Alerts

this document reviews alerts a reporting feature that allows report delivery based on robust, highly configurable scheduling, custom conditions, and dynamic routing of select results to involved team members a library of alert templates can be found docid\ lpiy1g30dqmr35jmvlwcm please note those on the foundations plan are unable to create custom alerts but do have access to use alert templates custom alerts can be configured on the plus, enterprise and legacy plus plans foundations legacy plus plus enterprise ❌ ✅ ✅ ✅ alerts overview alerts was designed to allow customized and timely delivery of data that matters to the recipients who matter we offer a way to automate the delivery of this data with our difference detection and dynamic routing a single alert alleviates the need to create many customized report delivery schedules example use cases we’ve identified a number of use cases where our alerts can immediately be applied they range from data quality and operational excellence to milestone notifications some of the use cases we have identified and use ourselves at ashby are given below surveys & feedback use alerts to be notified of feedback on candidate interviews or survey results docid\ lpiy1g30dqmr35jmvlwcm docid\ lpiy1g30dqmr35jmvlwcm docid\ lpiy1g30dqmr35jmvlwcm data quality use alerts to be notified when important fields are empty docid\ lpiy1g30dqmr35jmvlwcm docid\ lpiy1g30dqmr35jmvlwcm docid\ lpiy1g30dqmr35jmvlwcm recruiting operations use alerts to stay on top of candidate, interview, or job activity docid\ lpiy1g30dqmr35jmvlwcm docid\ lpiy1g30dqmr35jmvlwcm docid\ lpiy1g30dqmr35jmvlwcm docid\ lpiy1g30dqmr35jmvlwcm docid\ lpiy1g30dqmr35jmvlwcm docid\ lpiy1g30dqmr35jmvlwcm docid\ lpiy1g30dqmr35jmvlwcm docid\ lpiy1g30dqmr35jmvlwcm building a report and alert from scratch in this example, we create a report that looks at candidates in the recruiter screen stage for 10+ days and set up an alert to automatically notify individual recruiters of only the candidates they are managing in a matter of minutes, you can set up a single alert with dynamic routing to notify team members of records that are important to them how to create an alert an alert can be created for any saved custom list report to add a new alert, click the alerts button screen cast 2022 11 02 at 7 52 15 am gif once an alert has been added to a custom list report, you can configure the following what records to deliver when the alert should be delivered who will receive the alert and who should be listed as the sender what the delivery email says how the alert will be delivered what records to deliver you can decide what records you want delivered this allows for customized focus on details relevant to your particular use case report data of an alert gets generated on behalf of the user who creates the alert, so all of the creator’s accounts permissions apply if the entire list is sent to a specified user and not a user involved as (more on this below), then the user receiving the report will be able to see all of the report data in the alert email be sure to add filters to remove any jobs (including confidential jobs) or specific data that you don’t want users receiving the alert to see as part of your alert setup process entire list this will send the entire set of report results at a fixed period, daily, weekly, or quarterly with customization added records this will regularly run your report and compare the report results since the previous run to intelligently send only the records that were added removed records this will regularly run your report and compare the report results since the previous run to intelligently send only the records that were removed when the alert should be delivered after selecting what records to deliver, you can select when the alert should be delivered periodically runs the report at a fixed period and sends an alert when records were added/removed since the previous run immediately runs the report on a very short regular period and sends an alert whenever records were added/removed since the previous run from least to most complex, checks for new results will occur every 5, 30, or 60 minutes most basic reports will send new results within 5 minutes, but particularly complex reports can take up to 1 hour for delivery of new results the option to send an alert immediately is only available when the alert type is set to added or removed records screen cast 2022 11 02 at 8 16 57 am gif who will receive the alert after your report type and delivery schedule are set, you can specify the alert’s recipients ashby alerts allows standard email or a dynamic routing option to only deliver records to the involved users you can opt to send individual emails to each specified user as part of the alert, or send a single email including all users who are set as recipients routing png deliver any record as use the individual emails dropdown to specify if the record should be sent as individual emails or as a group email please note this option can only be used when adding specific users or emails directly you can then use the + add user or email button to add users or specific emails to send the alert to if your report includes user roles, such as recruiters, you can send just the records those users are involved with to them automatically using the + add user role button choosing a sender you now also have the option to select who the alert should show as coming from, either by leaving is as the generating user (the default), or selecting ashby from the drop down what the delivery email says you can customize the title of the alert and email body the alert results will be inserted inline to the email after any custom message content you add once you have entered an alert title, the button to lock report & activate or activate will turn purple, meaning the alert can now be activated when activating an added records or removed records alert, you will see lock report & activate these alert types depend on differences in report results to identify the added and removed records, thus editing the report itself will impact the alert behavior the report will remain locked to prevent any modification of your delivered content without your review screen cast 2022 11 02 at 9 12 40 am gif below is an example of an alert delivery email in this instance, there are links to the candidate profile, job page, and the underlying custom list report there is also a link to view the report in ashby screen shot 2022 11 02 at 9 52 58 am png if you would prefer for ashby links (for example, a link to the candidate profile) to not be included, you can toggle off the include links to ashby option within the sender settings please note that this setting applies only to ashby links and doesn't affect non ashby links (for example, a candidate's social url) the link to view the report in ashby will still be present within the email how the alert will be delivered when adding an alert, the default delivery method is email if the slack integration is enabled, you have the option to select slack manage your slack integration from your admin > integrations > slack settings, you can authenticate the connection to your slack instance analytics customers will see “add to slack” if the slack integration has not been set up analytics customers will see add to slack if the slack integration has not been set up aio customers will see “not enabled” if