Variables
Variables are used to read data from Umantis in letter templates, email templates, print templates and export templates. The structure is always the same: They start and end with square brackets and are called [Entität.Feld].
For example, to create an email template, insert the Umantis variables at the positions where the recipient and sender data is to be customized. When a letter is created or an email is sent, these positions are automatically replaced by the data from Umantis.
List values such as work experience, goals and selection questions must be exported using loops.
How do you find the right variable for the right field?
Under Templates you can find the action “Activate variable finder”. Once activated, a small question mark [?] is shown next to every field that can be read using variables. Moving the cursor over the question mark displays all possible variables for that field in a box. Now you can simply navigate through the solution and collect the right variables for the fields. ( https://employeeapp-[KundenID].umantis.com/?switchVariableFinder=on or https://recruitingapp-[KundenID].umantis.com/?switchVariableFinder=on activates finder )
In Umantis Applicant management you can find a helpful overview of communication variables under the following URL extension: /Contact/Templates/Help.
Which variable is the right one for each field?
In general, you will find at least one German and one English version of the same variable for each field. If there are more than two variables for a field, we recommend that you try out the variables briefly for their context, if their potential application is not clear from the name of the variable. For example, the variable for the "Vorname" (first name) field in the context of an email template may refer to the sender or the recipient. Accordingly, you use the [Empfaenger.Vorname] variable for the recipient and the [Absender.Vorname] variable for the sender.
Important recipient variables
| Use | Variable | Example |
|---|---|---|
| Form of address | Empfaenger.Anrede | Ms. |
| Form of address | Empfaenger.AnredeInformell | Dear |
| Form of address | Empfaenger.AnredeFormell | Dear Mr./Mrs./Ms. |
| Title that comes before the name | Empfaenger.Titel | Dr. |
| Name | Empfaenger.Vorname | Jane |
| Name | Empfaenger.Name | Doe |
| Title that comes after the name | Empfaenger.TitelNachName | Ph.D. |
| Empfaenger.Email | jane.doe@umantis.com |
Tip from consultants: IF condition for form of address
To avoid addressing the recipient by their last name alone if the form of address is missing in a record, the following condition can be used instead of [Empfänger.Anrede] [Empfänger.Name]. If no form of address is listed, the condition places “Dear Ms. / Mr.” in front of the name:
[IF !Empfaenger.Anrede]Dear Ms. / Mr. [END][IF Empfaenger.Anrede][Empfaenger.AnredeFormell] [END][Empfaenger.Name]
In the same way, the title can be set either before or after the name by setting the spaces correctly.
[Empfaenger.AnredeFormell] [IF Empfaenger.Titel][Empfaenger.Titel] [END][Empfaenger.Name][IF Empfaenger.TitelNachName] [Empfaenger.TitelNachName][END]
Conditions can be combined as well:
[IF !Empfaenger.Anrede]Dear Ms. / Mr. [END][IF Empfaenger.Anrede][Empfaenger.AnredeFormell] [END][IF Empfaenger.Titel][Empfaenger.Titel] [END][Empfaenger.Name][IF Empfaenger.TitelNachName] [Empfaenger.TitelNachName][END]
Combination of IF and ELSE queries
The following example shows how IF and ELSE queries can be combined:
This is an example to test
[IF Stelle.NiederlassungID==1]variation 1[ELSE]
[IF Stelle.NiederlassungID==2]variation 2[ELSE]
[IF Stelle.NiederlassungID==3]variation 3[ELSE]
the default variation for all other cases[END][END][END].
Result:
Branch office 1 (NiederlassungID == 1): This is an example to test variation 1.
Branch office 2 (NiederlassungID == 2): This is an example to test variation 2.
Branch office IDs of 4 or higher: This is an example to test the default variation for all other cases.
