One of our great features is the link between Hotlist and the Microsoft Dynamics applications, which of course includes Outlook.
When sending an email directly from Hotlist to an Applicant, or one of your Contacts, this begins the automatic email tracking between the two systems.
The email will store within the Timeline.
The email will also be listed in your sent items within Outlook.
All emails that follow within the chain will automatically track into Hotlist.
Please note. The above process will only work if the user has enabled Emails/Appointments to be sent via Hotlist.
Setting up Email Tracking
If this has not already been done, your System Administrator can set up the Email Tracking for you.
Checking Personal set up of Email Tracking
Within Hotlist ATS, click on the Setting Cog.
Select Personalization Settings
Click on the Email Tab
You have several options to choose from, depending on which emails you would like tracked.
Select the relevant option and click OK.
Can I respond to emails from within Hotlist?
Yes!
Email can then be seen directly within the Timeline.
You have the options to Reply, Reply All or Forward the Email or you can open the Record and see the whole email thread.
Can I view my emails sent via Hotlist in Outlook?
Yes. All emails sent via Mercury will also store in your sent items in Outlook.
Will each Email contain the full email trail?
Yes.
What if I have a response that contains sensitive data?
If you have a reply that contains data that you do not feel is appropriate for the whole business to view, simply Untrack the message. This will remove that entry/the content of that email from the Timeline:
In Outlook, go to Sent Items and you will see that the message has been Tracked To Dynamics – click on the X next to it and this will Remove Tracked To Dynamics 365.
The one thing to be wary of is if you do reply to this email and they in turn respond, their email may then track back into the Timeline and therefore the sensitive data will appear within the trail of that email. Instead of doing this, we would suggest you break the chain and send them the sensitive information in a new email.
IMPORTANT NOTE:
If an email is sent via Outlook, not tracked, and then later a user tracks it, then within the Timeline, the email entry will show the date tracked and not the date the email was created.