Alerts

alerts is a reporting feature that enables automated report delivery based on highly configurable scheduling, custom conditions, and dynamic routing of select results to involved team members a library of alert templates is available to help you get started permissions & access those on the foundations plan cannot 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 allows customized and timely delivery of data that matters to the recipients who matter difference detection and dynamic routing automate delivery of this data 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 alerts can be applied immediately they range from data quality and operational excellence to milestone notifications some of the use cases we use at ashby are listed below surveys & feedback use alerts to be notified of feedback on candidate interviews or survey results alert when a low nps score comes in on a candidate experience survey docid\ lpiy1g30dqmr35jmvlwcm alert whenever a candidate receives a 4 on a scorecard docid\ lpiy1g30dqmr35jmvlwcm alert when a candidate post recruiter screen reaches an average score of >3 docid\ lpiy1g30dqmr35jmvlwcm data quality use alerts to be notified when important fields are empty alert when someone makes it past recruiter screen but has no source associated docid\ lpiy1g30dqmr35jmvlwcm alert when a job was opened without assigned recruiter docid\ lpiy1g30dqmr35jmvlwcm alert when a referral was submitted and has no recruiter assigned docid\ lpiy1g30dqmr35jmvlwcm recruiting operations use alerts to stay on top of candidate, interview, or job activity alert when a new role is opened docid\ lpiy1g30dqmr35jmvlwcm alert when a job has become “stale” docid\ lpiy1g30dqmr35jmvlwcm alerts to individual recruiters when they are breaking custom slas (e g time in stage, time to review referral, etc ) docid\ lpiy1g30dqmr35jmvlwcm new hire alert docid\ lpiy1g30dqmr35jmvlwcm alert when a candidate applies who is at one of the top 10 companies you recruit from docid\ lpiy1g30dqmr35jmvlwcm alert when an interview needs to be scheduled docid\ lpiy1g30dqmr35jmvlwcm alert when candidates who had made it to onsite were archived, with archive reason docid\ lpiy1g30dqmr35jmvlwcm alert whenever a new candidate makes it to offer stage 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, navigate to reports > saved reports and click on the custom list report in question, then click the alerts button if you do not see the alerts button, check the following is the report you're viewing a custom list report? if not, the alerts button will not appear has the report been saved? the alerts button only appears on saved reports save your report for it to appear 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 receives the alert and who is listed as the sender what the delivery email says how the alert is delivered what records to deliver under the send section, you can decide what records you want delivered this allows for customized focus on details relevant to your particular use case report data for an alert is generated on behalf of the user who creates the alert, so all of the creator's account permissions apply if the user who enabled an alert is deactivated, the alert stops sending see what happens to my alerts if the user who enabled them is deactivated? docid\ fckr kkhnmjz6vuu3krvw in the faq section for details and next steps if the entire list is sent to a specified user and not a user involved as (more on this in our faq), the user receiving the report can see all of the report data in the alert email 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 options include entire list sends the entire set of report results at a fixed period — daily, weekly, or quarterly — with customization added records regularly runs your report and compares the results since the previous run to send only the records that were added removed records regularly runs your report and compares the results since the previous run to 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 or removed since the previous run you can opt to send alerts daily, weekly, monthly, or quarterly you can also set a custom frequency by selecting set custom frequency from the dropdown immediately runs the report on a very short regular period and sends an alert whenever records were added or removed since the previous run from least to most complex, checks for new results occur every five, 30, or 60 minutes most basic reports send new results within five minutes, but particularly complex reports can take up to one 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 who will receive the alert after you set your report type and delivery schedule, you can specify the alert's recipients ashby alerts allows standard email or a dynamic routing option to deliver records only 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 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 this option can only be used when adding specific users or emails directly deliver to 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 can select who the alert appears to come from either the generating user (the default) or ashby, selected from the drop down what the delivery email says you can customize the title of the alert and email body the alert results are inserted inline to the email after any custom message content you add once you enter an alert title, the activate or lock report & activate button turns purple, indicating that the alert can now be activated when activating an added records or removed records alert, a lock report & activate button appears these alert types depend on differences in report results to identify added and removed records, so editing the report impacts the alert behavior the report remains locked to prevent any modification of your delivered content without your review 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 if you prefer that ashby links (for example, a link to the candidate profile) are not included, toggle off the include links to ashby option within the sender settings 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 