Manage client configuration

  • Bijgewerkt op Oct 8, 2025
  • Gepubliceerd op Oct 8, 2025
  • 7 Gelezen minuut(en)
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Introduction

Super Users can manage global settings:

  1. Log in to the OTYS environment.

  2. In the top-right corner of the screen, click on the profile picture.

  3. Select “Settings”
    → The Settings Manager module will open directly to the Client settings

It will look like this:

Tab: General

In the client settings, access the General tab. You will have find the following configuration options:

  • Matching criteria

You can edit the values of match criteria yourself. Here are labels you can give to candidates, job postings, but also to companies and contacts. Once the Super user click on the ‘Matching criteria’ setting. A new window will open with all match criteria.

To Create a New Matching Criteria:

  1. In the left panel, click the gear icon next to ‘Manage Match Criteria’.

  2. Select the checkbox for the match criteria you want to activate, then click ‘Save’.

  3. In the left panel, click the newly added match criteria, rename it, and click ‘Save’.

To Remove a Matching Criteria:

  1. In the left panel, select the match criteria you want to remove.

  2. Click the ‘trash bin’ icon next to the criteria.

To Add a Value to a Matching Criteria:

  1. In the left panel, select the match criteria to which you want to add a value.

  2. In the right panel, click the ‘Add Criterium’ (blue) button.

  3. Enter the name of the new value and click ‘Save’.

To Remove a Value from a Matching Criteria:

  1. In the left panel, select the match criteria containing the value you want to remove.

  2. In the right panel, select the value to be removed.

  3. Click the ‘Delete’ (red) button.

  • Templates:

A template may be a contract or an agreement but can also act as an e-mail template triggered by a workflow. These templates are easy to customise.

To edit a template:

  1. Click on ‘Templates’. A modal will open displaying all available documents.

  2. Select the document you want to edit.

  3. Adjust the text as needed and click ‘Save’.

Note! Text like "DVW" are related to a question asked to the user when generating the email.

Text like {{VacancyService.title}} is a merge field which is automatically filled with information from the procedure. If you want to keep these "tricks", do not delete these fields.

  • Workflows

Workflows automate certain actions, such as sending an email when a candidate’s procedure status changes. Super Users can enable or disable workflows within their OTYS Go! environment.

To manage workflows:

  1. Click on ‘Workflows’. A modal will open displaying all available workflows.

  2. Select the workflow you want to modify.

  3. Choose ‘Disable’ to turn it off or ‘Restore’ (Enable) to turn it back on.

  • Candidate application forms

Super Users can reorder questions on an application form and mark which questions are mandatory for applicants.

To update an application form:

  1. Click on ‘Candidate Question set’. A modal will open displaying all available forms.

  2. Select the application form you want to update.

  3. Mark the questions that are required and/or use the arrows to adjust the order of the questions.

  4. Close the modal by clicking the ‘X’ at the top-right corner.

  • Global salutation

Super Users can configure the default salutation for emails sent from the OTYS Go! environment.

To set up the global salutation:

  1. Click on ‘Global Salutation’. A modal will open displaying the global saluation configuration. Note: Both ‘Formal’ and ‘Informal’ configurations must be completed to save the full configuration successfully.

  2. Click ‘Formal’ under the ‘Default Salutation’ field.

  3. Fill in all fields: ‘Last Name with Suffix’, ‘Use Title’, ‘Salutation’, ‘Single/Group’, and ‘Multiple’.

  4. Click Informal under the Default Salutation field.

  5. Fill in all fields: ‘Last Name with Suffix’, ‘Use Title’, ‘Salutation’, ‘Single/Group’, and ‘Multiple’.

  6. Select the default salutation format at the top of the modal.

  7. Click ‘Save’.

  • Rejection reason configuration

    Of we all prefer the procedure to end with the fact the candidate is hired for the job. However, in many cases the candidate is rejected at some stage. This rejection can take place in all phases (after the candidate applies on the job, after the intake with our client, after the candidate was introduced to the customer, after any interview phase with the customer). You might want to be able to report on the reasons candidates are rejected during the various stages of procedures or send an alternative email based upon this rejection reason. For this we have our 'rejection reasons'-functionality.


    In our Best Practice we have configured some frequent used rejection reasons for you, but these can be configured to your preference

    1. Click on Rejection reason. A modal will open.

    2. Add new or delete existing rejection reasons.  

  • Matching templates configuration

Super Users can create search templates with predefined criteria to streamline matching processes.

