iCIMS Hacks: Smarter Source Reporting & Email Fixes Artwork

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iCIMS Hacks: Smarter Source Reporting & Email Fixes

September 23, 2025 • Alex Marcus • Season 1 • Episode 31

Admins shared why recruiting workflow source is more reliable than person source, with candidates often changing their own data. Another key reminder was to update iCIMS SFTP whitelisting to avoid email delivery issues. Practical takeaways from the SAI community in action.

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Unknown Speaker 0:00

Welcome everybody to system admin insights. So glad to see you here today. We like to kick off every meeting with a little gratitude. So please put something in chat that you are grateful for today. I am grateful for vibe coding. I'm just having a blast over here, vibe coating things with Claude, and I want to share one of those things with the group today that I think you'll find interesting. You know, not everybody can do that in their professional setting, but I think doing it for yourself personally is just a very, very good way to keep your skills sharp and to expand your awareness of what is possible with AI. Paul says, beautiful weather today, excellent. Vivian says, grateful for harvest season, drowning in tomatoes. All right, that's a, you know, there's, there's, there's something I saw on Instagram where there's some festival in Italy where they just like dump tomatoes all over the street and people roll around them and throw them at each other. Why don't we have that? You can do that with what's in my backyard. Okay, well, all right, let's, let's get that started to be a great tradition. Greg says wrapping up one of his classes of the of the next one. What do you mean, Greg?

Unknown Speaker 1:05

That was just a bad auto correct that been offset off to the next class. I've got, okay, got it cool? And Terry says a good physical therapist, yes, indeed, that is always a nice thing to have. All right, so we're going to do first, we're going to do a little presentation. I'm gonna be talking about source reporting, and then we're gonna go to our members questions, and then we'll do a little interlude, and then we will go to general questions, and if we have time, we'll do some zoom, small group networking toward the end of the call. And with that, let me talk a little bit about what inspired this presentation. So I think everybody has experienced source reporting and isims being a little tricky for a number of reasons that are largely out of isims control. And so what a lot of folks end up doing is they will export the data, they will manually work with the data in Excel, or they will do bulk updates to the data periodically in isims, that's another approach, or they may have a Power BI or Tableau dashboard setup that would automatically take that information and transform it. However, not all companies companies have access to a Power BI or Tableau resource. And so one of our clients came to us, and they were pointing out this situation and asking what could be done. And so I talked about some of the standard limitations, some of these standard approaches, but I also wanted to see if there was a way to quickly transform that data by using a custom app. So let me start with a quick screen share here of the issue at hand, right? So the issue at hand, and there are many variations on this, but I think this is the most obvious one, is that when you do a typical recruiting workflow search, and what I did is I grouped by top level person source and the next level person source specifics, you will see that the top level has a source of indeed, and then source specifics of variations on that. But then you also have job board right here. And if I were to expand that, we would see indeed, again, right? That is the most fundamental thing that I was trying to address and in developing this app, is how to, very simply, with a click of a button, get all of our indeed, things that are here into the right place, right here. And of course, there are other things that you can look at, like LinkedIn. If you decide that LinkedIn is social media, how do we get LinkedIn into social media? If you decide LinkedIn is a job board, how do you get it under a job board without having to manually manipulate the data, which is time consuming. It's one of those things that tend to fall off the radar. So what I did

Unknown Speaker 3:59

was I went over to Claude. Claude is it's sort of like chat GPT. But one thing that's unique is it's a company called anthropic that is largely funded by Amazon. And one thing that is really unique about Claude is that it gives you the ability to create apps. And this is a real app. Here is the code behind the app. I can't make heads or tails of this. I'm not a programmer, right? If I tried really hard, I could probably figure out what some of the stuff me stuff means. I did not write any of this code. Okay? What I was doing. So here's an example of my last chat with this with Claude. I said, after the data has been uploaded and the first charts have been created, click the transform data button to clear, clean your data above the transformation summary, add blah, blah, blah, blah, blah, right? This entire app was a series of about 100

Unknown Speaker 4:55

conversations, right? It would do something. I would be annoyed. I would tell it to do some.

Unknown Speaker 5:00

Something else. It would do something else. I'd like it, but maybe I want to tweak something else and back and forth and back and forth and back and forth and from a concept to execution. I would say this took about two hours, right? This is an app that can be shared and deployed. Can be customized. It can be iterated upon. But let me before I continue with that, let me just so I'm going to click the Upload, applicant, source data,

Unknown Speaker 5:29

and I'm going to put in this

Unknown Speaker 5:33

source report experiment. This is synthetic data. It has no identifying information. Has two columns, source and source specific prop, process, applicant, CSV. Okay, so we have two things here. We have, this is the raw view of what's in there. And you notice we have job board. I hope everybody can see this. Make it a little bit bigger. So we've got job board here, and then we've got Indeed, over here, right? The exact problem that I was looking at earlier, right? We also, for the purpose of this prototype, I wanted to pull LinkedIn into social networks, and whether your company wants to do that or some other way, is irrelevant. For the purpose of this, I just wanted to show you a couple of transformations. So we have the overall sources right here, and then we have job board sources specifically, right? So this is teasing out just this bar right here, and it is breaking them down like that, right? So now let's do transform data.

