Release notes July 2024

MAIL: Change in from-address for emails forwarded by rules/filters

With 'filters' for e-mail it is also possible to setup rules, including to forward emails to other email addresses. We always used to 'transparent forward' to forward these emails. This was however causing OTYS servers to send emails from email domains it is not allowed to send emails from. So if an email is received by OTYS from 'john.doe@gmail.com' and an email rule is configured to forward that email to 'other.mailbox@outlook.com'; OTYS would send an email from 'john.doe@gmail.com' to 'other.mailbox@outlook.com'. The Outlook server would check if the OTYS server is allowed to send emails on behalf of @gmail.com (which the OTYS server is not); which could cause the email to be rejected or end up in SPAM and additionally cause a 'bad reputation' for the OTYS server. We have therefore changed the 'From'-email address of these emails is to 'system@otys.nl' and we have added a 'Reply-to'-header to the email with the original 'From'-address. This way the forwarded emails will be from 'system@otys.nl'and replies to the email will still be send to the original sender.

GENERAL: Changed logic of showing possible types when creating new dossier items

In OTYS Go! all important entities (candidates, customers, etc) have a 'dossier'. Each detail has a main dossier and it is also possible to add a 'Dossier'-widget to a detail. In the dossier it is possible to use the add-icon to create new dossier items. Some time ago we have created settings to hide specific options. This was however only implemented for the main dossier and NOT for the dossier widget. Additionally they do not cover all options, there is additional logic involved, they are separate settings and are 'negative'-settings (enable to hide). We have now created client/user setting 'Dossier - Possible types when creating new dossier items' (SE3546) which defines which options should be shown. We have additionally created a script that converted all existing logic to correct setting values for all clients & users, so that although there is technically new behaviour nothing should change for existing users. However, from now on it is possible to change the options shown when creating new dossier items using this new setting. Please note some additional logic can still apply since not all entities support all dossier types.

PROCEDURES: Days since status last changed

In the Procedures module there was a column 'action date', showing the date the status of the procedure last changed. The name of this column is changed to 'Last status change' to make it more clear. We also made a new column available showing 'days since last status change'. Via 'add criterium' in the right panel you are able to search for procedures with a status change in a certain period. The last status change date, and days since last status can also be used in Procedure widgets on your dashboard. Now if you want to know how long you are waiting for feedback, check the days since last status change!

SUPPORT: Mandatory organization unit when creating user through ABAC

Using our organization units functionality users can create organization units (for example 'Country' with options 'Germany' & 'Netherlands' and 'Departments' with options 'Recruitment' & 'Sourcing). These organization units can be assigned to users (so we know in which country/department a user works in) and to other entities (so we for example know which country/department a vacancy belongs to). Using our ABAC ('Attribute Based Access Control) it is possible to define permissions based upon these organization units. Instead of setting each individual setting correct for every user, you will one time set permissions based upon these organization units and then settings are automatically applied based upon the organization units of the user. If the ABAC functionality is enabled and a user is creating a new user OTYS is therefore NOT asking for individual permissions/modules, but for the organization units of the new user. However, it was possible to create a new user with NO organization units selected. Since this was causing issues setting the correct permissions, we have made sure at least one organization unit is selected when creating a user.

DASHBOARDS: Changed behavior of 'Dashboard sets'-icon

In the Go! Dashboards it is possible to create dashboards which give an overview of specific processes using specific widgets. It is for example possible to create a dashboard with various Procedures-widgets, showing all kinds of procedures in different stages. It is possible to create multiple dashboards. For example a dashboard with Procedures-widgets, a dashboard with Candidates-widgets and a dashboard with Vacancy-widgets to give users a full process overview. Since not all users need the same process overviews (a Recruiter would be interested in different information than a Marketeer) we have created 'dashboard sets' which (as the name says) are sets of dashboards. This way it is for example possible to create a dashboard set 'Recruitment' (with dashboads applicable for Recruiters) and a dashboard set 'Marketing' (with dashboards applicable for Marketeers). If a user has access to multiple dashboard sets, it is possible to 'quickly switch' between dashboard sets using the 'Dashboard sets'-icon on top of the dashboards. Besides being able to change between dashboard sets it was also possible to change between dashboards using this icon for some unknown reason. Since the 'Dashboard set'-icon expects you to (only) change dashboard sets, we have changed this so it is only possible to switch between dashboard sets using the 'Dashboard sets'-icon.

CRM: Improvements to 'Type'-filter in Contacts

In the CRM at Contact persons it is possible to search by 'type' of contact person. We added the option to search by 'exclude' types and to search for, or exclude, contacts with 'no type'.

GENERAL: Straightened the behavior of the creation of 'Entities'

We have straighten the behavior of the creation of entities by all means, this is now streamlined to work the same as you expect from other POV's

GENERAL: Change match criterium fond

We have changed the match criterium fond to 'Inter 13px , 400 Weight'

CANDIDATES: UserID inserted to procedure history by Online CV presentation

For the Online CV presentation you can configure which procedure statuses should be selected when the presentation is send, accepted and declined. When a candidate is introduced via the Online CV presentation, the procedure status was selected but the ID of the user was not connected to this status change. Now it is, so the name will show in the status history and procedure change will count towards this user in the reports.

PLACEMENTS: Ability to unlink contact person from assignment

We always had the option to link a contact person to a placement, but not to remove this link. Now we have created a button to unlink the contact person from the assignment.

VACANCIES: Ability to unlink a project from a vacancy

We have created the a button in the widget 'Project information' to unlink a project from a vacancy in the vacancy module.