is still present within the email how the alert is delivered when adding an alert, the default delivery method is email if the slack integration is enabled, you can select slack for more information on configuring the slack integration, see slack docid\ w4wjftj8j0vkkxykl2vqo delivery via slack with the slack integration enabled, your alert has a delivery field that lets you select email or slack when you select the slack option, 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 delivered to after you add the ashby application to a private slack channel, you can send notifications to that channel to add the ashby application type @ashby as a message in the channel (where you 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, type in the exact private channel name when creating your alert 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 is listed the bell icon indicates how many active alerts the report has at the report level, the alerts button shows the number of alerts added to the report if you hover over the alert count on the alerts button, it shows the number of active and inactive alerts make changes to alerts you can click the alerts button within the report to make changes to exists alerts or add new ones make changes to an alert by clicking alerts > deactivate & edit you can update any alert configuration after deactivating it select the activate button once you have made your changes added/removed records reports function by comparing sequential snapshots of a report the first snapshot is taken when the alert is enabled a snapshot is then taken at each scheduled delivery time if an alert is deactivated and reactivated, the starting snapshot resets to the report results at the time of reactivation scheduled immediately any record added to or removed from a report while it is deactivated is no longer considered added or removed, and no alert is 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 send and the report is then deactivated, that record is no longer considered added or removed and is not included in the alert once reactivated for example the alert is scheduled to send 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 is not included in the 2 pm alert because it is not considered added or removed — it was already on the report when the alert was activated at 12 35 pm see when an alert was enabled or updated by clicking the alerts button and hovering over the info icon next to enabled by to make changes to the custom list report that an alert is based on, unlock the report by updating the setting at the top left near the report title to unlock report this deactivates the alert, so reactivate it once you've saved the report changes delete an alert delete an alert by clicking the alerts button, then selecting the trash icon on the right side of the alert you wish to delete faq can an alert be sent on the last day of every month? yes; we recommend selecting the 31st day of the month the alert is sent on the last day of the month, even on months with fewer than 31 days do alert links to candidate profiles work for non ashby users? for users without access to ashby, or who are logged out, the candidate profile link from an ashby alert redirects to your host ats candidate profile (for example, directly to greenhouse or lever) for any ashby user who is logged in, the candidate profile link in an alert opens the ashby profile, from which they can 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 you select a user field such as recruiter or hiring manager in to users involved as, only records associated with those users are 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 results 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 (for example, those not set to immediate), ashby always sends emails to all fixed recipients, regardless of whether the alert and underlying report are empty why didn't i receive my recurring alert? for recurring alerts, to users involved as recipients do 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? yes! both email alerts and alerts in slack 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 if the attachments exceed the platform's limits (10 mb for email, 1 gb for slack), they are not attached, but the normal message is still sent 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 have a dashboard with reports that you'd like to send out to users on a regular basis, check out scheduled dashboards can i attach candidate resumes to an alert? currently this isn't possible you can include the candidate profile url in your custom list report details, though, so the candidate profile is easily accessible from the report users need access to the job, department, team, or location the candidate is linked to in order to view the profile is markdown formatting supported for alerts in slack? alerts sent to slack support limited markdown formatting you can format alerts sent to slack with hyperlinks, bold, italic, and headings why did i receive an alert i didn't expect? report alerts 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 what happens to my alerts if the user who enabled them is deactivated? when the user who enabled a report alert is deactivated in ashby, the alert stops sending because report data is generated using the enabling user's account permissions, ashby pauses delivery when that account is no longer active this keeps sensitive data secure to keep your alerts running, any active user with sufficient permissions can reassign an alert before the departing user's account is deactivated navigate to reports > saved reports and open the report with the alert select the alerts button, then select deactivate & edit select activate to reactivate the alert under your user account and permissions we recommend completing this before the departing user's last day to avoid any interruption in alert delivery if the departing user had locked any reports, any organization admin can unlock them for more information, see confidential reporting & content access control docid\ muchm4f6zrjbv4r1fjn o