Unknown Speaker 6:36

And the transform data looks like this. You'll notice that

Unknown Speaker 6:43

indeed no longer appears up here, nor does LinkedIn. And you'll notice that the actual correct percentage of indeed is now 80.9%

Unknown Speaker 6:56

instead of 76.4%

Unknown Speaker 6:58

and the reason why you saw this jump around is because I had some problems with the UI. It's, it's responding to the width of the subsequent columns, right?

Unknown Speaker 7:10

But all of that and the transformations that it did, there were 19,000 records in that CSV. It transformed 6173

Unknown Speaker 7:19

of them, right? So you can imagine the lift that that would have take, taken to either bulk upload things, bulk update things in isims, or if you'd had to export it and do it in a spreadsheet. Obviously, it wouldn't be that hard, but it would have taken you, I don't know, 2030, minutes instead of 10 seconds, right?

Unknown Speaker 7:39

Um, a couple of notes about this approach now,

Unknown Speaker 7:43

in terms of IT security and where does data go?

Unknown Speaker 7:48

If a company were to use an app like this, they would run it in the browser, and the data would be stored in the browser cache. Right the data that I uploaded into this is not going anywhere other than the browser cache. There are ways to build cloud apps that ingest the data and put it through AI, but I specifically made that so that it is not happening here, right? So if you were able to deploy your own instance of something like this, you could take your company's data, put it into this and it would not be held by a third party. It would be in the browser cache, of course, confirm that with your IT department, right? In case I have overlooked anything, right? The second thing I'll note is that the easiest part of this was getting it to work. The hardest part of it was making it look nice, believe it or not. So I don't know why this is, but when you are this is called vibe coding, by the way, and it's probably, I think it started off as a derogatory term, but I think, like a lot of things that like Impressionism, it will, it will just become a standard term that people use to describe something that is useful to do. But you know, when vibe coding like this, for some reason, getting the layout right is just a real pain, right? Probably 30% of my effort here was trying to get it to not cut off the labels, right. The Pie charts are a little. Pie charts are okay, right, right. In fact, they're not so bad, but I couldn't get them all to populate, and I just got tired, right? But I guess big picture, what I'm suggesting here is that I know everybody here has a long list of drudgery, of tasks that are just annoying, and you now have anybody, anybody, anybody has the power, and you can do this with a free claw account, by the way, anybody now has the ability to create bespoke, custom apps that do very specific things that can make your job a lot easier.

Unknown Speaker 9:50

So I will pause there any any questions about the process, the tools that I used, how you go about doing this?

Unknown Speaker 10:03

I guess I have a two quick questions. Number one, have you seen a difference between this? Or have you tried this with any other vibe coding, with any other tool, like, I know, chat, GPT just released an updated version of their Codex, which, I mean, I've played with it, but not to this extent. I don't know if you've have a an opinion or you tried it, I do so, so chat GPT as far as I know, still won't create an app like this. It will let you create gpts. And gpts work a little bit differently, and the last time I tried it, I was not able to execute something on this level, with this type of a nice user interface. That said, Vivian dropped

Unknown Speaker 10:46

a better alternative in chat, which is v zero dot Dev. I've also used V zero dot dev to create things like this. I use V zero dot dev when I'm like, I know I actually want to deploy something. So for example, I'll show you a thing that we did with v zero, dot. Dev,

Unknown Speaker 11:04

yeah, Jessica, I hear that. I hear that. So this calculate your items. Roi app, this isn't an app that lets you put in various figures here, and then it tells you what your cost per hire is. How that relates to an industry norm with a SHRM citation link here, and then the potential impact of various optimization work, right? So this is a sales tool for us, but I think it also be very useful for anybody on the call to quantify the impact of

Unknown Speaker 11:37

of and honestly, a side note, a lot of companies struggle with getting some of these numbers. So, you know what? What are we actually spending on agency? You know, national, global companies. It's siloed. That information is all over the place, right? That's a side note. But for this, I developed this in v zero dot dev specifically because I knew I want to deploy it. The code was cleaner. And then to bring it home, I handed it over to

Unknown Speaker 12:00

somebody in Ecuador who we use for these things, and they deployed it and put it on GitHub, and now it's a publicly available thing. The Claude app is still tied to the claw interface, unless I wanted to take the code, give it to somebody to clean it up and deploy it elsewhere, right? Does that answer your question? That did that? Thanks. And I just one last one. I know you mentioned that this was an ongoing conversation for about two hours, kind of, you know, trying to refine it. But could you share with us, what was your initial prompt that kind of kicked it off, like, what was that you, you know, was it a pretty long one or two? Kind of started with a very, something, pretty short, and built and built from there, see if I can find it,

Unknown Speaker 12:44

because one thing that happens is you run out of bandwidth as you're doing these things, and you then have to transfer it over to Okay. I found it.