To create a matching template:

  1. Click on Matching Templates. A modal will open.

  2. Decide from which module you want to match to
    For example: Match from vacancy to candidate

  3. After selecting the method click on add

  4. Give this template a name

  5. Add for example the last contact date, candidate status, preferred/max distance and select which match criteria should be taken into account in your search and which ones are mandatory.

  6. When you are happy with your template, press save

This Matching template can be used in the Instant Match widget at "show results based on". Also, the Matching template will show when using the Match button on the top right. Hover over Match to candidates, and your matching template(s) will appear.

  • Extra fields

If certain information needs to be stored in the database but no suitable field exists, Super Users can create custom fields. Available field types include: Date, Text Field, Time, Select, Multi-Select, and Text Block.

To create an extra field:

  1. In the ‘Extra Fields’ section, select the module for which the field should be configured.

  2. A modal will open. Click on an unused field.

  3. Enter a ‘name’ and select a ‘type’ for the field.

Choose the type carefully: changing it later may corrupt existing data. Any values in the field could be lost upon saving. This damage is irreversible.

  1. Set ‘Visible’ to ‘Yes’ and click ‘Save’

Tab: Integrations - This is mostly configured for you in the Best Practice

In the client settings, access the Integrations tab

  • IMAP Section - How to synchronize Outlook or Gmail mail with OTYS?

By using our IMAP integration, it is possible to exchange emails between Outlook and OTYS. Then the user can have emails automatically forwarded from Outlook to OTYS, and if the sender's email address is known in OTYS, the emails are also automatically linked to the appropriate candidate or contact file.

Steps to take in OTYS Go! To activate it and allow users to configure it.

  1. In  the ‘IMAP’ section, enable the field named ‘Enable for client / user’

  2. Refresh the page, then new fields appear under the IMAP section

  3. Enable the following fields : ‘Enable OAuth 2.0’, ‘Enable incoming IMAP OAuth 2.0, and ‘Force SSL’

  4. In ‘Server’ field, write ‘outlook.office365.com’ (for Outlook integration) or and ‘imap.gmail.com’ (for Gmail integration) and save

  5. In ‘Port’ field, write ‘993’ and save

At this point, users can synchronize their emails through the User Settings module.

  • CalDAV Section - How to synchronize Outlook or Gmail Agenda with OTYS?

If the main calendar application is Outlook/Gmail, it is possible to synchronize the calendar in Outlook/Gmail with the calendar in OTYS. OTYS use CalDAV for this. Outlook/Gmail is and remains the main calendar application.

Steps to take in OTYS Go! To activate it and allow users to configure it.

  1. In  the ‘CalDAV’ section, enable the field named ‘Enable for client’

  2. In the ‘Synchronization partner’ field select the correct value : Outlook or Google.

At this point, users can synchronize their agenda through the User Settings module

Tab: GDPR

As a recruiter, you benefit from saving information about (potential) candidates. At the same time, you want to handle personal data with care and of course comply with the law. OTYS has developed a automated GDPR functionality to ensure that you have as little to worry about in daily practice as possible. This functionality is available by default in every OTYS GO! environment. Whether you activate this or, for example, already use another method outside OTYS, each client can decide for themselves. If you are going to work with our GDPR functionality, you can make a number of choices to match the operation to your procedures and working method.

In this article we are explaining the working of our GDPR functionality, including configuration options that can be found on the tab GDPR in your setting interface.

Tab: Exports

In the client settings, access the Export tab

  • Export Section

The OTYS System enables users to work with your data outside of OTYS, in addition to the many functions within OTYS. We have had exports available for this for a long time. First filter in a module on what you want to export. For example, all candidates with a certain status. Then click on the export button at the top to export. By choosing an export profile you can decide exactly what you want to export. For example name, email address, telephone number, etc. In your Best Practice we have allready set up some export profiles for you.

Steps to take in OTYS Go! to create an export profile:

  1. In  the ‘Export’ section, click on the database you need export values from and new modal will open

  2. Click ‘new profile’.

  3. Enter a name and description.

  4. Click save.

  5. You can now add fields by pressing "add new field".

  6. Find a field and click save to save it.

  7. When you are done adding fields, click save to save the profile.

At this point, super users can generate an export based on the created template