Message Processing Rules

Message Processing Rules allow you to define rules to be used for processing or organizing messages in Talenture RS. These could be messages that you receive directly in Talenture RS or via email import from Microsoft Outlook or other external email applications.

In Message Processing Rules you can specify:

• Type of processing to apply - for e.g. re-organize messages into relevant folders or extract resumes content from the messages.
• Criteria based on which the above processing is to be done. These can be keywords in the subject/message body, sender addresses etc.
• Auto Replies to generated
• Functional classification for the extracted resumes (if performing resume extraction).

Message Processing Rules may be applied both on new email messages being received by a user as well as on messages already existing in your email folders in Talenture RS. Rules once created are used through Message Processing Specs.

Using Multiple Message Rules in a Message Processing Spec
When you include more than one Message Rule in a Message Processing Spec, Talenture RS applies the Message Rules in alphabetical order of their name. Hence, if you need to ensure that multiple Message Rules get applied in a specific order name them in the desired alphabetical order.

Default Download Processing Message Rule
Talenture RS comes with a pre-defined Default Download Processing Message Rule for processing messages that your received in the Talenture RS Email Client. This rule performs the following actions:

• Applies on all messages received
• Parses resume content from messages
• Moves messages from which resume content is parsed into the Processed Messages
• Stores messages without any resume content in the Inbox

You can create you own custom Message Rules for processing incoming messages and include them in the Message Processing Spec used for processing New Downloads.

Common Tasks

1. Create a new Message Processing Rule for applying on existing messages
2. Modify a Message Processing Rule
3. Add Message Processing Rules to a Message Processing Spec
4. Remove Message Processing Rules from a Message Processing Spec
5. Delete a Message Processing Rule

1. Create a new Message Processing Rule for applying on existing messages

To create a rule, carry out the following steps:

- Point to the Tools menu and select 'Email Client'.
- In the Email Client screen, point to the 'Tools' menu, and select the 'Message Rules' option. The 'Message Rule' sheet is displayed.
- On the 'Message Rule' menu click on 'New'.
- In ‘New Rule’ sheet,
- Enter a name and description for the rule.
- Tick 'Process all messages' if you want to all messages in a folder to be processed without specifying criteria such as keywords in subject, message body etc.
- If you've not selected 'Process All Messages', then under ‘Applicable to messages satisfying the criterion’, select the ‘OR’ operator if you're specifying muliple criteria and want the processing to be done even if one of the criteria matches. Select the 'AND' operator if you want processing to be done only on messages statisfying all of the specified criteria.

The criteria section allows you to specify the conditions and rules on the basis of which to pick messages for processing. Conditions may be defined for the following elements of a message:
- Message Body
- Subject
- Sender address ('From' header)
- Recipient address ('To' header)
- Carbon copy recipients ('Cc' header)
- Count of attachments
- Attachment type
- Received date

Two types of search criteria are supported:
- Starts With: A message element starting with a specific keyword/phrase.
- Contains: A message element containing a specific keyword/phrase.

- If specifying a condition for the sender address, select the desired operator next to the 'From' field and enter the keyword in the adjacent textbox.
- To specify a condition for the recipient fields (To, Cc, To or Cc), select the desired recipient field from the second drop-down, select the desired operator and enter the keyword in the adjacent textbox.
- To specify a condition based on the message subject and/or body content, select the desired field (Subject, Body, Subject or Body) from the second drop-down, select the desired comparison operator from the 'Operator' drop-down and enter the keyword in the adjacent textbox.
- To specify a condition based on the number of attachments in messages, select a comparison operator from the 'Operator' drop-down next to the 'No. of Attachments' field and enter the number of attachments you want to check for in the adjacent textbox.
- For e.g. to check for messages containing 2 or more attachments you would select 'Greater than or equals' from the 'Operator' drop-down and enter 2 in the textbox.
- To specify a condition based on the attachment extension, select a comparison operator from the 'Operator' drop-down next to the 'Attachment Extension' field and type the attachment extension you want to check for in the adjacent textbox.
- To specify a condition based on the received date of messages, select a range operator from the 'Operator' drop-down next to the 'Received Date' field and select the date you want by clicking on the calendar icon next to the first date drop-down field.
- If you have chosen the 'Between' operator to specify a start and end date then select the end date you want by clicking on the calendar icon next to the second date drop-down field.

- Check 'Create resumes from messages' if resumes are to be created from messages.
- Check 'Skip check for resume content' to create resumes from all messages regardless of actual resume content.

You can control resume extraction by selecting one or all of the 'Not a resume if' check boxes. This allows you to exercise greater control over detection of resume content.
- Check 'Not a resume if email-id not found' to not create resumes if an email address is not detected in a message.
- Check 'Not a resume if name not found' to not create a resume if no name information is extracted from a message.
- Check 'Not a resume if name and email-id not found' to create resumes only if both the email address and name are detected in a message.