Unknown Speaker 12:53

This was the initial prompt. Create an app. Create an app that cleans up source reporting data layout should look like attached. So I had a screenshot. I had a buggy previous version of this I made like four months ago, and I forgot about so wherever source equals indeed, change source to job board and source name to indeed, blah, blah, blah, then create two pie charts, one that shows the before results, before you change anything, and one that the after results after transformation been made underneath a given account of all transformations made. Okay, and this was the first draft,

Unknown Speaker 13:24

right? And this was an error here. I didn't like that, but let's see. I should be able to that whole thing didn't click. I wanted the whole thing to click, but let's see if it works. There we go. And didn't work, right? And so next prompt was,

Unknown Speaker 13:42

it says

Unknown Speaker 13:43

unknown, 100% each time, WTF,

Unknown Speaker 13:48

all right? And then it gave me this version, etc, etc. So it's fun showing you my actual prompts, because they couldn't be less technical, right? Like, clearly I'm giving it my contextual understanding of what needed needs to be shown, and that sort of thing. But I'm not saying I'm not speaking computer speak. I'm not giving it code.

Unknown Speaker 14:09

Yeah. Vivian asks, I go over some of the go over some of the ways you could capture agency spend? Oh, you go over. Yes, you do, yes. That's an awesome one. Paul says there's an app coming out for or anyone dealing with massive amounts of data and needing to make sense of it. I think more of this stuff will start coming out soon, where you upload a lot of data and speak to it. Yeah, absolutely. And I'm still looking for like a Power BI plug in. Do you think Power BI would have, like a maybe it does. I haven't been in there in a minute. It might have something like that. Patrick said

Unknown Speaker 14:41

I thought it was the only one saying that prompts,

Unknown Speaker 14:46

well, so I will add that there is actually scientific research that shows that the nicer you are to AI, the better your results. So, you know, you know, at one point I got so frustrated that I did, I did get.

Unknown Speaker 15:00

Kind of mean, but, but, yeah, treating AI nicely, apparently, is best practice.

Unknown Speaker 15:07

Cordell doesn't really understand the WTF comment. I think it does, yeah, because it was telling me at one point, you know, I understand that this is getting frustrating, and I and that sort of thing. So it was trying to empathize with with my frustration. Patrick had told me to sit tight the other day, yeah, yeah,

Unknown Speaker 15:24

yeah, cool. All right. And by the way, you know, so if you don't have the ability to play around with this stuff and there, if there's a, like, a bespoke, targeted thing you would like to do with an app, we can develop those for you, and then we can deploy them on GitHub, and then you can use them in browser so that they should pass your your IT security protocols. So let Jenny know that if you're interested.

Unknown Speaker 15:48

Okay, thanks, everybody. Let's jump over to Sai the platform and see what we've got going on today. So let's see Ariel. Ariel, arrow, arrow, you had a question optimally to calculate average time in bin. Perec. You want to explain this question to us?

Unknown Speaker 16:08

Please? Yes. Hi everyone. Yeah. I got some great responses from Greg and I think Cheryl, but yeah, essentially, I was trying to see if anybody had good ways to calculate this particular metric of how long a candidate spends in a particular bin, that's similar to what is on the built in metrics dashboard. There's a report of average days and stage, but that's just across all recs. You can't drill down. So, yeah, I was just wondering, because there's only first place in the bin, but there's not, like, a

Unknown Speaker 16:42

timestamp of when they leave the bin. And so Cheryl, I think it was Cheryl had a great response, basically, like, if the workflow is pretty locked down in terms of where you can go,

Unknown Speaker 16:57

then we can go from, you know, the beginning of one bin to the beginning of one of the next bins that they can go to. But it doesn't seem like there was any other real way to capture this, and certainly nothing, you know, built in within ISIS. So I did end up suggesting that to the TAM that requested this data, because, for the most part, our workflow is pretty locked down. There's certain exceptions for like interns or like contingent workers that can go from you know, that can skip parts of the process. But I think in the meantime, we were just going to go with that, but it did kind of bring up an interesting issue that seems like a lot of people have been trying to calculate, but to no avail. Oh,

Unknown Speaker 17:55

and then I wasn't sure if maybe the having the SQL add on could could do anything. I don't personally know SQL, but

Unknown Speaker 18:05

I did tell Greg about that, and he was excited. And I wasn't sure if maybe that could be utilized within the reporting page to pull that so maybe somebody else more advanced in SQL would be able to speak to that. And for

Unknown Speaker 18:21

those who aren't familiar with SQL, will you explain what it is?