Of course, you can use any other variable as well. (Instead of the ID, you could also use the text: [IF Stellen.Niederlassung ==“Fanergy AG“])
Important sender variables
| Use | Variable | Example |
|---|---|---|
| Title that comes before the name | Absender.Titel | Dr. sc. nat. phil |
| First name | Absender.Vorname | Cave |
| Last name | Absender.Name | Johnson |
| Title that comes after the name | Absender.TitelNachName | Ph.D. |
| Function | Absender.Funktion | Recruiter |
| Email address | Absender.EmailGeschaeft (in EM),
Absender.Email (in AM) |
info@company.com |
| Telephone (central) | Absender.TelGeschaeft | 071 240 60 00 |
| Telephone extension | Absender.TelDirektGeschaeft | 071 240 60 23 |
| Street, adjunct, PO box | Absender.AdresseGeschaeft | High Street, P.O. Box 17 |
| Fax no. | Absender.FaxGeschaeft | 071 240 60 99 |
| Country ID | Absender.LandGeschaeftID | CH |
| Country name | Absender.LandGeschaeft | Switzerland |
| Location | Absender.OrtGeschaeft | St. Gallen |
| ZIP/Postal code | Absender.PLZGeschaeft | 9000 |
| Signature | Absender.Signatur | Cave Johnson<br />info@firma.com |
Special variables (Applicant Management)
Certain variables cannot be displayed by the Variable Finder, either because the field is not displayed in the solution, or the information is located on a different entity via a link.
Variables for responsibilities
| First name of responsible HR expert: | Stellen.PBVorname | Max |
| Last name of responsible HR expert: | Stellen.PBNachname | Doe |
| Function of responsible HR expert: | Stellen.PBFunktion | Recruiter |
Variables in the application
- for importing the photo:
| Photo (file): | Person.Foto |
- for importing application documents:
| Cover letter (file): | Bewerbung.DokumentBewerbungsschreiben |
| CV (file): | Bewerbung.DokumentLebenslauf |
| Other documents 1 (file): | Bewerbung.DokumentWeiteres1 |
- For the output of the job title:
Job title of application: Bewerbung.BekannterStellentitel
This variable pulls the job title in the language of the job board the applicant applied through. This is useful, for example, if you send emails in user languages that differ from the languages in which you post jobs.
- for returning (in text format) the date when the application was received
| Date with text | Bewerbung.DatumText | Saturday, March 26, 2011 |
Please note that Bewerbung.DatumText only works in German, French, Italian and English. For all other template languages, the date in text form is indicated in English. (This applies to the insertion of the variable. The language displayed is the language configured for the print template, for example).
Variables for the candidate
- for importing the photo:
| Photo (file): | Kandidat.Foto |
- for importing candidate documents:
| Document (file): | Kandidat.Dokument |
| Title: | Kandidat.DokumentTitel |
| Note: | Kandidat.DokumentBemerkung |
Variables for the contact person
- for importing the photo:
| Photo (file): | Person.Foto |
- for importing the contact person's documents:
| Document (file): | Person.Dokument |
| Title: | Person.DokumentTitel |
| Note: | Person.DokumentBemerkung |
List of all Applicant Management variables
Variables for Applicant Management (AM) (as of October 2023)
Special variables (Employee Management)
Certain variables cannot be displayed by the Variable Finder, either because the field is not displayed in the solution, or the information is located on a different entity via a link.
Variables for employees
- for importing the photo:
| Photo (file): | Person.Foto |
- the current job (e.g. for third-party assessment wizards):
| current job | SwitchPositionID |
- for importing documents:
| Document (file): | Stelle.Dokument |
| Title: | Stelle.DokumentTitel |
| Valid from: | Stelle.DokumentGueltigVon |
| Valid until: | Stelle.DokumentGueltigBis |
| Category: | Stelle.DokumentKategorie |
| Note: | Stelle.DokumentBemerkung |
Variables for external individual
- for importing the photo:
| Photo (file): | Person.Foto |
Variables for planning periods
| Period | Period ID | Example | Period name for wizards | Period name for emails | Example | |
|---|---|---|---|---|---|---|
| Assessment period | CurrentPeriod | 101 | CurrentPeriodName | CurrentPeriod.Name | 2012 | |
| Agreement period | NextPeriod | 102 | NextPeriodName | NextPeriod.Name | 2013 | |
| Selected period | SwitchPeriodID | 102 | SwitcherPeriodValue | Periode.Bezeichnung | 2012 |
The period ID is for use in wizards. The name can be used for links on the home page or in table headers.
Variables for organizational units
| Type | Variable | Example |
|---|---|---|
| Name of organizational unit for this job | Stelle.Organisationseinheit | BlueCarpet Ltd. |
| Code of this job's OU | Stelle.OrganisationseinheitCode | BCF |
| Name of the organizational unit the employee can access | Person.ZugriffAufOrgEinheit | BlueCarpet Ltd. |
| Code of the OU the employee can access | Person.ZugriffAufOrgEinheitCode | BCF |
The code can also be used for exports, so that the same organizational unit is selected when reimporting.
