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BalanceTRAK > System Tools > Email Settings

KEY TOPICS:

  • Delivery Options
  • Automatic Email Options
  • Job Seekers (Options)

Email Settings for balanceTRAK Communications

System Tools > General / Email Settings control how emails are sent from balanceTRAK users to Job Seekers, other balanceTRAK users, and external recipients, as applicable.

For some users, this page will not be accessible. If you are an Administrator, the page is typically read only, and this article will help you understand the current settings. However, additional or different options may have been configured for a specific Implementation.

Important Alert: Email Settings were determined during the initial balanceTRAK Implementation. If you have questions about settings or would like changes to be made, contact your balanceTRAK Administrator or Berkshire’s Product Support, as appropriate for your role and organization.

Delivery Options

A Berkshire email address will appear in the text box, associated with the tagline: Emails Generated by balanceTRAK will be sent from the following Email Address.

How "Sent From" Appears to Recipients

Notification emails are sent from: “balanceTRAK@berkshireassociates.com” for such activities as Approval Processes.

However, an email will be "sent from" the user’s email address for the following message types:

  • Transmitting a Job Seeker's information to others
  • Sending an email to a Job Seeker (e.g., Response Letter, Self-ID Form)

For compatible email systems (e.g., Outlook), these user-initiated messages can be "sent from" the system and the sender. If your organization has chosen this setting, the box will be checked next to the tagline: Deliver Email on Behalf of the Sender.

Recipients will be able to reply to the sender.

Example: “From: balanceTRAK@berkshireassociates.com on behalf of hr@companyname.com”.

Maximum Email Size

A numerical number will display, in megabytes. The default entry is: 20.

Automatic Email Options

Automatically Send Email Acknowledgements

balanceTRAK users may be permitted to send an acknowledgement email to a Job Seeker on submission of a PRESCREENER or APPLICATION form. If this option has been chosen, implemented, the box will be checked for:
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} Automatically Send Acknowledgement Letter. An Email Template will have also been selected.

By checking the box for one or more of the following settings, the system will:

  • Automatically send a response email when an applicant status is automatically assigned during the Prescreener Form.
  • Automatically send a response email when an applicant status is manually assigned by a user.
  • Send automatic response emails after the following time period: (and enter an Email Delay period, from 1 to 72 hours).

Job Seekers (Options)

Allow Users to Send Job Seeker Information

The box may be checked to: Allow sending job seekers and their resumes to others.

The balanceTRAK user can then send a Job Seeker's information to internal and/or external email addressees.

Send Form to Users who "Opt in" to Notifications

One more boxes may be checked so that users receive completed applicant Forms, if they have elected to receive Notifications:

  • Resume
  • Prescreener
  • Application