Unknown Speaker 18:26

Ariel, oh, it's like a coding language that they can apparently, some people I know, Caitlin had said that she has it. You can request a SQL add on in the reporting page of isims, and then there you can essentially put in your own code to run the reports that you need.

Unknown Speaker 18:45

Got it

Unknown Speaker 18:48

right, the base language that isins is built on. So I think that's also what drives like the metrics dashboard and the pipeline analytics and all that stuff behind the scenes, and then they just don't open it up, because it's not something that they can control within the overlaid like search and reporting tool, it's only with SQL.

Unknown Speaker 19:11

Any other thoughts on this? I'm

Unknown Speaker 19:17

definitely gonna, I'm definitely requesting. I'll ask. They might shoot me down, but I'm going to ask for that SQL plugin. I really want that.

Unknown Speaker 19:26

But I yeah, I'm wondering if anybody who has worked in isims before has worked closely with them. I'm just curious, like I I know there must be a good logical reason from the infrastructure side somewhere that why don't we have a way of being able to be able to report on, or simply put in something like time in X stage or x because I

Unknown Speaker 19:49

think I know that's one of the most common requests we get from people. And you know, unless you output it to a warehouse or do something else, there's really or you, or you have your locked.

Unknown Speaker 20:00

Down your process, it's really hard to derive that. And I'm just kind of curious for anybody, if anybody knows, like, what's the inside story? Because I feel like if they could have done it, they would have done it by

Unknown Speaker 20:15

now. I mean, when I asked about it, the response was that most people who get to that point of need are using a data warehouse, so they're using a bi or a tool Tableau, something like that, instead of expecting items to build that in. They had other features they were working on. So to me, it's not, and that's been several years, but I would expect it's probably the same.

Unknown Speaker 20:40

That's what I'm thinking. Like, yeah, probably just not on the priority list. I just feel like, you know, if you're someone who doesn't either a want to put something in warehouse just for that, or if you're a smaller entity and just don't have the resources to do that, that kind of puts you at a particular disadvantage. And I, part of me, is also concerned, because that kind of removes that kind of reduces your return on value, or demonstrate that to people or cat or help the app get experience. But that's a story for another day.

Unknown Speaker 21:11

So speaking of SQL, I did put this in Sai.

Unknown Speaker 21:17

The one place where you may have seen SQL in your platform is in date ranges. When setting date ranges for reports, there is a field there where you can add stuff like this, all right, but that is SQL. And if you want to find that post with that cheat sheet, you can go right here, just search for SQL.

Unknown Speaker 21:39

All right, any other thoughts on that,

Unknown Speaker 21:45

okay, thanks for the question.

Unknown Speaker 21:48

Ariel, Amy, Amy, are you on the call?

Unknown Speaker 21:53

Amy on the call? No, okay. Terry, report on integration IDs for RW fields.

Unknown Speaker 22:04

Yeah, I mean, Cheryl reminded me about the custom fields and that I can include the standard fields from that custom field usage report. So

Unknown Speaker 22:14

we're,

Unknown Speaker 22:16

we're trying to mark the last field that is captured by our API before bringing them into our HR system for hire. So that exporting that report was, I mean, it answered my question, and you know what I was looking for, so I was able to provide that to our HR ops and IT departments so they could work on improving our API. So Cheryl is very helpful. Thank you for that reminder. Cheryl for the win. Thanks, Cheryl.

Unknown Speaker 22:51

All right. I form dependencies. Cheryl. You want to talk about this?

Unknown Speaker 22:58

Yeah, this is Cheryl with Principal Financial Group. So I have been working on creating some life forms and,

Unknown Speaker 23:10

oh, Cheryl, yes, the dependencies. Basically, this works. It's all filling out properly.

Unknown Speaker 23:17

What you're cutting out a little bit

Unknown Speaker 23:22

there. Cheryl shows. Sorry.

