Settings for company / organization profile
The main settings in your Umantis solution relating to the organizational profile are configured here. These settings are accessed via Settings > Basic settings.
Organizational profile in Applicant Management
General information
Here you can enter the following general information about your solution:
- Solution title
- The solution title is displayed as a header on the login and main screens.
- Company
- Your company’s name
- Home page
- Telephone
- Fax
- Complete mailing address
- Comments
Images and icons
You can enter different images and icons here for use in your solution. e.g.
- Favicon
- Your personal Favicon can be uploaded here. Make sure when uploading that the filename is favicon.ico. Depending on your browser, the uploaded favicon may be shown both before the URL and in the browser tab. Note that it is sometimes necessary to clear your browser cache before the new favicon is visible.
In order to display the favicon correctly in the job posting, you must insert the following text in the HTMLS in the job posting template: <link rel="shortcut icon" type="image/x-icon" href="/pubhtml/favicon.ico">
- Logo
- The image in the top left-hand corner is called the “logo”, and can be changed in the same way: Click on Settings > Main settings > Organizational profile. There you will see the “Logo” item (only visible in edit mode). Select your image here. Please ensure that the filename is correct. Once you have selected the image, click Save to accept the changes. Allowed file types are: gif, jpg or png. The file name must be “logo”, e.g. “logo.gif”. The recommended size is approx. 120x60 px.
- Logo (external)
This logo appears on external pages, for example on the job market (/Jobs/All) or in the applicant area (/SelfService). Allowed file types are: gif, jpg or png. The file name must be “logo-extern”, e.g. “logo-extern.gif”. The recommended size is approx. 120x60 px.
- Login image
- The logo on the login page can be changed as follows: Click on Settings > Main settings > Organizational profile. There you will see the “Login image” item (only visible in edit mode). Select your image here. Please ensure that the filename is correct. Once you have selected the image, click Save to accept the changes.
- Home page image
Authentication key
Different authentication keys can be entered here. (e.g.:
- for email imports)
- Select an authentication key and enter it here. This key is also processed in the digest when importing emails (never copy it over directly). This verification helps to ensure the security of your data.
- for automated import
- Select an authentication key and enter it here. This key is also processed in the digest when importing data automatically (never copy it over directly). This verification helps to ensure the security of your data.
- for SSO (Single Sign-On)
- When logging in from a third-party system, the key provided here is also processed in the digest
- SSO (SingleSignOn) with timestamp
- When the SSO (SingleSignOn) with timestamp option is activated for SSO, the SSO request must contain a timestamp.
- for publication from a third-party system
- When publishing jobs from a third-party system, the key provided here is processed in the digest.
Job posting options
- Intranet publication
- If you select this option, the corresponding tab will be displayed for the given job.
- Default image/logo for jobs
- Automatically take applicant to the next application question
- If you select this option, then the applicant will answer the selection questions in a fixed sequence.
Central settings
Automated reminder email for assessment invitations (days)
- Here you can configure how many days must pass before managers and invited third-party assessors are to be sent a reminder email.
Notes
- The following emails are sent out:
- SystemTemplate_CockpitNotification (“Note to hiring managers: New applications available for viewing”)
- Two reminders every seven days maximum (number of days can be configured).
- SystemTemplate_AskForNewAppraisal (“Forward application documents to other people”)
- Reminders every seven days until the relevant application has been assessed or historized.
- The variable [Email.Reminder] can be used to distinguish between a first invitation and a reminder — further information in the Automated reminder email for outstanding assessments section
- Note that, by default, a reminder email is sent after 7 days. If you want to send this notification after a lower (minimum 2 days) or higher number of days, enter the relevant value in the field.
- Please note that if the number is greater than 90, no email reminders will be sent. Therefore, you can enter a value of “91” to send no reminder emails at all.
- 90 days is an “upper limit”, i.e. once this many days have passed, no more reminder emails will be sent. For example, if you set a value of 45, then reminder emails for pending assessments will be sent out for the first time on the 45th day, then again on the 90th day. No further reminders will be sent out after that.
The function was designed to ensure that third-party assessors have enough time (at least 2 days) to submit their assessments, while also ensuring that they do not receive reminders for outdated assessments (90 days as “upper limit”).
