Communication history
Use Communication to access the communication history. There you can see all corresponding and communication notes displayed in a table.
For emails, the 
in the last column indicates whether a problem arose when sending the email. Click on an email’s title to see details for that mail. The specific error message is shown there.
Edit communication note
After clicking on “Save”, the person’s profile view appears again, and you will see a table containing all the communication notes that have already been created. You can edit a communication note at any time by clicking on its title. Then click on the tool next to the “Notes” header. Now you can edit and re-save all details of the note.
Resend or forward email
More information under: Communication
Who sees what?
In Umantis Applicant Management
In general, the sections (URLs) /Recruiting/Applications/ID/ID/Contacts and /Contact/Contacts in Applicant Management contain communications data.
The visibility of these data generally depends on which branch office the user belongs to, or whether or not the user has a branch office restriction.
- User with no branch office restriction
- Users with no branch office restriction can see all data, i.e. every message that is created/sent/received.
- User with a branch office restriction
- Users with a branch office restriction see communications relating to applications for their assigned branch office.
In Umantis Employee Management
URL: /Communications/Contacts
In general, what you see here does not include:
- reminder emails that were sent on a reminder's due date
- password emails (for security reasons)
- emails containing login data
- automatic emails to job board
In general, all emails are shown in the communication history, i.e. including automatic emails to job boards, reminder emails that were sent on a reminder’s due date, etc. Likewise, emails with direct links that were previously filtered out are now shown, but the links in the emails are removed. This prevents sensitive data from becoming visible to unauthorized users.
The access rights that a user has due to their basic role remain unchanged. This means, for example, that a manager can still see the communication history with their employees, but the communication history with external individuals will still not be visible.
Basic roles
Employees:
- cannot access this view unless they have an additional role as “Event administrator” or “Network administrator”
Managers:
- see communications with the employees they manage
- do not see communications conducted with external individuals
Managers with access to additional organizational units:
- see communications with the employees they manage
- see communications with employees to whom they have access via the organizational unit
- do not see communications conducted with external individuals
HR experts and CEOs:
- see communications with the employees they manage
- see communications with employees to whom they have access via the organizational unit
- see communications with external individuals
Administrators:
- see communications with all employees
- see communications with external individuals
External individuals:
- cannot access this view unless they have an additional role as “Event administrator” or “Network administrator”
Additional roles, module roles that affect the rights of basic roles
Additional role: Network administrator for external individuals
- see communications with other external individuals with whom they are linked in at least one group
- (External individuals who have activated their “No group restriction” flag can see communications with all external individuals)
Additional role: Event administrator for employees, managers, HR experts, CEOs
- see communications with people who were entered in the system in relation with participation in an event for which this person is responsible
Additional role: Event administrator for external individuals
- see communications with other external individuals with whom they are linked in at least one group
- (External individuals who have activated their “No group restriction” flag can see communications with all external individuals)
- see communications with people who were entered in the system in relation with participation in an event for which this external individual is responsible
Additional role: Communication
- People with the “Communication” module role have no special rights that would increase the number of entries visible in the communication history. They can edit communication templates, however.