Unknown Speaker 23:27

Okay, I'm here, hopefully you guys can still hear

Unknown Speaker 23:31

me. My main issue is that every time I try to do a dependency, if you scroll down a little bit, you can see that dependency field that comes up or the

Unknown Speaker 23:41

pop up to create the dependency. And sometimes there's a selection that I can choose from that dependent build group. Sometimes there's not, and I have no idea what, what controls it, or what doesn't control it. And I, I, you know, there's nothing really online. So I was wondering if anybody knew I feel like I'm missing something on this new iPhone that I created, whereas I don't recall how I made

Unknown Speaker 24:08

other iPhones work. So

Unknown Speaker 24:13

got it any thoughts on this?

Unknown Speaker 24:16

So for me, when in doubt, I would always ask somebody on the forms team in the background. When it comes to dependencies, one of the things you have to know about dependencies, I don't see this as your particular problem, but it's just a little nugget, is that you can only have a parent to one set of children. So if you're trying to create multiple different trees, so parent A, then parent B. Parent B is not a functionality that's general access. They did build it. It just did not work well. So there's a, there's if you're trying to build a dependency, where if the person selects a value in the first field and then it drives a value in the second field and.

Unknown Speaker 25:00

Could potentially drive multiple fields. That's possible, but if you're trying to build a dependency where they select a value in the first field and then you want them to select another value in the second field that's driven, and then have that drive yet another set of values, that's not possible within the way that the system is set up.

Unknown Speaker 25:20

So it's one parent to many children, but it can't be one parent to additional parents to additional parents.

Unknown Speaker 25:29

That's good to know. Um, definitely not what I'm trying to do. But no, that's really good to know, though. It's not what you're trying to do. Um, what you're trying to do on face value, should work. Yeah, there's just no, like, search results. So I'm like, Why is there no search

Unknown Speaker 25:46

and that's where I'm stuck, is like, how do I get that search result to pop up? Like, what am I missing? A separate place you have to go to create that dependency first. Yeah, she's in it, but you have to go back and reference the dependency within the so you're in the Create field dependency screen

Unknown Speaker 26:06

back and insert the dependency on the first page. So on the page where all the questions are created, you have to go back and insert that dependency once you've created it.

Unknown Speaker 26:18

Well, I can't create it without the

Unknown Speaker 26:20

field group, the one that's highlighted,

Unknown Speaker 26:25

right? So, like, I can't create the dependency without that dependent field group, but I don't know what I'm missing on the the iPhone view side of it, the page, right? Like, the actual like, where all the text is sitting,

Unknown Speaker 26:38

something's obviously missing on that page because there's no dependent field group. And I'm like, Why is there no dependent field you can add? You have to add it.

Unknown Speaker 26:48

Yeah, you so, yeah, Paul, you're 100% right. So the name of the dependent so it's, it's an order of operations problem. You have to name the dependent field group, just like you had to create the fields by creating your bracket name, and then the name of the value. Like, for instance, in the next line down, you have the bracket solution architect, and that would be a field name you have to the dependent name. So you would create, like, DEP, underscore, you know,

Unknown Speaker 27:16

there's a button. There's a button right below the I forms that says, Add dependent field group, yeah. And you could just click that and add it. Okay, let me go find that button. I think that's what I'm missing, because that's the piece where it should show up in this drop down right in the highlighted box, it should show up on that drop, okay, particular reference, because it's asking you to connect it to something that doesn't exist

Unknown Speaker 27:39

yet. Got it. Let me see if I can find it.

Unknown Speaker 27:47

No, that works.

Unknown Speaker 27:54

Okay, yeah, no, I'll go see if I can find the field, and then, if not, I think I am missing the group name. So I will also go do something with that, or add something, see if that works. Thank you. All right, thanks for the question. Cordell, you had a question.

Unknown Speaker 28:14

I do, and I'm right up against my hard stop. This was something that we I asked a while ago. And

Unknown Speaker 28:24

our issue is we new items. We're trying to we go through resumes, and you're allowed to mark somebody

Unknown Speaker 28:35

when you're looking at the resume. Can select them for bulk processing, I guess. So they're checking off these people. They skip a person because they want to actually move that person forward, but they want to remember who they've put a check mark by that they want a disposition to reject after they look through a bunch of resumes. So yeah, you can either, I think I added an attachment there too, but they they go in, they've check marked some people. So the left hand screen shows that they've check mark some people. They decided to pick one of the people that they have not check marked which brandy. In this case, they go into brandy's

Unknown Speaker 29:17

application profile, and they advance her, and then they click. There's a I didn't screenshot the Back button, but there's a blue back arrow to come back to this screen. Now go to the next page, and when they go to the next page, they come back to the screen. All of their selections have been wiped out, so they don't remember those four people that they selected, that they want to actually disposition. And I just need to figure out the best business practice that people are using, because unless somebody has heard that, there's an update to how we can keep those check marks like you can in legacy.

