Outbound Submit Field Descriptions

The Outbound Submit area is dynamic, as such the fields displayed depend on the Outbound Type selected. The table below presents descriptions for all Outbound Submit fields. An asterisk next to the field name denotes a required field for the corresponding Outbound Type.

Field Name
Outbound Type*	The type of Outbound. Dynamic Outbound Type choices are: Message sends a general message to people. Notification sends job assignment details to people. Roster Alarm sends active roster alarm details to people. Fill Vacancy - fills a vacancy using Outbound. The Outbound module uses two methods to fill vacancies. Options are: Fill By Rules - used to fill a vacancy using your business rules for staffing the job vacancy or job vacancies.The application automatically contacts candidates in the order listed until a candidate accepts the opportunity, or the time alloted expires. Moreover, a contact log for each phone call (job offer) made is created. Fill By Person - used to manually select (cherry pick) candidates to staff a job vacancy or job vacancies. This option displays active employees via the People Filter. Use filters and the calendar to narrow your list of candidates. The application automatically calls the selected candidates in the order determined by the user. The application creates a contact log for each phone call (job offer) made.
Send Over Next*	Indicates how long in minutes the Outbound module should work on this outbound item. Entry limited to 1 - 1440 (24 hours). Applicable for Outbound Type: 1, 2, 3, 4
Maximum Attempt per Submit*	Indicates the maximum number of times the Outbound module attempts to call the candidate. Entry limited to 1 - 99. This means if you select Contact Method 1st and 2nd, then the minimum value in this field is 2. The actual number of attempts may be less, depending on the time allotted to the Outbound Module to make the calls and/or whether the person acknowledges the contact item in the first call attempt, this means if max call attempts is set to 3 and the recipient takes action either by accepting, acknowledging, rejecting... then outbound will stop contacting the person after the first attempt. Applicable for Outbound Type: 1, 2, 3 Maximum Attempts per Submit uses the value supplied in Send Over Next to determine the number of contact attempts via Outbound Submit. Frequency is not dependent on type. The frequency is dependent on when Outbound connects with the Contact Manager, the number of attempts defined, reserved time, and the contact type. For example: SMS contact type with max attempts greater than one are staggered for a single recipient. SMS contact type with max attempts greater than one for multiple recipients are not staggered, each person receives one SMS regardless of max attempts.
Message*	Use this open field to type the message Outbound module delivers to users. If the message is sent over the telephone Text-to-Speech is utilized to communicate the message. Applicable for Outbound Type: 1
Work Code*	Enables when Fill By Person is selected in Outbound Type. Select a work code for the candidate who accepts the assignment. Applicable for Outbound Type: 4b
Overriding List Chain	Overrides the default List Chain. The application defaults to a List Chain per configuration specifications to staff the vacancy or vacancies. If a different List Chain is preferred, select one from the Overriding List Chain menu. The list of List Chains visible in the menu is dynamic, if a List Chain is configured with the Restrict check box then that List Chain is only visible to users who have Setup: Rules granted in their Authority permissions profile. Applicable for Outbound Type: 4a
Non-Outbound Too	Non-Outbound Too enables when the selected List Chain has a List that does not have Allow Outbound checked. Applicable for Outbound Type: 4a
Send	Submits the outbound activity.
Cancel	Exits the Outbound area.

Contact Types and Methods

These settings define the contact methods and types for contacting employees. When used to fill a vacancy these setting override the contact methods of the assigned List.

Field Name	Description
On Duty Contact	Targets the On Duty Contact field for outbound, if found then this contact method is used to contact the employee.
1st Contact	Targets the 1st Contact field for outbound, if found then this contact method is used to contact the employee.
2nd Contact	Targets the 2nd Contact field for outbound, if found then this contact method is used to contact the employee.
3rd Contact	Targets the 3rd Contact field for outbound, if found then this contact method is used to contact the employee.
4th Contact	Targets the 4th Contact field for outbound, if found then this contact method is used to contact the employee.
Email	Targets an Email address only for outbound in the 1st, 2nd, 3rd, and 4th Contact field. If a match is found then this contact method will be used to contact the employee.
Phone	Targets a Phone contact type only for outbound in the 1st, 2nd, 3rd, and 4th Contact field. I If a match is found then this contact method is used to contact the employee.
SMS	Targets an SMS contact only for outbound in the 1st, 2nd, 3rd, and 4th Contact field. If a match is found then this contact method is used to contact the employee.

Processing Outbound Submit Contact Methods

The Outbound module uses the contact methods supplied by the application (system) or the person (user). The 1st Contact is the primary contact - unless the application is configured otherwise or you choose to override the default contact methods configured through the Outbound Submit window. Contact Methods are processed from the top-down, this means the 1st Contact initiates before the 2nd Contact and so on for Outbound Type: Messages, Notifications, and Roster Alarms.

When using Fill By Rules, however, the application uses the Contact Methods supplied at the List level.1 For reference the contact supplied is visible in the Fill By Rules window where the active List Chain, the active List, and the Contact Methods display for the selected candidates. Choosing a contact type or method in the Contact Methods pane of the Outbound Submit window will override the Contact Methods supplied by the List. Additionally, when you choose a different contact in the Outbound Submit window your selection is saved. To return to the default settings in your next Outbound Submit, simply clear the check box before clicking Send.

The settings listed in the Contact Methods pane of the Outbound Submit window define the contact methods and types used to override the default settings for contacting employees. Choices are: contact types only, contact methods only, or both; if choosing both, be sure the contact method matches the contact type.

Contact Types: On-Duty, 1st Contact, 2nd Contact, 3rd Contact, 4th Contact

Contact Methods: Email, Phone, SMS

Contact Types are staggered when Max attempt is greater than one and the amount of time allotted permits, depending on timing it is possible the time allotted expires before all contact attempts are made. Once a call attempt expires, the application will not re-attempt to deliver undelivered contact items. If this is the case, resubmit the desired item to outbound.

Contact Methods such as Email, SMS, Phone tell the application to target a method stored in Contact Types. Choosing a method of Phone exclusively with no contact types selected tells the application to look for any phone numbers starting from the 1st Contacts and through the 4th Contact. The first phone number found to contact the person will be used. If multiple phone numbers exist and max attempt is greater than one then the application will contact the person more than once and will use the next phone number listed. However, once a person accepts or acknowledges a contact then the application will stop contacting the person regardless of max call attempts. Additionally, if the 1st Contact attempt fails, the application will immediately use the next available contact.

Moreover, when choosing a mix of methods types, be sure the selected method can be found in the selected type. This means if you choose Email along with 1st Contact, then the application will look for an email address in the person’s 1st Contact field, if found the candidate will be contacted, if an email is not found or the 1st Contact is blank then Invalid Contact Method will be returned.