Forwarding inbox
Give a job its own email address. Forward resumes to it and ProBB reads them, analyses them for the job and applies your auto-invite rule.
Resumes often arrive by email: from a recruiter, a job board or a candidate. Instead of saving each one and uploading it, forward the email to the job's own address. ProBB reads the attachments, adds each person to your candidates, analyses them against the job and applies the job's auto-invite rule.
Turn it on
Open a job. At the top of the Candidates tab, a slim strip shows the job's automations: Auto-invite and Forwarding. Choose Turn on in the Forwarding row and confirm. Once it is on, the row shows the address and how many analyses it has started this month, with a Copy button. Forward resumes there.
Select the row to open the address's details: any files that are waiting, a View inbox link, Turn off, and the menu to get a new address. Admins can also change the monthly limit there. Viewers can see the address but cannot change anything.
If you do not see the Forwarding row, forwarding by email is not switched on for your workspace. Ask your ProBB contact.
Forward a resume
Send or forward the email from your own work address, the one on your ProBB account. ProBB checks that the email really came from that address. An email from anyone else is not read, and it appears in the inbox as a blocked sender so you can see it happened.
Attach resumes as PDF or DOCX files, or forward an email that already has them attached. Links to resumes are not followed: download the file and attach it instead.
What happens to each file
Every attachment is handled on its own, so one bad file never stops the others. The inbox shows what happened to each:
- Added as a new candidate. ProBB read the resume and nobody in your workspace matches it.
- Matched an existing candidate. The same person is already in your candidates, found by email, phone or LinkedIn, so the resume is added to them rather than creating a duplicate.
- Analysis started. The resume is being analysed for the job. The report appears on the candidate and on the job.
- Already on this job. The candidate already has a report for this job, so nothing is analysed again and nothing is charged.
- Added without analysis. For example, the job is closed. The candidate is saved and you can analyse them later.
- Not read. The file was too large, was not a PDF or DOCX, was damaged or had no readable text. The reason is shown and the rest of the email carries on.
Every file is scanned for malware before it is read. A file that fails the scan is not opened and is shown as not read.
When the same person might already be there
Sometimes a resume looks like someone you already have, but the evidence is not strong enough to be sure. For example, the email is the same but the name is different. ProBB does not guess. The file appears under Needs a decision in the inbox, and the Inbox entry in the sidebar shows how many are waiting.
Choose Review to see the incoming resume next to each possible match, with their email, current role, LinkedIn and how many reports they already have. Then choose one of:
- Same person. The resume is added to the candidate you pick.
- Different person. The resume is added as a new candidate.
- Not a candidate. The file is discarded.
Choose Confirm to save the decision. The file then carries on, including its analysis. Viewers can look at the choices but cannot decide. If nobody decides within 30 days, the resume is added as a new candidate without analysis.
When files wait
Some files wait instead of being analysed straight away. The job's card says how many and why:
- Waiting for credits. Your workspace does not have enough credits. Top up and the files carry on by themselves.
- Monthly limit reached. The address has started as many analyses as its limit allows this month. The rest wait for next month, or for an Admin to raise the limit.
- Waiting for next month's allowance. Your plan's monthly allowance has been used.
Files that wait more than 30 days are added as candidates without analysis. You can analyse them from the candidate at any time.
The inbox
Choose Inbox in the sidebar, or View inbox on a job to see only that job. Each email shows its subject, the job, who forwarded it, when it arrived and what happened, with each file listed underneath and links to the candidate and report. Use Load more to see older emails.
Subjects and file names are written by whoever sent them. ProBB shows them as plain text only and never acts on what they say.
Rotate or turn off an address
Anyone who knows the address can send to it, but only emails from your members are read. If an address has been shared more widely than you intended, open the address's details and choose Get a new address from the menu. You can keep the old address working for 7 days so forwarding rules you set up elsewhere keep working while you change them. Turn off stops the address reading mail. Candidates and analyses that already exist are not touched.
Privacy
A resume forwarded by email is personal data about the candidate. Your organisation is responsible for telling candidates how their details are used, in your privacy notice or in the job advert. ProBB keeps the original email for 30 days so a file can be recovered if something goes wrong, then deletes it. Candidates added from an email can be deleted like any other candidate. See Security and data.