Variables for languages
| Type | Variable | Example |
|---|---|---|
| Language ID | SwitchLangID | 77010 |
| Name of language | SwitcherLangValue | German |
| Default language ID | SwitcherLangDefaultID | 77010 |
| Default language name | SwitcherLangDefaultValue | German |
Variables relating to agreement/confirmation
| Type | Variable | Example |
|---|---|---|
| Agreed to on | Stelle.GesamtVereinbartAm | 12/31/2012 |
| Agreed to by | Stelle.GesamtVereinbartVon | John Doe |
| Agreement confirmed on | Stelle.GesamtVereinbarungBestaetigtAm | 12/31/2012 |
| Agreement confirmed by | Stelle.GesamtVereinbarungBestaetigtVon | John Doe |
| Comment on agreement | Stelle.GesamtBestaetigungVereinbarungKommentar | Comment (free text) |
| Assessment completed on | Stelle.GesamtAbgeschlossenAm | 12/31/2012 |
| Assessment confirmed on | Stelle.GesamtBeurteilungBestaetigtAm | 12/31/2012 |
| Assessment confirmed by | Stelle.GesamtBeurteilungBestaetigtVon | John Doe |
| Comment on assessment | Stelle.GesamtBestaetigungBeurteilungKommentar | Comment (free text) |
Variables with date
It is important to ensure that dates and times, e.g. for an event, are entered correctly. Below you will find a short excerpt with an example from the event variables (complete list is included at the end):
| Type | General variable | Variable for event | Example |
|---|---|---|---|
| Start date | xy.BeginnDatum | Veranstaltung.BeginnDatum | 7/29/2014 |
| Start date in text format | xy.BeginnDatumText | Veranstaltung.BeginnDatumText | Tuesday, July 29, 2014 |
| Start date with time | xy.BeginnZeit | Veranstaltung.BeginnZeit | Tuesday, July 29, 2014 2:00 PM |
Note that dates in text format with the variable “xy.DatumText” only work in German, English, Italian and French.
Variables of numeric fields
If you want to show a thousands separator in numeric fields, you can use the following variables (with “NF” added to them):
|
Job variables |
Variables for participant analytics for events
| Deutsch | English |
|---|---|
| Teilnahme.AnmeldefragenProzent | Participation.RegistrationQuestionsPercent |
| Teilnahme.AuswertungsfragenProzent | Participation.FeedbackQuestionsPercent |
| Teilnahme.AnmeldefragenPunkte | Participation.RegistrationQuestionsPoints |
| Teilnahme.AuswertungsfragenPunkte | Participation.FeedbackQuestionsPoints |
| Teilnahme.UnterlagenFreigegeben | Participation.DocumentsUnlocked |
The variables from the upper table can be used in conjunction with the following variables:
(Click on “Expand”)
- Teilnahme.AbmeldungAm
- Teilnahme.AbmeldungDurch
- Teilnahme.Anmeldung
- Teilnahme.AnmeldungAm
- Teilnahme.AnmeldungDurch
- Teilnahme.AnmeldungRefc
- Teilnahme.Bemerkung
- Teilnahme.BemerkungZurBeurteilung
- Teilnahme.Benutzerdef1Liste
- Teilnahme.Benutzerdef1ListeID
- Teilnahme.Benutzerdef2Liste
- Teilnahme.Benutzerdef2ListeID
- Teilnahme.Benutzerdef3Text
- Teilnahme.Benutzerdef4Text
- Teilnahme.Benutzerdef5Text
- Teilnahme.Benutzerdef6Checkbox
- Teilnahme.Benutzerdef7Datum
- Teilnahme.Benutzerdef8Datum
- Teilnahme.Beurteilung
- Teilnahme.BeurteilungID
- Teilnahme.Bezahlt
- Teilnahme.Entscheider1EMail
- Teilnahme.Entscheider1Entscheidung
- Teilnahme.Entscheider1ID
- Teilnahme.Entscheider1Kommentar
- Teilnahme.Entscheider1Name
- Teilnahme.Entscheider2EMail
- Teilnahme.Entscheider2Entscheidung
- Teilnahme.Entscheider2ID
- Teilnahme.Entscheider2Kommentar
- Teilnahme.Entscheider2Name
- Teilnahme.Entscheider3EMail
- Teilnahme.Entscheider3Entscheidung
- Teilnahme.Entscheider3ID
- Teilnahme.Entscheider3Kommentar
- Teilnahme.Entscheider3Name
- Teilnahme.Entscheider4EMail
- Teilnahme.Entscheider4Entscheidung
- Teilnahme.Entscheider4ID
- Teilnahme.Entscheider4Kommentar