Unknown Speaker 29:55

I want to know how people are having the recruiters process, but I got to run to.

Unknown Speaker 30:00

This other meeting so I can't listen to the answers. I'll try an office hours, maybe, or somebody can help me out for that. Thanks, Cordell, I forgot that you had to jet at two o'clock. So if folks have thoughts on this, so please share them, and we'll put the recording in Sai.

Unknown Speaker 30:20

Is this part of the care selling action that they said, that they realized was broke, and they still haven't fixed it yet?

Unknown Speaker 30:34

I personally am not sure. Vivian, do you know? I don't know. I believe it is. I opened a ticket for it a while back, and if I remember correctly their responses, we are aware of the issue we're working to resolve. It. Got it

Unknown Speaker 30:53

okay? Well, if anybody learns more about this issue, please comment on Cordelia thread and we'll move to Kristen's question. Kristen.

Unknown Speaker 31:02

Kristen, are you there? That

Unknown Speaker 31:06

doesn't look like Chris. It's on call. Okay. In that case, we will go to general questions. The floor is open. Who else has a question today?

Unknown Speaker 31:18

Oops,

Unknown Speaker 31:20

back.

Unknown Speaker 31:22

Hey, Alex. It's Christine from, it's Christine from, let us entertain you. I You guys were too fast. I was trying to type it in the

Unknown Speaker 31:28

day, the day of issues. I brought it up a couple of weeks ago,

Unknown Speaker 31:34

where I'm still running. Lauren and I are like beating our heads against the wall.

Unknown Speaker 31:40

We're dealing with trying to figure out why we're getting items system generated email spam reports sent to us.

Unknown Speaker 31:51

We've got an active agency submitting candidates. We get everything we're supposed to get, which is an email Lauren will respond that eight active agency guy will get it, but if they start talking too much back and forth about a candidate on that same email thread, for some reason, that's one of the issues that we've been having. It's somehow thinking it's spam. So I did have an a similar situation with an app, an active candidate that I was recruiting for a completely different job, he, at some point, stopped receiving my email. Well, they were getting caught in a spam report that got sent to me that I had to release in order for him to receive it. So we talked to isoms, they don't seem to be able to help us, and suggested that we talk to lettuce it, which we did, and they don't seem to think that they have anything, anything to do with it or whatever back at the beginning of the year. Yeah, exactly, pointing fingers in opposite directions back in the beginning of the year. And I was posting this, I can still post it just so people can see it. They sent items that is, I'll just put it here. Sent a email that said, hey, as part of an infrastructure improvement blah, blah, blah, blah, blah. And it talked about white items, IP addresses and domains to allow

Unknown Speaker 33:10

because my it is saying, hey, there's nothing for us to do. I'm not sure we can help you. I just posted it just so people can see the email. I'm just wondering, when anybody saw this, did they send it to your your in house? It people, and Did they do anything with it? Because I don't know how to make sense of this, and I don't know how to fix it, because we're kind of getting the again, the the blame game is going to the opposite every time whoever we're talking to. So

Unknown Speaker 33:37

so let me make sure I understand. Christine, you're saying that once a conversation is going between internal and external, it eventually gets flagged as spam and is no longer visible. Is that the issue? It's almost so think about it like, just like your regular like, think about lettuce email. It's similar to, like, what would be happening in my traditional inbox for for my email at lettuce you, you know, things get filtered into the spam folder, or in some technologies like we have, they kind of get held in a safety net, and then you get a report that says, Oh, hey, Christine, the stuff got held by the safety net. Why don't you take a look at it? Are you using the quarantine box?

Unknown Speaker 34:21

Is that what you mean the Microsoft? Are you guys using Microsoft? Oh, we use something called Mind cast. But ask that question. That's just an example of the system that we use that is generating a similar scenario to what we're we're using now, or what we're experiencing now with isoms. So just like some of those tools unrelated to isoms that your company may use, or they're like, Hey, this looks like spam. We caught it in this filter. Take a look at it, and if you want to, you can release something if it's legitimate, right? So we're getting Isom system generated emails that basically are doing exactly what I'm.

Unknown Speaker 35:00

Describing that my completely unrelated safety net on the lettuce it side does and they're sending but what's happening is Lauren's missing communications.

