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What are messages?

Updated

Messages or Integrated Communication allow you to send and receive messages to applicants, onboardees, and other users without the need for third-party software (e.g., Microsoft Outlook).
This increases security as sensitive personal and application data remains within d.vinci. You no longer need to ensure regular deletion of personal and application data from your emails.
The features differ slightly between d.vinci Applicant Management and d.vinci Onboarding.

Configuration

Applicant Management

  • The menu item Messages can be activated in the top navigation bar, next to the search field, by assigning the following permissions to the user:
    • Applications | view
    • Messages | edit
  • Integrated applicant communication is enabled by default but can be disabled.
  • In the Basic settings under the Email tab, integrated communication in d.vinci Applicant Management can be activated and deactivated.
    We strongly recommend activating and using integrated communication for data protection reasons.
  • Additionally, please set up a mailbox with the email address noreply@ and enter it as the Default Email Sender.

Onboarding

  • Integrated employee communication is always active.

System behavior

Applicant Management

Sending

  • As Default Email Sender, we recommend noreply@YourDvinciApplicantManagementUrl.de (replace the italicized part with your mailbox URL).
  • When sending messages to internal users, the default email sender is used.
  • Each application receives an automatically generated email address in the format candidate-wxyz@customer-domain.de, also referred to as Candidate Email Address.
  • When sending messages to applicants, the Candidate Email Address is used as the sender, and the message is recorded in the application history.
  • The Scheduled Sending of messages occurs every half hour. Read more here: Sending time for scheduled correspondence.

Receiving

  • New messages appear in the Messages section.
    Additionally, this badge appears in the application list and when accessing individual applications behind the applicant's name.
  • If the applicant replies to the message, the reply is automatically assigned to the corresponding application and also recorded in the application history. This ensures that the communication for each application remains traceable and clear.
  • You can be notified about incoming messages.
  • You can control whether your notifications display the name or just a link to the application.
  • Read here how to avoid spam / handle spam.
  • You can also forward email applications to a mailbox and record them in the system. These will also appear in the Messages section.

Editing

  • You can reply to a message, mark it as completed, or delete it.
    In all cases, you influence the mailbox view of all users who have access to the messages. If you select one of these options, the message will no longer appear in the mailbox—for you or your colleagues. Therefore, please choose these options carefully and consider whether colleagues might still need the message.

    Attention
    Messages with group permissions are deleted for all users. After selecting such messages, the system will notify you with a warning text, and the confirmation button will be labeled Delete for all.
    Deleted messages cannot be restored by us. However, the message remains visible in the application history.

  • To reply to a message, you need a correspondence template with the setting Available for: Reply to message.
  • Applicants may send files that we cannot allow for security reasons. Learn more here and what you can do in such cases: Rejected attachments.

Onboarding

Sending

  • Each onboarding process receives an automatically generated email address in the format onb-wxyz@customer-domain.de, also referred to as Onboarding Address. When sending messages, the Onboarding Address is used as the sender, and the message is recorded in the onboarding history.

Receiving

  • New messages appear in the Messages section.
    Additionally, this badge appears in the onboarding overview and when accessing individual onboardings behind the name.
  • The filter "My Onboardings" is set by default to quickly display the contents for which users are responsible. This filter can be deactivated at any time.
  • If the new employee replies to the message, the reply is automatically assigned to the corresponding onboarding process and recorded in the onboarding history. This ensures that the communication for each onboarding process remains traceable and clear.
  • You can be notified about incoming messages.

Editing

  • You can reply to a message, mark it as completed, or delete it.
    In all cases, you influence the mailbox view of all users who have access to the messages. If you select one of these options, the message will no longer appear in the mailbox—for you or your colleagues. Therefore, please choose these options carefully and consider whether colleagues might still need the message.

    Attention
    Messages with group permissions are deleted for all users. After selecting such messages, the system will notify you with a warning text, and the confirmation button will be labeled Delete for all.
    Deleted messages cannot be restored by us.

  • To reply to a message, you need a correspondence template with the setting Available for: Reply to message.

How our customers use this

Almost all customers use integrated applicant communication to work in compliance with data protection regulations and ensure deletion periods and similar requirements. Often, multiple mailboxes are set up for different organizational units so that colleagues only have access to applications/messages from their area. 
 

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