Communication Automations in PICS Applicant Section Configuration

Owned by Joe Robson (Unlicensed)
Last updated: Jul 04, 2023
6 min read

The Communication Automations tab in Applicants in PICS Section Configuration allows you to schedule SMS and Email Communications to certain applicants. Any automations you set up here will run at 5am on every day that they are valid.

For each automation, the Name and Type are shown.

Filtering the Automation List

The following searching and filtering options are available by default above the list. Once you have entered the necessary details, press Enter or select the Search icon to run the search and apply your filters.

  • Name

  • Number of Records Displayed

Exporting the Automation List

Selecting More shows an option to Export to Excel. Selecting this will generate an Excel Spreadsheet containing the details currently displayed in the list.

Creating a New Automation

To set up a new communication automation, select Create. This will open a window where you can specify whether you want to send an Email or SMS.

SMS automation is only possible with SMS Integration activated.

Once you have made your choice, select Save. The next window is made up of the following sections:

Message

In this section, you can enter the Title for the automation (which will not be shown to the applicant) as well as the contents of the message that will be sent.

It is possible to add merge fields to the message body to personalise the message. To do this, type {{ and search the drop-down menu for the appropriate field.

Schedule

This section allows you to specify the schedule for the communication. The following schedule types are available:

  • Days of the Week – With this option, you can use the tickboxes to choose which days of the week you want the automation to run.

  • Days of the Month – With this option, you can use the tickboxes to choose which months of the year and which days of each selected month you want the automation to run.

Filtering

This section allows you to filter your applicants to specify which ones will receive the communication. If you do not set any filters, a message will be sent to all applicants with either an email address or mobile phone number recorded, depending on the type of automation you are setting up.

The following options are available:

  • Respect Contact Methods – If this is ticked, messages will only be sent if the contact type is included in the applicant's Allowed Contact Methods field.

  • Log Communication – If this is ticked, each time the communication is sent a Communication record will be created against the applicant in PICS.

  • Max Messages – Here you can specify how many messages in total should be sent to each applicant through this automation. Once the maximum number has been reached, the next time the automation is run the applicant will not receive a message.

Below these, the following filters are available:

  • Entered Between - based on the date the applicant record was created in PICS.

  • Available to Start Between - based on the Available to Start date in the Applicant Programme page

  • Still on Status Between (using the status(es) selected below)

  • Status – Here you can restrict the automation to applicants with specific statuses. Choosing a status from the drop-down menu will add it to the field. You can add multiple statuses to the field and remove any added ones by selecting the X icon.

  • Sites – Here you can restrict the automation to applicants linked to specific Sites. You can add multiple sites to the field and remove any added ones by selecting the X icon. The following site options are available:

    • Any Of – This will restrict the automation to applicants that have at least one of the specified sites linked.

    • None Of – This will restrict the automation to applicants that do not have any of the specified sites linked.

    • Is Blank – This will restrict the automation to applicants with no sites linked.

    • Not Blank – This will restrict the automation to applicants with at least one site linked.

  • Tags – Here you can restrict the automation to applicants with specific Tags. Choosing a tag from the drop-down menu will add it to the field. You can add multiple tags to the field and remove any added ones by selecting the X icon. The following tag options are available:

    • Any – This will restrict the automation to applicants that have at least one of the specified tags.

    • All – This will restrict the automation to applicants that have every specified tag.

    • None – This will restrict the automation to applicants that do not have any of the specified tags.

  • Risk – Here you can restrict the automation to applicants with a specific Risk Band.

  • Officer – Here you can restrict the automation to applicants linked to a specific officer. Different officer Roles are available to choose from. Once you have chosen, search the drop-down menu for an Officer Record to specify.

  • Organisation – Here you can restrict the automation to applicants linked to a specific organisation. Different organisation Roles are available to choose from. Once you have chosen, search the drop-down menu for an Organisation Record to specify.

  • Qualification Plans – Here you can restrict the automation to applicants with specific Qualification Plans linked. Choosing a plan from the drop-down menu will add it to the field. You can add multiple plans to the field and remove any added ones by selecting the X icon. The following plan options are available:

    • Any Of – This will restrict the automation to applicants that have at least one of the specified plans linked.

    • None Of – This will restrict the automation to applicants that do not have any of the specified plans linked.

    • Is Blank – This will restrict the automation to applicants with no plans linked.

    • Not Blank – This will restrict the automation to applicants with at least one plan linked.

  • Has File Type – Here you can restrict the automation to applicants with Files of certain File Types attached. Choosing a type from the drop-down menu will add it to the field. You can add multiple types to the field and remove any added ones by selecting the X icon. The following type options are available:

    • Any – This will restrict the automation to applicants that have at least one of the specified file types.

    • All – This will restrict the automation to applicants that have every specified file type.

    • None – This will restrict the automation to applicants that do not have any of the specified file types.

  • Employer – Here you can restrict the automation to applicants linked to a specific Organisation as their Employer.

  • Main Adviser – Here you can restrict the automation to applicants linked to a specific Officer as their Main Adviser.

  • Mentor – Here you can restrict the automation to applicants linked to a specific Officer as their Mentor.

  • Recruited By – Here you can restrict the automation to applicants linked to a specific Officer as their Recruited By officer.

  • Recruitment Agency – Here you can restrict the automation to applicants linked to a specific Organisation as their Recruitment Agency.

Once you have set up your filters, select Save to add the automation. It will then begin to run at 5am on the next valid date.

Automation Actions

Selecting … by an automation will show the following options:

  • Edit – This will open the window explained above for you to edit any message and filter details.

  • Delete – You will be prompted to confirm before the automation is deleted.