the slack integration has not been set up aio customers will see “not enabled” if the slack integration has not been set up delivery via slack once your slack integration is enabled, your alert will have a new “delivery” field which allows you to select email or slack when the slack option is selected, you have two delivery options direct message send report results directly to the specified or dynamically routed users send to channel specify a slack channel you would like the report results to be delivered to after you add the ashby application to a private slack channel, you will be able to send notifications to that channel to add the ashby application type @ashby as a message in the channel (where you would type a message to send to the whole channel) and select ashby app not in channel syncing private channels may take up to 30 minutes after the ashby app is initially added to prevent private channel names from being revealed, you must type in the exact private channel name when creating your alert screen shot 2022 11 02 at 1 00 57 pm png slack message formatting the results delivered via slack messages follow a formatting determined by the custom list report the first column (often the candidate) is the top level element, and the subsequent columns are listed as sub bullet points an example of our new hire notification, which incorporates linking to process documents, is shown below view active alerts the saved reports directory has a folder titled reports with alerts in which any report with an alert will be listed when hovering over the bell icon, you can see the number of active and inactive alerts the bell icon will be dark purple if a report has an active alert screen cast 2022 11 02 at 10 58 48 am gif at the report level, the alerts button will show the number of alerts that have been added to the report if you hover over the alert count on the alerts button, it will show the number of active and inactive alerts screen cast 2022 11 02 at 11 15 49 am gif make changes to alerts you can make changes to an alert by clicking alerts > deactivate & edit any of the alert’s configurations can be updated after it has been deactivated make sure to click the activate button once you are done making your changes screen cast 2022 11 02 at 11 36 03 am gif added/removed records reports function by comparing sequential snapshots of a report to start, the first snapshot is taken when the alert is enabled thereafter, a snapshot is made at each scheduled delivery time if an alert is deactivated and reactivated, the starting snapshot is reset to the report results at the time of reactivating the alert scheduled immediately any record that is added to or removed from a report during the time it is deactivated is no longer considered added or removed, and no alert will be sent once the alert is activated again scheduled periodically if a record is added to or removed from a report before the alert is scheduled to be sent and then the report is deactivated, that record is no longer considered added or removed, so it will not be included in the alert once the alert is activated again for example alert is scheduled to be sent at 2 pm every day a record is added to the report at 11 am the alert is deactivated to make changes to the underlying report at 12 30 pm the alert is activated at 12 35 pm the record added at 11 am will not be included in the 2 pm alert because it is not considered added/removed since it was already on the report when the alert was activated at 12 35 pm you can see when an alert was enabled or updated by clicking the alerts button and hovering over the info icon next to enabled by if you need to make changes to the custom list report upon which an alert has been added, you will need to unlock the report itself this will deactivate the alert, so make sure to reactivate the alert once the report changes have been saved screen cast 2022 11 02 at 12 11 36 pm gif delete an alert you can delete an alert by clicking the alerts button and then the trash icon screen cast 2022 11 03 at 7 58 02 am gif faq can an alert be sent on the last day of every month? yes; we recommending selecting the 31st day of the month the alert will be sent on the last day of the month, even on months with less than 31 days do alert links to candidate profiles work for non ashby users? for users that do not have access to ashby, or are logged out, the candidate profile link from an ashby alert will redirect to your host ats candidate profile (e g directly link to greenhouse or lever) for any ashby user that is logged in, the candidate profile link in an alert will open the ashby profile, from which the user can opt to view the profile in the host ats by selecting the view in \[ats] button when sending with “to users involved as,” what records are included? when selecting a user field such as recruiter or hiring manager in the to users involved as , then only records which those users are associated with will be delivered for example if you have a custom list report scheduled to send the entire list every monday, opting to send records to the associated recruiter will result in each recruiter seeing the entire list of candidates they are associated with, but no other records why did i receive an empty alert? for recurring alerts (e g those not set to immediate), we always send emails to all of the fixed recipients, regardless of whether the alert and underlying report is empty or not why didn’t i receive my recurring alert? for recurring alerts, to users involved as recipients will not receive an alert when the underlying custom list report is empty no one is “involved as” when the record set is empty can i attach the results as a csv file to the alert? you can, yes! both email and slack alerts support attaching the results as a csv file when setting up your alert or editing it, select csv from the attach dropdown within the advanced section please note that if the attachments exceed the platform's limits (10mb for email, 1gb for slack) they will not be attached, but the normal message will still be sent out can i create an alert for a segmentation, count over time or candidate list report? alerts can only be configured for custom list reports if you do have a dashboard with reports that you’d like to send out to users on a regular basis, check out docid\ ttr2omug9yqpx1nkcmjs9 can i attach candidate resumes to an alert? currently this isn’t possible you can opt to include the candidate profile url in your custom list report details though, so the candidate profile can be easily accessed from the report please note that users will need to have access to the job, department, team or location that the candidate is linked to in order to view the profile is markdown formatting supported for slack alerts? there is limited markdown formatting support for alerts sent to slack you may now format alerts sent to slack with hyperlinks, bold, italic and headings why did i receive an alert i didn't expect? report alerts that are configured to send on added or removed rows trigger on any added or removed row, regardless of the reason some common causes of unexpected alerts are permission changes for the user the report results are generated as (such that they can now see a different set of rows) changes to filters rows that were previously in the report may end up filtered out or rows that weren't previously in the report are now included