Job Advert Expiry Reminders

Reminder emails are sent out to the publishers of job adverts before they expire. They link to a form that lets a publisher provide feedback about the job advert.

Sending Reminders

A scheduled task checks for job adverts that are about to expire. The task calls an end point which starts the "Job Closing Reminder" workflow process (to collect feedback) and emails all of the users in the job advert's employer user group.

By default the reminder email is sent (and the feedback process starts) 7 days before the advert is due to expire. The email is sent again 1 day before the expiry.

Job advert expiry dates are set when they are created. They match the "display end" date of the job article, and can be updated by the publishers responsible for the advert.

Email Recipients

For the email to be sent, the following must be in place (this will be true by default if the standard employer and job creation forms are used):

• The job advert is beneath the configured job root article
• The job advert has an employer article related to it
• The employer advert is beneath the configured employer root article
• The employer advert has a corresponding publisher site user group

All of the users in the relevant employer publisher group will be emailed, although the task can only be completed once.

Reminder Email

The reminder email uses the "Closing reminder" email template. The email links to the JOBREMINDERREPORTING form.

Completing the reporting/feedback form end the job closing workflow. It has no impact on the job advert itself.

Job Closing Reminder Workflow

This workflow is started by the reminder scheduled task. It includes the reporting/feedback task and resends the email the day before the job advert expires.

The workflow process remains active until the task is completed, or until a configurable 30 day timeout is met.

Feedback Form

The feedback form asks how many applications were received and whether or not the role was filled. The checkbox options are taken from the configuration.

Reporting Histories

On submit the feedback form writes history records with the following format.

{
    "labela": "Job Reminder Reporting",
    "labelb": "5556-4269-9665-2749",
    "labelc": "reporting",
    "labeld": null,
    "labele": null,
    "id": "b18bf043-9b76-4187-9c59-8b0db82c6a38",
    "created": 1756820182167,
    "lastupdated": 1756820182167,
    "sealed": false,
    "subject": null,
    "events": [{
        "pos": [1, 1],
        "event": {
            "articleID": "7160",
            "jobName": "Test Job",
            "response": "Filled",
            "numberOfCandidatesContacted": "5"
            "description": "Reminder response for Test Job"
        },
        "fpos": [1, 1],
        "timestamp": 1756820182167
    }]
}the single event includes:

• articleID - The article ID of the job advert
• jobName - The name of the job (the job advert article heading)
• response - Whether the position was filled (ie the checkbox selected on the feedback form)
• numberOfCandidatesContacted - The number of candidates (as entered onto the form)

If the feedback form is not submitted before the reminder workflow terminates, the history is recorded with the same format as above, but the response defaults to "No Response" and the number of candidates will be 0.

Configuration

A single configuration end point with the namespace config.[environment].JobReminderEmails.getConfig holds the following:

{
    "reminderResponseTimeout": "P30D",
    "closingPeriodDays": "7",
    "reminderResponseOptions": [
        ["Filled", "Filled"],
        ["Part filled", "Part filled e.g. more than 1 position available"],
        ["Not filled", "Not filled"]
    ]
}

Scheduled Task

A scheduled task should be set up to call the goss.jobs.job.reminderEmails end point once a day.