PRS Administration Guide

Incoming Email messages containing PRS Mail Data are recognised automatically by the InBox Tool. The data is extracted automatically and can be used to create and update personnel records and toprocess job applications.

The Mail Data can be in either of two formats:

Colon delimited

Each line starts with a field name followed by a colon, the remainder of the line is the field value. Blank lines are skipped and non-blank lines that don't have a colon delimiter are appended to the preceding colon delimited field value.

CSV

Two rows in standard CSV format. The first row contains a list of field names, the second row contains the corresponding field values.

Mail Data Field Names

FirstName	Personnel first name
LastName	Personnel last name
FullName	Personnel full name (first name followed by last name). Updates FirstName and LastName.
Email	Personnel email address
Mobile	Personnel Mobile phone number
HomePhone	Personnel Home phone number
WorkPhone	Personnel Business phone number
OtherPhone	Personnel Other phone number
Fax	Personnel Fax/EMail
Address	Personnel street address
Salutation	Mr, Ms, Mrs ...
Gender	M, F, male, female
JobTitle	Persons job title
Vacancy	PRS vacancy ID of job being applied for
PersonnelNote	Adds a note to the personnel record (see Mail Data notes)
VacancyNote	Adds a note to the vacancy record (see Mail Data notes)

The PRS is very forgiving when it comes to matching field names in the Mail Data:

•	White space is ignored.

•	Underscore and hyphen characters are ignored.

•	The match is case insensitive.

•	If the field name is contained in the Mail Data field name then it is matched.

•	Field names can be customized.

For example, the following Mail Data field names will all be recognised as the FirstName field name:

FirstName

Candidate first name

applicant_first_name

Here are some examples of valid Mail Data:

Colon delimited Mail Data:

Candidate first name: Russell

Last name: Wilson

Street address: 21 Bulldog End, Taupo, NZ

Job title: Accountant

Salutation: Mr

Email address: russ@foobar.com

Mobile phone number: 12345678

Gender: Male

vacancy ID: 101

Personnel Note: Available immediately.

Vacancy note: SEEK:: Mail ID 2345

CSV Mail Data:

"First name","Last name","Street address","Job title","Salutation","Resume","Email","Mobile","Gender","PersonnelNote","VacancyNote"

"Russell","Wilson","21 Bulldog End

Taupo

NZ","Accountant","Mr","","russ@foobar.com","12345678","Male","Available immediately","SEEK::"

The Mail Data can appear by itself in the body of the mail message or together with other text.