- Teilnahme.Entscheider4Name
- Teilnahme.Entscheider5EMail
- Teilnahme.Entscheider5Entscheidung
- Teilnahme.Entscheider5ID
- Teilnahme.Entscheider5Kommentar
- Teilnahme.Entscheider5Name
- Teilnahme.Entscheider6EMail
- Teilnahme.Entscheider6Entscheidung
- Teilnahme.Entscheider6ID
- Teilnahme.Entscheider6Kommentar
- Teilnahme.Entscheider6Name
- Teilnahme.GenehmigungsStatus
- Teilnahme.GenehmigungsStatusRefc
- Teilnahme.ID
- Teilnahme.Motivation
- Teilnahme.OnlineKursErgebnis
- Teilnahme.OnlineKursErledigtAm
- Teilnahme.OnlineKursStatus
- Teilnahme.Person
- Teilnahme.PersonNameKomplett
- Teilnahme.Referent
- Teilnahme.Rolle
- Teilnahme.RolleID
- Teilnahme.Teilgenommen
- Teilnahme.TeilgenommenBemerkung
- Teilnahme.Teilnahmestatus
- Teilnahme.TeilnahmestatusID
- Teilnahme.TeilnehmerRolle
- Teilnahme.Veranstaltung
- Teilnahme.Zusagestatus
- Teilnahme.ZusagestatusID
- Participation.AcceptanceStatus
- Participation.AcceptanceStatusID
- Participation.ApprovalStatus
- Participation.ApprovalStatusReferenceCode
- Participation.Benutzerdef1Liste
- Participation.Benutzerdef1ListeID
- Participation.Benutzerdef2Liste
- Participation.Benutzerdef2ListeID
- Participation.Benutzerdef3Text
- Participation.Benutzerdef4Text
- Participation.Benutzerdef5Text
- Participation.Benutzerdef6Checkbox
- Participation.Benutzerdef7Datum
- Participation.Benutzerdef7DatumText
- Participation.Benutzerdef8Datum
- Participation.Benutzerdef8DatumText
- Participation.Decider1Comment
- Participation.Decider1Decision
- Participation.Decider1EMail
- Participation.Decider1ID
- Participation.Decider1Name
- Participation.Decider2Comment
- Participation.Decider2Decision
- Participation.Decider2EMail
- Participation.Decider2ID
- Participation.Decider2Name
- Participation.Decider3Comment
- Participation.Decider3Decision
- Participation.Decider3EMail
- Participation.Decider3ID
- Participation.Decider3Name
- Participation.Decider4Comment
- Participation.Decider4Decision
- Participation.Decider4EMail
- Participation.Decider4ID
- Participation.Decider4Name
- Participation.Decider5Comment
- Participation.Decider5Decision
- Participation.Decider5EMail
- Participation.Decider5ID
- Participation.Decider5Name
- Participation.Decider6Comment
- Participation.Decider6Decision
- Participation.Decider6EMail
- Participation.Decider6ID
- Participation.Decider6Name
- Participation.Evaluation
- Participation.EvaluationComment
- Participation.EvaluationID
- Participation.Event
- Participation.OnlineCourseDoneTime
- Participation.OnlineCourseResult
- Participation.OnlineCourseStatus
- Participation.ParticipantRole
- Participation.Person
- Participation.PersonFullName
- Participation.Referent
- Participation.ReferentAdmin
- Participation.Registration
- Participation.RegistrationRefc
- Participation.Role
- Participation.RoleID
List of all Employee Management variables
Employee Management (EM) variables (as of October 2023)
Modifying variables for a specific output format
To show variables in an event posting via HTML, for example, but not in an email template, a workaround is available. In general, the output of variables can be modified.
- For example, to remove all <br> expressions from a given output format, you can use the following solution for the (example) variable [Inserat.Text2]:
- [Inserat.Text2.remove('<br>')]
The following expression is used for an email that does not display HTML:
[Inserat.Text2.htmlToPlainText()]
Use the following expression to suppress all HTML formatting, e.g. for letter and print templates:
[Absender.NiederlassungHomepage.replace('</?.*?>', '')]
Use the following expression to suppress bullet points:
[Veranstaltung.Beschreibung.replace(‘\\bullet’, " ")]