What are Rules?
Rules are used in Eploy to send emails based on different triggers that occur throughout the recruitment process. For example, Job Alerts, which are sent to candidates when a job is advertised that matches their requirements, are sent using a Rule. Onboarding notifications, authorisation workflow emails and even reference requests are all rules in the system.
There are some key details that apply to all rules in Eploy:
Users have visibility of rules in the system, but the configuration of the email is managed by Eploy Support. If you want to make any changes to the rules in Eploy, please contact us and we can talk about the options available.
Rules typically run every 10 minutes, which means any records that meet the criteria (are at the trigger point and haven't yet been contacted) will receive the alert / email. In some cases, the rule may only run once per day, at a designated time - this is typical for reminder rules or exports.
You can click into the Rule to view the rule schedule (how often it runs) and the rule history, which shows a log for each recipient. This means you can keep track of exactly who has been contacted and when by this rule.
Some rules can be manually triggered, which can be great if you have recently made changes or have been doing some testing. Clicking Run All Rules from the menu, or Run Rule from within each individual rule, will trigger the rule and immediately send all emails which are due to be sent.
Managing Rules
All active Rules in your system can be viewed within Admin > Rules & Automation > Rules.
Rules are displayed in a grid which shows the Rule Name, Schedule, Last Run Time, a Description, Test Mode and Test Emails.
To find a specific rule, use the Description search box. You can also filter the list by whether it is a System Rule or in Test Mode.
Test Mode
Test mode is a great way to ensure that the rules are working correctly, without inadvertently sending emails to contacts or candidates. By putting a rule into test mode, the rule will still run as normal, but all notifications will be sent to a specified email address - meaning that you can review the rule performance from the recipients perspective.
Not all rules can be put into Test Mode. If you'd like to activate Test Mode for a rule and the option is disabled, please contact Eploy Support for assistance.
Rules FAQs
Can I create New Rules? It is not possible for a user to create new rules in the system, but Eploy does offer certain bespoke notifications. Please contact Eploy Support for further details around new rules and the options available.
Can I edit the content of a rule email template? There are certain rules which allow you to manage the content of the email within the system. This can be done within Admin > Contact Templates > Email & SMS Merge / Portal Notifications
Can I see who the rule has contacted? Within the Rule History tab, you can see all recipients of this rule, meaning you can track who has been contacted and when. Please note that some rules generate 1000's of emails, so the rule history may have 1000's of entries!
Can I trigger the Rule to run again? There are options available, either within specific rules or from the rules grid, which will allow you to Run Rule / Run All Rules.
📌 Note - Running a rule will not re-contact any recipient, as they are only contacted once by each rule. Certain rules, like reminders, will re-contact people if they have not actioned as required, however this is on a schedule and you can not force it through.