Example cases
Application is forwarded to hiring manager for assessment (“Forward to manager”)
| Option | Central settings | Release application for manager? | Application archived or anonymized? | Effect on sending of reminder emails | Email sent out | Sending is stopped if: |
|---|---|---|---|---|---|---|
| 1 | empty
(default setting, corresponds to a value of 7) |
Yes | No | Automatic reminder email is sent after 7 days (by default). Another reminder is sent after the 14th day, and then one last time after the 21st day. | SystemTemplate_CockpitNotification
(“Note to hiring managers: New applications available for viewing”) |
|
| 2 | Yes | Yes | No email sent | |||
| 3 | No | No | ||||
| 4 | No | Yes | ||||
| 5 | 2 | Yes | No | Automatic reminder email is sent after 2 days. Another reminder is sent after the 4th day, and then one last time after the 6th day. | SystemTemplate_CockpitNotification
(“Note to hiring managers: New applications available for viewing”) |
|
| 6 | 45 | Yes | No | Automatic reminder email is sent after 45 days. Another reminder is sent after the 90th day. | ||
| 7 | 91 | Any | Any | No email sent | ||
Application is forwarded to third parties for assessment (“Forward to other people”)
| Option | Central settings | Release application for manager? | Application archived or anonymized? | Effect on sending of reminder emails | Email sent out | Sending is stopped if: |
|---|---|---|---|---|---|---|
| 1 | empty
(default setting, corresponds to a value of 7) |
Yes | No | Automatic reminder email is sent after 7 days (by default). Additional reminders are then sent every 7 days. | SystemTemplate_AskForNewAppraisal
(“Forward application documents to other people”) |
|
| 2 | Yes | Yes | No email sent | |||
| 3 | No | No | ||||
| 4 | No | Yes | ||||
| 5 | 2 | Yes | No | Automatic reminder email is sent after 2 days. Additional reminders are then sent every 2 days. | SystemTemplate_AskForNewAppraisal
(“Forward application documents to other people”) |
|
| 6 | 45 | Yes | No | Automatic reminder email is sent after 45 days. Another reminder is then sent on the 90th day. | ||
| 7 | 91 | Any | Any | No email sent | ||
Note that automatic reminder emails will also be sent out in the following cases:
|
Application reference code in email subject line
If you check this box, a reference code will be added to outgoing emails. This reference code allows emails to be correctly attributed to a specific application when importing emails to your Umantis Applicant Management solution. If you cannot find this setting, please contact our Customer Service team.
Miscellaneous
- Alternative hostname
- We now offer the option to replace your existing URL (www.recruitingapp-ID.umantis.com) with a customer-specific URL (e.g. www.customer-career.com). This is a useful step to reinforce your corporate identity and improve the recognizability of your employer brand. If you’re interested, our Customer Service team will be glad to provide you with detailed information about license costs.
- Alternative logout target (SSO)
Available for system administrators only.- If necessary, specify a URL to which SSO users should be redirected when clicking the logout link.
- Alternative logout target (non-SSO)
- Available for system administrators only.
- If necessary, specify a URL to which users who do not use SSO should be redirected when clicking the logout link.
Company profile in Employee Management
General
Here you can enter the following general information about your solution:
- Solution title
- The solution title is displayed as a header on the login and main screens.
- Company
- Your company’s name
- Home page
- Telephone
- Fax
- Complete mailing address
- Comments
Images and icons
You can enter different images and icons here for use in your solution. e.g.
- Favicon
- Your personal Favicon can be uploaded here. Make sure when uploading that the filename is favicon.ico. Depending on your browser, the uploaded favicon may be shown both before the URL and in the browser tab. Note that it is sometimes necessary to clear your browser cache before the new favicon is visible.
- Logo
- The image in the top left-hand corner is called the “logo”, and can be changed in the same way: Click on Settings > Main settings > Company profile. There you will see the “Logo” item (only visible in edit mode). Select your image here. Please ensure that the filename is correct. Once you have selected the image, click Save to accept the changes.
- Logo image
- The logo on the login page can be changed as follows: Click on Settings > Main settings > Company profile. There you will see the “Login image” item (only visible in edit mode). Select your image here. Please ensure that the filename is correct. Once you have selected the image, click Save to accept the changes.
- Home page image
Authentication key
Different authentication keys can be entered here. (e.g.:
- for SSO (Single Sign-On)
- When logging in from a third-party system, the key provided here is also processed in the digest.
- SSO (SingleSignOn) with timestamp
- When the SSO (SingleSignOn) with timestamp option is activated for SSO, the SSO request must contain a timestamp.
- for automated import (e.g. WePow video interview)
- Select an authentication key and enter it here. This key is also processed in the digest when importing data automatically (never copy it over directly). This verification helps to ensure the security of your data.
- for email imports from Outlook
- The key provided here is also required when importing emails.
- Job ID is unique
- This option makes it possible to link jobs to each other. If this option is not active, then jobs have no link to one another, even if they have the same job ID (import or source key). For example, if the current holder of a job changes, then the job is archived with the previous holder and a new job (with the same job ID) is created with the new holder. Even though the new and old jobs now share the same job key, the system does not create any link between them. This means in turn that no job history is displayed in this case and that, for example, succession planning is not transferred over to the new job. With the confirmation that job keys are unique, the system will now attempt to establish a link between jobs based on the job key. This means, for example, that the “Previous job holders” for a position can be displayed, or that the functional profile and succession planning are retained even in the case of a new job holder, and can be continued for the new job. For this to work, it is the combination of the job key and the source key that has to match.
