Quick Steps

Quick Steps feature allows you to automate processes within Infinity, using an action that you complete as a "trigger" to then complete an automated action. For example, you log a specific type of call in a candidate record, like left message, this is the trigger, and it can then send out an email automatically saying sorry I missed you.

Quick Steps can be setup globally across the system via Global Quick Steps or can be setup within My Settings for individual users. In some systems they would want to only have certain quick steps for certain users, for example a Temp user may not desire automated emails as described above but could have it setup within My Settings to send out an SMS rather than email.

Note:- fully automated emails and SMS messaging can be setup via Scheduled Automated Comms

To setup a system-wide quick step you can access "Global Quick Steps" from the Administration area:

via the Add button you can select your trigger and action type (Comms or Follow Up):

	Event action type will be the trigger - the action will be Email and / or SMS
	Posting new or updating candidates into Infinity will be the trigger - the action will be Email and / or SMS
	Posting new or updating candidates into Infinity will be the trigger - the action will be a Call Back and / or Task

Quick Step - Event Logger Comms

 

	Step One (Setup your Trigger)
	Event Logger		Select the record type you require the automation to occur in
	Event Action		Select the Event Action you require to be used as the trigger
	Event Logger Entity - controlled by selected Event Logger		Select the entity you require to be sent the email and / or SMS
	Step Two (Setup your Action)
	Action Comms Invoked		Auto - will send Email and / or SMS automatically Prompt - will prompt you to Send Email and / or SMS, includes the ability to change template and also to Not Send Comms Centre - will launch the Comms Centre allowing you to preview, change templates and also to Not Send (via Close) the Email and / or SMS
	Candidate Comms Type		Select if you wish to send out an email and / or SMS
	Default Candidate Email Template - controlled by selected Entity Type		Select the Email Template you wish to send out
	Default Candidate SMS Template - controlled by selected Entity Type		Select the SMS Template you wish to send out
	Company / Loc / Co Type - controlled by selected Entity Type		Select if you wish to send out an email and / or SMS
	Default Company / Loc / Co Email Template - controlled by selected Entity Type		Select the Email Template you wish to send out
	Default Company / Loc / Co SMS Template - controlled by selected Entity Type		Select the SMS Template you wish to send out

Quick Step - iCapture Comms

 

	Step One (Setup your Trigger)
	iCapture Process		Select whether the automation should occur when sending new candidates or updating an existing candidate
	Step Two (Setup your Action)
	Action Comms Invoked		Auto - will send Email and / or SMS automatically Prompt - will prompt you to Send Email and / or SMS, includes the ability to change template and also to Not Send Comms Centre - will launch the Comms Centre allowing you to preview, change templates and also to Not Send (via Close) the Email and / or SMS
	Candidate Comms Type		Select if you wish to send out an email and / or SMS
	Default Candidate Email Template		Select the Email Template you wish to send out
	Default Candidate SMS Template		Select the SMS Template you wish to send out

 

Quick Step - iCapture Follow Ups

 

	Step One (Setup your Trigger)
	iCapture Process		Select whether the automation should occur when sending new candidates or updating an existing candidate
	Step Two (Setup your Action)
	Follow Up Call Backs
	Follow Up Tasks

 

To setup user quick step you can access "My Settings" and select User Options:

via the Add button you can select your trigger and action type (Comms or Follow Up):

	Event action type will be the trigger - the action will be Email and / or SMS
	Posting new or updating candidates into Infinity will be the trigger - the action will be Email and / or SMS
	Posting new or updating candidates into Infinity will be the trigger - the action will be a Call Back and / or Task

Quick Step - Event Logger Comms

 

	Step One (Setup your Trigger)
	Event Logger		Select the record type you require the automation to occur in
	Event Action		Select the Event Action you require to be used as the trigger
	Event Logger Entity - controlled by selected Event Logger		Select the entity you require to be sent the email and / or SMS
	Step Two (Setup your Action)
	Action Comms Invoked		Auto - will send Email and / or SMS automatically Prompt - will prompt you to Send Email and / or SMS, includes the ability to change template and also to Not Send Comms Centre - will launch the Comms Centre allowing you to preview, change templates and also to Not Send (via Close) the Email and / or SMS
	Candidate Comms Type		Select if you wish to send out an email and / or SMS
	Default Candidate Email Template - controlled by selected Entity Type		Select the Email Template you wish to send out
	Default Candidate SMS Template - controlled by selected Entity Type		Select the SMS Template you wish to send out
	Company / Loc / Co Type - controlled by selected Entity Type		Select if you wish to send out an email and / or SMS
	Default Company / Loc / Co Email Template - controlled by selected Entity Type		Select the Email Template you wish to send out
	Default Company / Loc / Co SMS Template - controlled by selected Entity Type		Select the SMS Template you wish to send out

Quick Step - iCapture Comms

 

	Step One (Setup your Trigger)
	iCapture Process		Select whether the automation should occur when sending new candidates or updating an existing candidate
	Step Two (Setup your Action)
	Action Comms Invoked		Auto - will send Email and / or SMS automatically Prompt - will prompt you to Send Email and / or SMS, includes the ability to change template and also to Not Send Comms Centre - will launch the Comms Centre allowing you to preview, change templates and also to Not Send (via Close) the Email and / or SMS
	Candidate Comms Type		Select if you wish to send out an email and / or SMS
	Default Candidate Email Template		Select the Email Template you wish to send out
	Default Candidate SMS Template		Select the SMS Template you wish to send out

 

Quick Step - iCapture Follow Ups

 

	Step One (Setup your Trigger)
	iCapture Process		Select whether the automation should occur when sending new candidates or updating an existing candidate
	Step Two (Setup your Action)
	Follow Up Call Backs
	Follow Up Tasks

 

Quick Steps allow you to automate common, repetitive or related tasks so they are not forgotten and to help save time.