In the 'Method for resolving Candidate Duplicacy' drop-down, you can select one of the following options for handling duplicate candidates during resume parsing:
- Smart Merge New with Existing: Auto-detect updated candidate details in parsed resumes and merge these with existing candidate records
- Overwrite Existing Candidate: Auto-detect updated candidate details in parsed resumes and replace existing candidate resumes with the updated version of resume files.
- Skip New Candidate: Do not merge or replace existing candidate records and files with updated candidate details and resume files.
- Do Not Resolve Duplicacy: Do not perform any action when duplicate candidates are detected.

In the 'Do not create resumes from' section you can specify attachment file types from which resumes should not be created. Use this to avoid attempting from the file types and message sections which you know will not have proper resume content.
- Check the checkboxes corresponding to the file formats that you want to ignore.
- Check 'message body (text)' to ignore the text message body of messages and check 'message body (html)' to ignore the HTML message body of messages.

In the 'Auto replies to process for this rule' section,
- Tick 'Apply auto replies for messages satisfying the rule' if you want to send auto replies for all messages that match the rule criteria.
- To send auto replies even if the email-ids do not match, check 'Do not match email-ids when sending auto replies for resume detection/creation'.
- Check 'Use email address from resume first' to use the email-id in the extracted resume (if one is found) as the recipient address for the auto reply.
- If no email-id is detected in the extracted resume, then the 'From' address from the message is used. This option is available only when you check the 'Do not match email-ids when sending auto replies for resume detection/creation' option.
- Select the auto replies that you want to send by clicking on the desired auto replies in the 'Select AutoReplies' box.
To select multiple auto replies, hold down the Ctrl key when you click on the auto replies.

The ‘Target resume folder’ and related options are enabled when you check the Create resumes from messages option.

- In ‘Target resume folder’, select the target resume folder either in ‘Create candidate in Adv. Candidate Manager (Private)’ or ‘Create candidate in Adv. Candidate Manager (Public)’ in which to store resumes created from messages.
- Check 'Use Email address to guess Candidates name when not available' to automatically set the candidate's name for a resume using the 'From' address of a message.
- Check 'Use From: address for email address in resume when not available' to automatically use the 'From' address in a message as the candidate's email address in the resume created from it.
- In the 'Process messages with resumes' section, select an action to perform and a corresponding email folder for messages from which resumes are created. Generally, ‘Processed Messages’ folder is selected.

In the 'Resume Sources' section you can specify the source details to be set if no resume source can be identified on the basis of existing source rules.
- Select the Source Type and Source Name to be set from the drop;-downs.
- In the 'Functional Classification' drop-downs you can select the functional roles in which to classify the candidates parsed from messages.

In the Advanced Options section you can specify the following additional actions if required,
- Tick the 'Generate "Updated Resume Request' mails for resumes added' check box to generate mails for requesting updated resumes from candidates whose resumes are parsed from the messages.
- Tick 'Generate "Thank You" mails for resumes added' to generate mails thanking candidates whose resumes are parsed from the messages.
- If either of the above 2 options are selected, then you can tick 'Send generated mails automatically to immediately send the generated messages instead of saving them in the Drafts folder.

- In the 'Process messages without resumes' section, select an action to perform and a corresponding email folder for messages in which resume content is not found.
Click on ‘Save’ to save the filter.

2. Modify a Message Processing Rule

To modify a Message Processing Rule, carry out the following steps:

- Point to the Tools menu and select 'Email Client'.
- In the Email Client screen, point to the 'Tools' menu, and select the 'Message Rules' option. The 'Message Rule' sheet is displayed.
- Click on the rule to modify from the list of rules. The rule detail screen will come up.
- Make the required changes and click on 'Save'.

3. Add Message Processing Rules to a Message Processing Spec

- Point to the Tools menu and select 'Email Client'.
- In the Email Client window, point to the 'Tools' menu and select 'Message Processing Specs'
- In the 'Message Specs' page click on the name of the spec to which to add the Message Processing Rule.
- In the detail screen, scroll down to the 'Message Rule(s) to apply' box and select the rule to add. You can add multiple rules by holding down the 'Ctrl' button and clicking on multiple
rules.
- Click the 'Save' button.

4. Remove Message Processing Rules from a Message Processing Spec

- Point to the Tools menu and select 'Email Client'.
- In the Email Client window, point to the 'Tools' menu and select 'Message Processing Specs'
- In the 'Message Specs' page click on the name of the spec from which to remove the Message Processing Rule(s).
- In the detail screen, scroll down to the 'Message Rule(s) to apply' box and de-select the rule(s) to remove.
rules.
- Click the 'Save' button.

5. Delete a Message Processing Rule

To modify a Message Processing Rule, carry out the following steps:

- Point to the Tools menu and select 'Email Client'.
- In the Email Client screen, point to the 'Tools' menu, and select the 'Message Rules' option. The 'Message Rule' sheet is displayed.
- Tick next to the rule to delete from the list of rules.
- Click the 'Delete' button.

Note that you cannot delete rules that are currently used in 1 or more Message Processing Specs. You first need to remove them from the specs and then perform the above steps.