PARTNER FRAMEWORK: Refresh underlying interface after closing partner modal/overlay

Within the Partner Framework it is possible to create custom actions that open a modal or overlay 'on top' of the OTYS GO! screen. A checkbox 'refresh source page' was added to the configuration options of Partner modals and overlays. With this checkbox active, the page from where you opened the modal or overlay will be refreshed automatically. This way you will see any change made in the modal/overlay directly when you are done.

VACANCIES: 'Projects'-filter in vacancy list

We have implemented a search filter in the top of the Vacancy module called 'Select a Project' which allows you to quickly search with a type ahead to a related project. This is only available when you have the Project module enabled!

ASSIGNMENTS: 'Projects'-filter in assignment list

We have implemented a search filter in the top of the Assignment module called 'Select a Project' which allows you to quickly search with a type ahead to a related project. This is only available when you have the Project module enabled!

GENERAL: Improvement to 'Additional contacts'-widget & new 'Additional customers'-widget

We have implemented an additional widget called 'Additional customers' for you to add additional customers to a vacancy or project. Additionally you can now filter on both these widgets.

PROJECTS: Improved 'Match Criterium'-search in Project Module

We have improved the search for Match criteria in Projects. If you use categories you can filter on those and also if you want to exclude this is now possible!

PROJECTS: Created setting to hide 'Delete'-button

We have created user setting 'SE3547', 'Projects - Hide delete button projects'. By default all users are able to delete individual projects. Enabling this setting will hide the delete button in a project detail, so the user is not able to delete a project record anymore.

PROJECTS: Added extrafields to filter options

In the Projects module you are able to use 'extra fields', this way you can create your own fields for certain information when there is no default field in OTYS. We now added search options for these fields. Click 'add criterium' in the right panel and you will see search fields that match the type of information in your extra fields; date-, keyword,- select- or multi-select search.

MAIL: Define salutation on a client level

The salutation for e-mails can be configured on a user level. Alternatively it is now possible to configure the salutation globally, on client level. That way a key-user is able to configure the salutation and it will be the same for all users. This new client setting, 'Mail - Global salutation' (GE359) first needs to be activated by OTYS. Please contact support if you want to use this option.

GENERAL: Changed login screen of OTYS Go!

We updated our login screen to a more modern look.

PLACEMENTS: Added extrafields to filter options

In the Placements module it is possible to configure 'extra fields' for additional information that has not field in OTYS GO!. It is now also possible to search these fields, via 'add criterium' in the right panel.

VACANCIES: Change vacancy base image through vacancy detail header

In a vacancy detail it was not possible to change the image of a vacancy by clicking on the image of the vacancy in the vacancy detail. To change the image of a vacancy, you needed to go to the 'Images'-widget. We have now made it possible to change the image of a vacancy by clicking on the image of the vacancy in the vacancy detail. Please note this will only change the (base) image of the vacancy. If you want to change additional images for your vacancy (because your vacancy has an 'image gallery' implemented); you will still need to do so through the 'Images'-widget.

DOCUMENTS: Merge fields in subject of document/email

In our Documents-module it is possible to add merge fields (for example for the candidate first name). Some time ago we created a new, unified system based upon OTYS web service methods field names. In both the old & new system it IS possible to merge fields in the contents of the standard document, but it was NOT possible to merge fields in the 'subject' of the document (used if the output of the document is 'email'). If the new merge field system is enabled, it is now possible to also merge fields in the subject of the email. This for example allows you to include the name of a candidate or a vacancy in the subject of an email.

SUPPORT: Rating system for tickets

We have implemented the option for customers to give a rating for their support ticket. They can answer the following questions by clicking the button in the top header of the support module after the ticket has been given the status 'Closed' or 'Completed'

* '1. How would you evaluate your communication with the OTYS employee?'
* '2. How would you evaluate your provided solution?'
* '3. How would you evaluate your ticket run time?'
* '4. Is there anything you like to add? (optional)'

PLANNING BOARD: Combined mandatory asset categories & types in candidate cards

On the planning board we show assets, which can both be 'Asset categories' (like 'Cars' & 'Equipment') and 'Asset types (like 'Shortlease rental cars' & 'Laptops'). These assets are normally shown if they are configured as a mandatory asset in an placement (for this placement you need asset category 'Cars' and asset type 'Laptops'). The mandatory asset category/type will show on the left of the planning board. If a candidate has multiple placements or placement versions with the same mandatory asset category/type and you are opening the planning board for a period which shows both placements you used to see the mandatory asset categories/types multiple times. We have changed this so that we show each mandatory asset category/type only once.

PARTNER FRAMEWORK: Partner setting request returns clear error message for non-existing website/user

As part of our Partner Framework, we have 'partner settings' which allows us to easily create client/user/website settings for partner functionalities. Although this partner setting does not 'really do' something from an OTYS perspective (we simply store the setting values and make them available), it allows partners to adjust their integration on it. This way we can for example create a partner setting 'Partner name - Enable for user' on a user level. This setting can then be adjusted per user by us, by the partner and (optional) by the client. When a user logs into the partner solution the partner can check the state of this setting for that user and based upon that either log in the user or show an error ('This option is not enabled for you.'). We improved the response we send if a partner is retrieving the setting value from a non existing user or website; it will now show a clear error message.

DASHBOARD: 'Status'-indicator in the 'Customer contact'-widget

We have created the status indicator as shown for the all the widgets that could hold 'Status' now also for the 'Customer contact'-widget

GENERAL: Updated layout of OTYS Go! user-menu

We have changed the OTYS Go! User menu to have a different layout that looks more up to date. Additionally we have moved the buttons for Support together with FAQ & Youtube to the same button.

CRM: Improvements of 'Owner'-filter in Contact module

We have made 2 big improvements to the 'Owner'-filer in the relation contact filter. This now allows you to also exclude owners and you can search for the logged in user. This will allow all sorts of dynamic search filters.