For example when you do Step 1 then do Step 2 -

• When you log a "No Answer" call in the Candidate Event Logger, automatically send a "Sorry I missed you" Email to the Candidate.
• When logging a "Confirmed with Candidate & Client" Event in an Interview record, automatically prompt to send the Interview Confirmation Emails.

The grid shows the list of Quick Steps that have been set up with a Type, Description (Step1) and Action (Step 2) columns

Quick Steps are available for type ‘Event Logger’ (Step 1) actions in this version, with plans to add more scenarios in future builds

There is a toolbar to manage Quick Steps

• can be added
• can be edited
• can be removed

Quick Steps can be made inactive by ticking the Active column (as default they will be active)

Quick Steps can be added by clicking the ‘green plus’ button drop down menu and selecting ‘Event Logger’

The Add Event Logger Quick Step screen is loaded, allowing the user to specify the Step 1 and Step 2 requirements

Step 1

The following fields are available:

• Event Logger – a drop down field listing all the event loggers available in Infinity
• Event Action - when an event logger is selected all event actions are listed for that event logger (as per Administration / Reference Data / Event Actions tab – Event Loggers Visible On column)
• Event Logger Entity - when an event logger action is selected the entity type can be selected. This corresponds to the radio button that is used in the Event Logger screen - candidate / contact / both

Step 2

The fields available are as follows:

Action Comms Invoked – Set the action comms to invoke when the user manually logs an event that matches Step 1. The following options are available:

Comms Centre -

• Loads the standard Comms Centre screen for the Event Logger and Entity specified in Step 1.
• The user can make full changes as per standard functionality and send when ready
• Is not available when ‘Both’ is selected in Event Logger Entity field in Step 1.

Prompt

• Loads the Quick Step Comms window for the Event Logger and Entity specified in Step 1.
• This is a cut down version of the standard Comms Centre with limited functionality
• User manually sends the communication(s) when ready
• Can be sent to both a candidate and contact at the same time

Auto

• Automatically sends the communication(s) for the Event Logger and Entity specified in Step 1 without user intervention
• The Quick Step Comms window is displayed if invalid email addresses / mobile numbers are encountered
• This is a cut down version of the standard Comms Centre with limited functionality
• Can be sent to both a candidate and contact at the same time

Candidate Comms Type

• Set what type of communication (Email/SMS/Both) you want to send to the candidate
• If the Event Logger Entity in Step 1 is candidate or both this is enabled
• SMS is available if enabled on the database
• Default Candidate Email Template
• List of templates available in the email comms centre for candidates
• If candidate comm type ‘email’ or ‘both’ this will enable

Default Candidate SMS Template

• List of templates available in the SMS comms centre for candidates
• If candidate comm type ‘email’ or ‘both’ this will enable

Company/Loc/Co Comms Type

• Set what type of communication (Email/SMS/Both) you want to send to the contact
• If the Event Logger Entity in Step 1 is contact or both this is enabled
• SMS is available if enabled on the database

Default Company/Loc/Co Email Template

• List of templates available in the email comms centre for contacts
• If contact comm type ‘email’ or ‘both’ this will enable

Default Company/Loc/Co SMS Template

• List of templates available in the SMS comms centre for contacts
• If contact comm type ‘email’ or ‘both’ this will enable

The system will allow duplicate Quick Steps (Step 1) to be created with different or the same Step 2 scenarios. This is not recommended as it would mean multiple comms are invoked when the user logs a matching Step 1 event

Quick Steps in action

When the user logs an event that matches one of their active Quick Steps, the entities shown in the ‘To’ section of the event logger are loaded into the invoked action comms

Comms Centre

When ‘Action Comms’ are set to ‘Comms Centre’ the standard Comms Centre screen is displayed with the set default template and entity, ready for the user to edit / send (cannot be used when sending to both candidate and contact at the same time)

Prompt

When ‘Action Comms’ are set to ‘Prompt’ the Quick Comms screen is displayed with the set default template(s) and entity(s), ready for the for the user to send

This is a cut down version of the Comms Centre that allows both a candidate and contact, SMS and Email to be sent at the same time. Only the comm type and template can be changed by the user

The email address and/or mobile numbers are taken from the candidate / contact record respectively as follows:

• Email addresses set as ‘Send as Default’
• Mobile numbers ticked as ‘OK to SMS’
• If the Comms Centre templates being sent are set as ‘Mailshot’, the email address / mobile number must also be ticked as ‘OK to Mailshot’ to appear

If the email address / mobile number is not present the user will see a validation warning and will need to untick the ‘Send to Candidate / Contact’ field accordingly to enable the ‘Send’ button to continue. The email address / mobile number cannot be corrected in this screen

Auto

When ‘Action Comms’ are set to ‘Auto’ the set default template(s) and entity(s) are automatically sent and no user interaction is required. If a validation warning is encountered the Quick Step Comms screen is displayed as per ‘Prompt’ for the user to take the required action

Note: When the invoked comms is sent, the user will be presented with the ‘Merge Progress’ window as per standard merging functionality. If multiple comms is sent (e.g. to candidate and contact or SMS and email) the window will present for each one

If you require further assistance please contact Voyager on :

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