Purpose

This feature allows you to share vacancies and the CVs they contain with a Team of users, who may be internal or external to the platform. Access and permitted actions are controlled by group-level permissions and, optionally, by workflow permissions.

Configuration

Team creation (user group)

1. Create a user group that represents the Team (e.g., Committee). Guide: Create a user group

2. Enable the option: “This group can be used for sharing with external users” (required to prevent external users from seeing all vacancies).

3. Configure permissions for the group according to your needs, including at least:

   • Homepage

   • Vacancies

   • Vacancy CVs

   • Activities (if applicable)

Note: the permissions assigned to the group determine what members can view and perform after signing in.

Workflow permission configuration (optional)

If you wish to limit allowed operations for Team members based on the process status:

1. Access the workflow configuration for vacancies/projects.

2. Add the Group (Team) among the entities for which specific permissions are defined.

3. For each workflow state, set the allowed actions (e.g., read-only, comment, progression, assignment, etc.).

Guide: Security in the CV workflow for vacancies and projects

Event-based email configuration

Access to the setup

1. Open Settings () → New setup.

2. Select Email → Email events.

3. Click the event name for which you intend to create a template.

4. Click New and complete the fields to define the template. (Create a new email template)

5. Click Save.

Events to configure for sharing

A. Vacancy CV sharing: user added to the team

• Purpose: send an email to the user added as a Team member.

• View: “Vacancies: users who are team members” (or equivalent view).

• Tags:

  • %MMUsersJobs.MailMessage% → inserts the personalized message for the recipient.

  • %LinkShareItems% → inserts the direct link to the shared vacancy.

B. Vacancy CV sharing: team notification

• Purpose: send a notification to all Team members.

• View: “Vacancies: users who are team members” (or equivalent view).

• Tags:

  • %MessageShareTeam% → inserts the personalized message addressed to the Team.

C. Item sharing: sending OTP code (external user access)

• Purpose: send the OTP code to the external user for two-factor verification.

• View: “Password reset email users” (or equivalent view).

• Tags:

  • %otp_code% → inserts the one-time OTP code for 2FA.

Recommendation: keep the subject and preheader consistent with the security policy; clearly indicate the expiry and single-use nature of the code.

Configuring vacancies for sharing

To enable selective sharing of CVs via Teams, on all vacancies enable the option:

• “Only selected users can access this vacancy”.

This setting restricts access to users explicitly added to the Team associated with the vacancy.

Usage

Sharing the CVs of a vacancy (procedure)

1. Menu Recruiting → Vacancies.

2. Find the vacancy using Quick Search or Advanced Search.

3. Click the Edit icon () to open the vacancy Properties.

4. Click the Team icon ().

5. Select Add.

6. To add an internal user already registered: type the email, surname, or first name and select the user from the list.

7. To add an external user not registered: enter the full email address. The system will create a new user.

8. Select the Role (Team Group) to assign to the user.

   The user will assume this role upon sign-in.

9. Enter an additional message to include in the email configured for the sharing event.

10. (Optional) Click Notify team to send a message to all Team members.

Access for Team members

• External user

  • Signs in via the link received by email.

  • Two-factor verification (2FA) is required, using a 6-digit OTP code, valid for 5 minutes, sent by email.

• Internal user already registered

  • Signs in via the link received and enters the current password (additional checks depend on the organization’s policy).

• After authentication, the user is redirected to the list of shared CVs.

Effective permissions are determined by membership in the Team Groups and, for internal users, in the standard user Groups.