MyOTYS is the self-service portal for OTYS clients to manage elements of their OTYS account, where they would previously be dependent upon OTYS employees. This way OTYS clients are for example able to create API keys and define communication preferences themselves, without needing to start an email trail. Each user has access to MyOTYS by clicking on the user-icon on the top right of OTYS Go! and clicking on the 'MyOTYS'-option. The MyOTYS self-service portal will open in a new window, showing the dashboard.
Although each user has access to MyOTYS, normal users will have very limited functionality. For now, they only have the option to change their own profile. The real benefits of the MyOTYS portal are there for users with specific roles. We currently have three roles:
Finance admins, which can change company data and retrieve invoices, licenses & contract;
Application admins, which can manage users & API keys and import data.
Marketing admins, which can manage communication preferences.
Depending upon the user’s role(s), the user can currently access the following menu options on the left:
Company info: This allows users to change some basic information we have about their company, for example to inform us of the new location of their office.
Finance: This allows users to retrieve invoices which have been previously send to them and to download them. It also allows them to see which licenses are linked to your account and to download recent signed contracts between OTYS and their company.
Users: This allows users to manage users. It allows them get proper lists of your OTYS users, easily create new users or edit existing users.
API keys: This allows users to manage API keys. It allows them to see their active API keys, create new API keys or remove existing API keys.
Import data: This allows users to import data. It allows them to import candidates, customers, customer contact persons & vacancies based upon standardized Excel sheets.
Communication preferences: This allows users to indicated who OTYS should contact in your company in case of specific updates. This way if we for example have an email with an important technical update, we will make sure it arrives in the right mailboxes.
My profile: This allows users to change some specific fields we have about them as a user, for example in which language they would prefer to get our communication.
Most overviews in the MyOTYS portal have a filter-option on the top right. This allows users to filter for specific items. In the users overview we for example by default show all active users, but the filter allows them to get a specific list of users. Most overviews in the MyOTYS portal also have an option to download the records shown in the CSV. This can for example be useful if someone would like to have an export of their current active users.
Importing data using MyOTYS
In MyOTYS it is also possible for customers to import data (for example candidates or vacancies) using pre-defined templates. Although each user has access to MyOTYS, only users with the role ‘Application admin’ have the permissions to import data and thus have the ‘Import data’-option in MyOTYS.
To import data in MyOTYS, you can take these simple steps:
Click on your user-icon on the top right of OTYS Go! and choose ‘MyOTYS’
Click on ‘Import data’ in menu on the left
You will see a list of previous imports in the past 90 days. To start a new import, click on ‘Start new import’-button on top right.
You will see a list of entities for which you can currently import data. Click on the entity (for example ‘Candidates’) for which you want to import data and click on ‘Next step’-button on the bottom right.
Click on the ‘Download template’-button to download the template.
Open the template in Excel and fill it in. Please note that:
Each header will include a comment with more information about the purpose of the field and what data we would expect.
Some cells have validations since we expect data to be in a very specific format (for example a country code):
If you type in contents in such a cell in the incorrect format and hit enter, Excel will show you an error with a message explaining which data format we would expect.
If you paste contents in the Excel sheet, Excel will mark the incorrect filled fields red. Check the header for the expected format.
Save the Excel file once you are finished with filling its contents.
Click on ‘Upload template’, select the file you have just filled in and click on the ‘Next step’-button on the bottom right.
You will see an example of how the data will be added to the system. Check the example data and hit the ‘Previous step’-button on the bottom left to make changes & reupload the file or hit the ‘Enqueue import’ on the bottom right to enqueue the import.
You will now see a detail of the import showing its status/progress. It will automatically refresh and normally quite fast indicate the import is finished.
Reverting an import
To revert an import you have previously done in MyOTYS, you can take these steps:
Click on your user-icon on the top right of OTYS Go! and choose ‘MyOTYS’
Click on ‘Import data’ in menu on the left
You will see a list of previous imports in the past 90 days. Click on the import you want to revert.
You will now see a detail of the import showing its status/progress. Click on the ‘Revert import’-button on the bottom right and confirm by hitting the ‘Confirm reverting import’-button.
The import will now be reverted and the records created will now be deleted.