The Auto-CV Import Mailbox – Eploy

As soon as a candidate applies for a position, you need to process their CV ASAP. Speed is of the essence, especially where skilled candidates are scarce. You need to get them into Eploy, screened and placed quickly and accurately.

With Eploy’s new Auto-CV Import Mailbox, you can process CVs in real time, cutting out the administration bottlenecks that can mean missing out on that potential placement.

The Auto-CV Import Mailbox can integrate with your email account, meaning you can set up multiple import folders to automatically process your CVs as they are received. Each folder can be individually configured to automatically create a candidate or application record, and track the source of your candidates. This means you don’t have to manually forward to the CV import mail box or upload individually – simply receive CVs into your normal mailbox and let Eploy do all the work, keeping you free for the more important things.

Set Up The Account

In order to set up The Auto-CV Import Mailbox, you will first need to contact Eploy Support. We will need some details, such as your email address and your email provider to begin the set up process. Once we have configured things at our end you can take over, configure your own preferences, and get your CVs auto-imported into your Eploy system.

Configure Preferences

Now that the integration is set up, you can set your preferences and kick the tool off by opening Eploymail on the Eploymenu. This will open your mailbox within our Eploymail interface.

If you have multiple mailboxes, ensure the correct mailbox is selected using the dropdown list in the top right hand corner. Then choose your required folder or create a new folder within your inbox. You can do this by right clicking on the folders submenu and selecting ‘New’.

Once you have the required folder, right click the folder and select your import options within Configure Auto CV Import Settings for this Folder.

This will open the configuration window, allowing you to set the preferences for this folder.

Note – As this is an auto-import tool, all preferences set will be applied to all emails within this folder. Within this in mind, you may want to have multiple Auto-CV import folders to allow you to have a range of preferences automatically set.

Auto CV Import Settings

Within the configuration window, the first setting is to determine how to assign users to the imported CVs. The default options are:

to assign the candidate to the Eploy user based on email address that is using the Auto-CV Import Mailbox. In other words, if you import a CV, the default option is to assign the candidate to you.

AND/OR

if you have a vacancy ID in the title of the email, the default option is the assign the candidate to users who are assigned to that specific vacancy – meaning that those working on the job will be automatically assigned to the new applicants.

You can also choose to assign any other active user by selecting from the drop down list.

You then have the option to create an application for each new candidate, if they have applied for a specific role. The vacancy will be identified by the ID of the role, found within the email or email subject.

Note – If you are receiving applications from job boards, you can request that they return email applications with a standard format than can include your unique Eploy vacancy ID. If you are posting roles to the job boards via the Eploy Job Post integration, this will be done automatically.

This setting also allows you to add the candidate to the long list rather than creating an application, which can be particularly useful for screening the candidate within Eploy.

Importing Files

After the application settings, you can configure how you would like to manage files attached to the emails. As the tool will allow you to import a candidate CV, as well as any supporting documentation they provide, this option will allow you to choose how the files are saved.

Alternatively, if this will be used solely for CVs, you have the option to treat all documents as CVs which will automatically create each candidate.

Note – The ‘Delete Email After Import’ option will remove the email from your inbox, so please use with caution.

The next section is how you want to rename or categorise CVs once imported, allowing you to rename the original CV document or even add the new candidate ID to the name of the CV. This can be particularly useful when you have a large database, as this will allow you keep the CV linked to a candidate record if downloaded.

After the CV file name, you are then able to confirm the data extraction options. All options will be ticked, meaning that the CV extraction tool will look to parse all the following information from the CV:

Unticking any of these options means that that specific section will not be automatically populated in the candidate record.

About New Candidates

The next step is to confirm the details that you wish to automatically set for the candidate, based on the vendor, the source and preferences:

Vendors – This will automatically set the vendor based on the email address that the CV has been received from. Alternatively, you can set up an individual Auto-CV Import folder for a certain vendor.
Source – This will be tracked using the How Did You Hear About Us? + Which One source options & search strings. For more information on automatically tracking application source, please see Application Influences.

Business Area – Depending on the requirements of the vacancy applied for, this will set the related field within the candidate record.

Position - Depending on the requirements & position type advertised of the vacancy applied for, this will set the related field within the candidate record.

Industry - Depending on the requirements & industry advertised of the vacancy applied for, this will set the related field within the candidate record.

Status – This field to is used to determine whether the candidate will be active or have a terminating status. Any candidates with a terminating status will be auto-excluded from search results.

Vacancy Type – This will set the preferred vacancy type of the candidate based on the requirement of the vacancy.

Once all the preferences and requirements have been set, you then have the option to create follow up actions for all imported candidates, or create a correspondence. This is a great way of scheduling follow up phone calls for all new candidates or adding additional notes to records.

When the Create Action check box is ticked, you will be able to set the action type, the priority and determine if the action is available for any hiring managers.

When Create Correspondence is selected, you can auto select the correspondence type, as well as add additional comments.

Managing Duplicate Candidates

In order to protect the integrity of your database, the Auto-CV Import Mailbox will check for duplicates within your existing database when creating candidate records. The default options to check against are first name, surname and email address, but you can also select to check on DOB or town.

You can the set how you want to manage any duplicates that are found, based on your duplicating checking options. There are the following options available:

Automatically update the duplicate candidate when only one is found – based on the duplicate checking options, if only one duplicate CV is found, the CV will be attached to the existing record.

Automatically update the most recent candidate – This will update the most recent candidate, if there is more than one duplicate versions of the CV being imported.

Automatically update the oldest candidate – This will update the original candidate, if there is more than one duplicate versions of the CV being imported.

Import and flag as duplicate – This will create a duplicate record, but will flag that candidate so it can be managed at a later date.

Import and do not flag as duplicate – This will create the duplicate record, but does not flag as a duplicate. You will be able to search for any duplicates within Candidate Reports.

Do not import anything – This will ignore the CV, if the record already exists within the database.

Email Processing

This final section will then allow you to move all of the imported emails into a subfolder within your mailbox. By doing this, you can always track everything that has / has not been processed.

You can also choose to be notified if a CV is not imported for any reason, by checking the tick box and entering your desired email address – the notification will be sent to the email address entered.

Once you have finished setting each stage of the process, simply click save and the Auto-CV Import Tool is configured. You can also track which mailboxes are set up to auto import CVs, as they are shown with the arrow icon.

Working within Outlook – Setting up Rules (Optional)

Now that the Auto-CV Import Mailbox is set up, you can choose to manage it within Outlook. When you receive emails that contain CVs, you can manually drag and drop the emails into the importing folder to begin processing into Eploy.

However, you may want to automate this part of the process, by creating a rule within your Outlook settings. For example, if you are receiving emails from a job board which contain CVs, you can right click within Outlook and select Rules – Create Rules. You can then choose move all emails from a certain email address (i.e. the job board) into a certain folder automatically. This means you can seamlessly import your new candidates & applications into your Eploy system.