How does "FlyOnTheWall" work?

Greenhouse's "FlyOnTheWall" makes it possible for your team to discuss a Candidate in email and have the email thread logged in the Candidate's Activity Feed in Greenhouse. When you use the "E-mail the team about <CANDIDATE>" tool via the Candidate's profile page, or "@mention" team members on a Note, Greenhouse automatically copies "FlyOnTheWall@greenhouse.io" on the message and assigns a token to the message in the signature. As long as the team continues to copy "FlyOnTheWall@greenhouse.io" in the e-mail chain, and keeps the token in the message, all messages in the thread will be saved to the Activity Feed.

Please note: If you e-mail the team outside of Greenhouse and CC "FlyOnTheWall@greenhouse.io," the message will not successfully log the message to Greenhouse because no token has been assigned.  

 

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Comments

  • Avatar
    Scott Walker

    Is there any way to email outside of greenhouse and CC flyonthewall if it wasn't originally part of a greenhouse email chain? can we somehow embed a token? or is there another way to ensure an external email gets attached to a specific candidate automatically?

  • Avatar
    John Wirtz

    I have the same questions as Scott. In our previous system, there was a specific email address we could bcc or cc to make sure a conversation was captured. I frequently come across email conversations that start outside of Greenhouse but are relevant to a candidate.

  • Avatar
    Nicole Boddam-Whetham

    I have the same question too. When a candidate contacts a recruiter directly, how do we ensure that emails gets into greenhouse and the candidate's activity feed? Do we have to copy the message contents into an @mention? Or other?

  • Avatar
    Murphy

    Great questions!

    FlyOnTheWall messages need to start within Greenhouse so the system knows which candidate to attach them to. If you've already started a conversation in your external email, you can forward the whole chain to maildrop@greenhouse.io. Just make sure the candidate's email address is somewhere near the top of the forwarded message, and the whole chain will be imported into their Activity Feed.

    You can also BCC maildrop@greenhouse.io on any messages you send to candidates from your external email to ensure they get added as well

    Please let us know if you have any other questions!

    Thanks,
    Murphy

  • Avatar
    Jordan Crasilneck

    If you are @mentioned in a scorecard, what is the best way to respond to the interviewer?

  • Avatar
    Murphy

    Hi Jordan,

    Flyonthewall is automatically CC'd on @mention emails, so simply Replying All will send a message to the person who mentioned you and will copy the message onto the candidate's Activity Feed.

    Let us know if you have any other questions!

    Thanks,
    Murphy

  • Avatar
    Lesa Evans

    Thank you, Murphy!

    re:
    FlyOnTheWall messages need to start within Greenhouse so the system knows which candidate to attach them to. If you've already started a conversation in your external email, you can forward the whole chain to maildrop@greenhouse.io. Just make sure the candidate's email address is somewhere near the top of the forwarded message, and the whole chain will be imported into their Activity Feed.

    You can also BCC maildrop@greenhouse.io on any messages you send to candidates from your external email to ensure they get added as well.

  • Avatar
    Sheri Pardo

    If an email chain from outside Greenhouse is incorporated into a candidate's activity feed by emailing maildrop@greenhouse.io, is it visible to anyone with access to the feed? Is there a way to make such emails visible only to site admins?
    Also, what if we do not have a candidate's email address because we have been dealing with a search firm? How can we ensure the email chain from outside GH is added to the correct candidate's activity feed?

  • Avatar
    Jess Bertubin

    Hi Sheri,

    Thanks for writing in! It sounds like these questions are referring to the Maildrop feature.

    Regarding what users can see on the Activity Feed:
    Job Admin and Site Admin with permissions on the candidate will be able to see all the activity on the Activity Feed.

    However, Interviewers will only be able to see notes that have been expressly configured to be visible to them which do not include emails. Here's a screenshot of an example:

    https://screencast.com/t/ZCKKnHvdt2J
    (The lower window shows the view from a user with Interviewer permissions)

    Regarding logging email chains from search firms:
    An email address is required in order sync this to the proper candidate's so in this case, a workaround could be to copy and paste the body of the emails and add them as notes to be logged onto the candidate's Activity Feed.

    Hope that helps! Feel free to reach out to support@greenhouse.io if you have further questions.

    Best,
    Jess

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