Unknown Speaker 35:13

Have you tried to right click the thread and like an outlook, there's an option never mark as part of the problem. A Google Suite

Unknown Speaker 35:24

got it. There should be a similar option. I think

Unknown Speaker 35:30

I haven't messed with Google in a while, but where would that even like I said it's it's working for the first 1/3 of the emails that are going back and forth. I like Lauren created, I'm going to post this to Lauren created a document so that we could send it to not only Isom and

Unknown Speaker 35:51

we were going to send it to our it, but they seem to think like, No, we can't help you. So we never even got that far with them. So like I said, you know, it's just frustrating because Lauren was missing communications, because it had been working, and all of a sudden it stops working, and then she was supposed to know that somebody was going to be looking for a call from her at said date and time, which then passed because she never got the email communication. So that's the bit of frustrating thing about that, well, what? I guess there's a, oh, sorry, I was going to say real quick, what I'm seeing in chat is several people,

Unknown Speaker 36:28

uh, confirming that this is an IT issue. It is an IT, yeah, well, it's a big difference depending on if the email is just showing up in the spam folder versus if the email is not coming in at all, right? If it's not coming in at all, that's typically an IT issue, right? Because they're holding your emails, right? My question is, it is this notification of the email being held

Unknown Speaker 36:56

is being generated by isoms. It is an isoms branded email, and of course, I'm going to struggle to find it, Lauren, if you get it, ping it to me quickly. Yeah, I'm looking at your thread to see if you upload anything. I uploaded the

Unknown Speaker 37:11

I uploaded what Lauren put together for the isoms team. But there's also, I wanted to maybe show you guys an actual email that's being received from isims, which is, again, why we started with items, because it's not it's nothing to do with the lettuce technology. From what we can see, this is something also sending the isims generated in spam email to the actual agency, saying that these were not delivered. Yep. Question, Did this happen? Does this suddenly start when you started working with the with that agency, or agencies? Is it pretty sudden, or is this kind of been like an ongoing issue, and it's just gotten worse? It started about six months ago, maybe eight months ago, here and there, and but I feel like it mostly started happening after this deadline of March 31 which is when they sent this out to say, Hey, I some sent it out and say, hey, you need to action required kind of thing, which we then provided them as well. So my IT people, so it's just, it's crazy frustrating. Sorry, Lauren. I didn't mean to cut you off. Some feedback that we got from isins that I feel like is really disappointing. If this is the case is it seems to only be happening with one of our vendors when there is a lot of correspondence back and forth from the from the thread. So in order to try to alleviate that, we've tried to sort of new thread from his personal or from just his email. And they said that could be it, that it's just too many emails back and forth, recruiter,

Unknown Speaker 38:52

recruiter, are the emails being are the emails just not being delivered? Or is it just, is it delayed in delivery? So, so send it again, if I may, Jennifer had a great comment here. She says, isims can see the email delivery success and failures, right? Not sure the name of the system running that in the background, but you could ask items to look up the email and ask for the delivery log so you can pinpoint whether in fact, the email was delivered. Yeah, because, because the the challenge is it can get you can be caught. There could be one or two more processes, or they're happening here. There could be, and, you know, if it's internal, it could be happening at both the spam, spam filtering system you have, yeah, it could also be happening at the firewall. So that's basically, that's a boundary between the Can you see my Can you see my screen now? Yes, okay, so obviously this was something Lauren sent to me when she or we sent it to our items, customer service rep, who also doesn't have any idea how to help us. But this is the actual email that went to this is just one example Lauren would might get a similar email. I got an email when it was my candidate issue, but he received the.

Unknown Speaker 40:00

And forwarded that. So this David Tantillo is our agency guy that we worked with way before these issues started happening, and then after this deadline of March 31 it's been much more prevalent. So he gets this, and he's, again, this is not being generated from anything from the lettuce world. It's all being from isoms. And you've tried, and you've and you've had their agency, IT people, and your people and ice was kind of connect so we can get the right IP, right IP addresses from that, from their system, so they can be whitelisted or on their maybe it needs to be done on their side. I don't know. We haven't gone with them, because we haven't really been I haven't connected David's company with items because I haven't been able to really pinpoint the issue. Yeah, I think, I think if they take a look at the logs, one, you know, they can confirm delivery, but what they can also start doing is confirming, like, a certain pattern with certain IP addresses, and if they can pin down that pattern, then they can be like, All right, that's probably where we're seeing, you know, we're getting these false, false flags that it's it's that it's a spam or like an illegal marketing campaign. So they doing that, they may be able to start kind of making your deliveries more consistent and on time. We have to go through similar exercises several times a year with different vendors, including items, because we're our firewall is constantly reconfiguring itself, and we've got to go in, and we got to tell them, hey, you know, make sure you update this. Make sure you understand it's coming from here. Otherwise they're either going to a completely block it, or B there's going to be delayed, and then they might accidentally flag something the wrong way. And there's a lot. There are some back and forth. Normally, what we do is we'll have their IT department, connect with their our IT department, connect with us directly. Admins, figure out, you know, get the settings we need, and then connect with I with items. If that seems too much back and forth, I'll just ask support, hey, can we schedule a call and we'll just kind of get on a zoom with every wall party so there's no confusion or anything lost in translation. And that usually saves a good 2030 emails, and you just kind of get figure, okay, what exactly do you need on your end? And then also, do we need anything on the agency end to make sure this doesn't keep repeating itself as well,

Unknown Speaker 42:12

it's usually on the items, and we could update that, but if, again, it sounds like it's being just flagged as spam, it's being delivered, so that's good. It's not being completely blocked, because I've had cases where stuff has been complete block, including integrations, and that causes all sorts of ruckus as well. So I think there, it's doable. You're just going to have to make sure we record the right people at the right time to get the right information.

