend deleting the mailbox and creating a new one. See Creating, editing and deleting mailboxes
  • Deletion
    Once all messages in a mailbox have been edited, the mailbox can be deleted.

  • Help for configuration

    • Name
      Permitted characters are "a-z", "A-Z", "0-9", "_", ".".
      We recommend that you name your mailbox differently from the standard email sender  so that your colleagues' out-of-office information does not end up between applications.
      You usually use an address such as: noreply@HereIsYourSystem-URL.com as the default email sender.
      For the mailboxes to which you forward applications, for example: import@HereIsYourSystem-URL.com or applications@HereIsYourSystem-URL.com 
    • Organizational units
      Only those users are permitted by the organizational unit to see the messages in the mailbox that were also created on the same organizational unit or a subordinate one.
    • Automatic deletion 
      An automated deletion routine can be activated for each mailbox when creating or editing the mailbox. Depending on the specified number of calendar days from the receipt of an email until its deletion - at least 30 and at most 180 days - older messages are automatically deleted from the system.
    • User groups
      The number of available messages is permanently displayed in the user interface for users whose user group is stored for this mailbox.
      If you want to see all messages in a mailbox regardless of the user group, click on the X behind the button With Group Permission: Yes.


How our customers use this

We recommend only using the mailbox addresses internally in order to send applications to the system at a later date and not to inform applicants or other external parties of this address. If a mailbox address is circulating somewhere externally, you may receive spam. This should be avoided.
Many customers send applications to one of the mailboxes and read the application from there. See also: Capture application