Data Security in Correspondence
Data security is handled for correspondence sent manually by Recruiting Center users as well as correspondence sent automatically by the system.
For correspondence sent manually by a Recruiting Center users:
The data that can be included in the message body and that is rendered in the message preview as well as in the outgoing message is constrained to data that the message sender is authorized to view.
The security level of user-defined fields (UDFs) is not considered when a user sends a message. These fields still appear to the message sender even if the user is not able to otherwise view such data. It is therefore recommended to not use confidential UDFs in message templates where exposure to this data may cause concern.
If a user is not authorized to view a field that is included in a correspondence, the field will be blank both for the message sender as well as the message recipient. Fields may not be visible because the field is at a security level that the user is not authorized to view or the field is a Screening Service field and the user is not able to view that type of service result. If a user tries to print a correspondence, the variables will render and appear unresolved rather than being stripped out.
For correspondence sent automatically by the system:
The visibility of data is set according to the message recipient's permissions. If the message recipient is a candidate or referrer, there is no restriction. If the message recipient is a Recruiting Center user, the message is sent according to the restricted security profile.
UDFs are not considered when messages are sent. Regardless of message recipients or senders viewing permission, UDF variables are always resolved.
Security restrictions are applied on sent correspondence. If a user does not have sufficient permission, the user can see the "Correspondence sent" tracking event in the candidate file History tab but when clicking the correspondence to view its content, the following error message will be displayed: "Your user permission does not authorize you to view this message." To view the content of a sent correspondence, users must have the required security level permissions.
Users having the "general" permission access will only see messages including fields set at the "general" security level.
Users having the "restricted" permission access will see messages including fields set at the "general" and "restricted" security levels.
Users having the "confidential" permission access will see messages including fields set at all security levels, that is "general", "restricted", and "confidential".
There are also security restrictions regarding the display of confidential and non-confidential correspondence in the candidate file History tab:
If a message is non-confidential, all users can see the "Correspondence sent" tracking event.
If a message is confidential, only users having the permission "View Confidential Messages" can see the "Correspondence sent" tracking event.
When viewing a correspondence, users must have the proper permissions to view specific data. For example, to view a correspondence that contains an attachment and requisition fields with a security level set to "Restricted", users must have the "Security level for requisitions (in view mode)" permission set to "Restricted" or "Confidential" as well as the "Access Attachments tab" permission.
| Category of Data | Required Permission | Permission Location |
|---|---|---|
| Current job data | View candidate current job terms | Configuration > [SmartOrg] Administration > [Users] User Types > Recruiting > Offers |
| Competitive data | View competitive offer details | Configuration > [SmartOrg] Administration > [Users] User Types > Recruiting > Offers |
| Expectation data | View and capture candidate expectations | Configuration > [SmartOrg] Administration > [Users] User Types > Recruiting > Offers |
| Offer data | View offers | Configuration > [SmartOrg] Administration > [Users] User Types > Recruiting > Offers |
| Compensation data | View Compensation section in requisitions | Configuration > [SmartOrg] Administration > [Users] User Types > Recruiting > Requisitions |
| Attachments | Access Attachments tab | Configuration > [SmartOrg] Administration > [Users] User Types > Recruiting > Candidates |
| Other attachments | View other attachment | Configuration > [SmartOrg] Administration > [Users] User Types > Recruiting > Candidates |
Enhancements to the way security is handled in correspondence have brought a change in behavior regarding selected recipients. For automatic message templates, the system will send the message to the recipient audience identified on the message template as configured in the Correspondence Manager, as well as any other recipients indicated in the message header fields (To/Cc/Bcc). To enable customized notifications to users, an exception exists for automatic messages triggered by the Candidate Selection Workflow Context triggering event (Configuration > [Recruiting] Message Templates > Context). For this trigger only, the system will behave differently. Messages sent automatically by the Candidate Selection Workflow Context triggering event will be sent to the recipient if the selected recipient audience is either "External Candidates" or "Internal Candidates;" otherwise, for all other audiences the system will only deliver the message to those recipients identified in the message header fields (see table below). As with all automatic messages sent by the system, Recruiting Center user recipients will only receive messages with tokens resolved for General or Restricted fields, while messages sent to Candidate and Referrer recipients will resolve confidential tokens. Be sure to consider this point when configuring messages triggered by the Candidate Selection Workflow Context triggering event.
| Recipient | Automatic triggering event | Delivered to the recipient? | Delivered to the recipients defined in the To, Cc, and Bcc fields |
|---|---|---|---|
| All candidates | Candidate Selection Workflow Context | No | Yes |
| Internal candidates | Candidate Selection Workflow Context | Yes | Yes |
| External candidates | Candidate Selection Workflow Context | Yes | Yes |
| Referrer | Candidate Selection Workflow Context | No | Yes |
| Agent | Candidate Selection Workflow Context | No | Yes |
| Recruiting User | Candidate Selection Workflow Context | No | Yes |