Unknown Speaker 42:34

Yeah, okay, yeah. I just, like I said, I'm still confused by

Unknown Speaker 42:39

I think they did say that the law the ice and spokes did say that the email log, what I'm going to ask before again, make sure they're not bidding, that the log showed that the emails were delivered. So that's why we're it's just so roundabout. But okay, I'll go back to them and see what we can do. I'll get the CSM involved as well. Hopefully she can help with this. Christina also dropped in some instructions for you, for your IT team on how to specifically whitelist this particular sender. Yeah, it's consistently this one sender, starting in mind cast and creating an exception. In mind, cast might actually be your best first step.

Unknown Speaker 43:21

Okay, yeah, yeah. I mean, here's the thing, I'm not having any spam issues when they do not email us via items,

Unknown Speaker 43:32

right? It's not a it's not a they're not either responding or sending on that thread that's generated. Hey, Lauren, David submitted this candidate for your job. You know a

Unknown Speaker 43:44

we are getting complete email correspondence with him when it's just straight away. So that's why it's been so incredibly confusing, because of the fact that it's only based on these event notification emails or whatever we get when whatever you call Hey, David submitted a candidate, which kicks off the email to Lauren, saying Canada has been submitted review, and they start communicating on that, which is what we've been told we should be able to do.

Unknown Speaker 44:13

So anyways, okay, I'm rambling at this point. It's Friday, so no items creates an auto tag that's part of every time it creates an auto generated email, the way isims knows that that email belongs to this thread is that it creates an automatic like tag at the end. Yeah, it might be flagging that tag, because that's what that sounds like to me. If it's only happening when he's sending it inside and outside of

Unknown Speaker 44:38

isims, the tag is the only difference there, so I would take that information to your IT team too. Yeah, okay. Thank you very much everyone. Thanks for the question. Christine,

Unknown Speaker 44:53

any other questions? I

Unknown Speaker 44:59

have a question.

Unknown Speaker 45:00

That's actually related to the first thing we talked about. Oh, Nina has a question. Nina asks, Is it possible to automate teams, feedback reminders at specific time intervals? For example, 12 hours, 24 hours and then a different message? 48 hours after date, Job is marked close filled. And Nina, can you explain what the use case is here, why you want to do that? Yeah, we have trouble getting those feedback forms from the hiring managers, and so you know that feedback is pretty important, and we're just trying to prompt those reminders, instead of recruiters have to manually go in and resend a feedback form or something like that. So we also get a lot of those feedback reminders that are delivered at 2am and 4am and, you know, awkward times. So we've gotten a lot of feedback about that. We're just hoping there's going to be some update at some point in feedback form reminders

Unknown Speaker 45:58

that would be great. Has anybody done that? They have a workaround? Yeah. Some way to rig a drip campaign and text engagement. I

Unknown Speaker 46:19

know you may have stumped the group today.

Unknown Speaker 46:24

I mean, I've done some research. I thought if it was out there, I would have found it. But, man, yeah, seems like a simple one. But okay, okay, thanks for the question. Thanks. Can you sorry I'm not familiar with the feedback form, so this is a shot in the dark. But can you put, like, a link to an existing form in an event notification, and set up an event notification based off of, like, a custom search parameter?

Unknown Speaker 46:51

Like, well, there's no status change that would like kick off that event notification that I can think of. Okay, I wasn't sure if it was something, yeah, I guess it depends on your process.

Unknown Speaker 47:03

The only two things that will kick up, a kick off, an email event notification or a workflow status change or form completion,

Unknown Speaker 47:11

you know, I wonder when we get to see the agentic workflow stuff, if that could be an agentic thing that happens automatically trigger a series of statuses, each one of which were designed to launch that

Unknown Speaker 47:24

particular email when we supposed to hear something about agentic AI this week, and well, HR tech is happening this week, so,

Unknown Speaker 47:34

yeah, stay tuned. Yeah. In fact, I know somebody's at HR tech right now. I'll see if he's learned anything.

Unknown Speaker 47:44

Great.

Unknown Speaker 47:46