Local settings
List of titles
Specify here which title options should be available for users to select:
- Ms.
- Mr.
- Various
Note that the full list will be made available if you do not make any selection.
More information on the third gender
Miscellaneous
- Alternative hostname
- We now offer the option to replace your existing URL (www.employeeapp-ID.umantis.com) with a customer-specific URL (e.g. www.customer-talents.com). This is a useful step to reinforce your corporate identity and improve the recognizability of your employer brand. If you’re interested, our Customer Service team will be glad to provide you with detailed information about license costs.
- Alternative logout target (SSO)
- Note: Available for system administrators only.
- If necessary, specify a URL to which SSO users should be redirected when clicking the logout link.
- Alternative logout target (non-SSO)
- Note: Available for system administrators only.
- If necessary, specify a URL to which users who do not use SSO should be redirected when clicking the logout link.
- Main currency
Data privacy statement in Employee Management
For every language used, a text can be created which states how data relating to external individuals is handled. External individuals register their profile the first time that they register for an externally-published event or join a public group.
Email special settings
Please ensure that you do not use email addresses of generic email providers (for example, gmail.com, web.de, etc.) as sender addresses within Umantis Employee Management. If you are using a test or demo solution, please ensure that the sender addresses are changed to those domains from which e-mails may officially be sent. This concerns e-mail addresses of users in the system as well as the central sender addresses, which you can define via the e-mail special settings (/Administration/EMail) ("Central sender address for ALL outgoing e-mails", "Sender address for automatic system e-mails", "Central sender address for outgoing e-mails in case of missing sender address"). It is further possible to use such e-mail addresses as "Central redirection address for all outgoing e-mails", so that on a test or demo solution all outgoing e-mails are sent to a generic address.
Take note of the tips in the Security settings as well.
You can configure the following system email settings in your Umantis application:
- Use central sender address for ALL outgoing emails (incl. system emails)
- Sender address
- The address entered here will be used as the sender address for all outgoing emails. The original sender address is used in the email as the Reply To address, and overwrites all other sender addresses.
- Sender address for automatic system emails
- Sender address for system emails*
- Employee management: This address is used as the sender for all automatically generated system emails (e.g. the welcome email). This value can be used in emails and print documents by using the [Company.Email] variable.
- Applicant Management: This address is used as the sender for all automatically generated system emails (e.g. the welcome email) if no dedicated sender address is defined at the branch office level.
- Central sender address for outgoing emails if sender address is missing
- Fallback sender address
- The address entered here will be used as the sender address for all outgoing emails if no other sender can be determined. For example, if a user’s email address has not yet been confirmed.
- Central redirection address for all outgoing emails
- Redirection address
- If an email address is entered here, then all outgoing emails will be redirected to this address. This is done only if a solution is intended for use as a test solution and processes involving emails need to be tested. No redirection should be activated for live operations.
- Import notification
- Recipient address for import status
- A notification email is sent to this address when an import has been successfully (or unsuccessfully) completed.
Note on changing email addresses:
- Note that people registered in the system (user roles in Umantis) will receive an email with a confirmation link when changing their email address. Only after they access this link is the new email address valid and stored in the system. No verification/confirmation will be requested for imported email addresses. The same will apply if administrators modify the email address. In that case, it will be immediately regarded as verified.
- Please note that applicants are not registered in the system, and therefore will not receive a link to verify their email address. Accordingly, the hourglass continues to appear for applications, although the administrator can use configuration mode to hide the hourglass in the applicant cockpit.
Publicly accessible documents
This section displays all uploaded documents which are publicly accessible and can be downloaded through a direct link. To upload additional publicly accessible documents (as an administrator in Applicant Management or Employee Management), click on 
in this section.
Under the tabular overview of the public documents already added, enter the following information for the new document that you want to upload:
- Title:
- Choose a meaningful title for the document.
- Document: Browse
- Click on Browse to select the desired document.
- Please that the document size may not exceed 10MB.
- Comments
- Enter comments about the document in this field.
Once you have selected the desired document, click on Add. The document will then be listed in the overview. Click “Back”, then go to the “Publicly accessible documents” section and select the appropriate “Direct link for public download”. You can integrate this link at various places in the system to make the document publicly accessible.
Alternative job boards
If no Umantis job board is used, then the address of the job board being used (for each language) must always be entered, so that existing links — for example, in the applicant cockpit — can be redirected to that job board.
Note that when using alternative job boards, you cannot use job postings/descriptions from Umantis, but only the application form.