Release Notes - 25.11.02 (November 25)

Release: This release consists of the development undertaken under the sprints: 25.11.01, 25.11.02.

Key Features: AI Email Templates via Azure Foundry, Social Media Links added to Summary View, Teams Integration, Bug Fixes & more...

Upgrade Date: 07/12/25

Enhancements

EMAIL - Colleague AI Email Templates via Azure Foundry

We're pleased to introduce the ability to use AI Email Templates in Colleague.

Al Templates allow for the use of pre-written 'prompts' (which can include merge fields) to request AI generated email content from Azure Foundry, powered by ChatGPT.

What this means for you:

• When sending an email from anywhere in the system, alongside the standard Email Template Selection dropdown, there will now be a 'ColleagueAI' Template selection dropdown.
• 'ColleagueAI' Templates allow for a User to select from a list of pre-written prompts which then populate the email body with AI generated text.
• For example, an administrator could create a prompt such as:
  • Write an email that wishes the contact well and enquires as to whether they would be interested in our Recruitment services. Explain that we are a recruitment service based in London that specialises in finding the best IT & Telecomms professionals for both Permanent and Contract positions.
• When a User selects this prompt, it will open a partial view to show the prompt text. The User can then select 'Generate Response' and it will show the generated text returning into a preview window. Click 'OK' and this text is copied into the email body.

How do I enable this:

• Within Admin > Templates
• Select 'New Template' and under the Type field choose 'ColleagueAI Prompt'
• Similar to a standard Email template, choose the necessary 'Scope' and give the template a 'Description'.
• Within the 'Message' field, type your prompt which can include merge fields relative to the chosen 'Scope' of the template.

SOCIAL MEDIA LINKS - Summary View Update

When using the Summary View, throughout the system, including the Browser Extension and Mobile UI, Social Media associated with the record will now be visible.

What this means for you:

• When on Search Result or any type of List format, select the row and access the 'Summary View' via the toolbar (top right)
• If the record has Social Media Links registered, they will appear on the Summary View
• Click two watch a short 'Hot To' video on Social Media Links

How do I enable this:

• This will be enabled as standard throughout the system

REQUIREMENT - Ability to set Longlisted By & Shortlisted By when running workflow

Previously when Longlisting and/or Shortlisting Candidates to Requirements, the 'Longlisted By' & 'Shortlisted By' User fields would set as the User who ran the workflow.

In a Recruitment setup where there are Administrators acting on behalf of Recruiters, there is sometimes a need for this to be configurable to maintain accurate reporting stats.

This release includes User Group Permissions which grant Users with the ability to set the 'Longlisted By' & 'Shortlisted By' field via a User dropdown.

What this means for you:

• If your User has the required permissions enabled, when Longlisting or Shortlisting a Candidate (anywhere in the system), a User dropdown option will appear allowing for the selection of the 'Longlisted By' and/or 'Shortlisted By' field.

How do I enable this:

• In Admin > User Group Permissions > Requirement Permission Folder, there is a permission labelled: X
• Ensure the required Users have this permission set to 'Full Access'

CANDIDATES AND CONTACTS - Update to Exact Match Check on New Record Creation Dupe Check

The 'Exact Match' feature performs a duplication check based on the First Name and Surname, along with the Email Address OR Mobile Number.

Previously, this would check the full name of the record, but this has now been updated to perform a wildcard check on the first name. This update better accommodates scenarios where a first name has been shortened, which could cause the exact match check to miss the duplicate.

For example: Rob instead of Robert, Dan instead of Daniel, Steve instead of Steven and so on.

What this means for you:

• The exact match check now accounts for more scenarios to improve its duplicate tracking.

How do I enable this:

• This will be enabled as standard in Colleague.

Minor UI Tweaks

Requirement Candidates > Candidate Mobile Number is now a ‘Click to Dial’ link

When in a Requirement record on the Candidate's tab, if you have set the 'Candidate Mobile Number' as column on the Candidates table, it will now be a 'click to dial' link to trigger the call to that number.

Email Form Updates

The Email Form has been updated so that the 'Bcc’ field is hidden by default and is shown if you click on a 'Bcc' button to the right of the 'Cc' field.

The Template selection and ColleagueAI Template selection dropdowns are also now available by default, outside of the 'Advanced Options' area:

Parse Records Sub Menu

Due to the number Parser options that are now available via the left hand navigation, we have condensed this into a 'Parse Records' menu. Click on 'Parse Records' and it will reveal the parser options that you can use.

This will also still work with 'drag and drop' situations, drag the document over the 'Parse Records' menu title and after a few seconds the sub menu will appear.

Candidate & Contact Portal Updates

Several updates and settings have been added to the Candidate Portal based on client feedback:

• There is now a Global Setting (under the 'Portal' section) to set whether a Candidate can complete a checklist item within the Portal
• An additional 'View Placements' Yes/No option have been added to the Candidate Portal Details area
• The 'Show in Portal' tickbox, which is visible on the Candidate record under each Document is now ticked (or not ticked) when adding a Document by default based on a Global Setting
• There is now a Global Setting to enable whether the Candidate can download the Documents that are visible to them when on the Documents tab on the Portal

Search Bar Added to Reports Maintenance

When in Admin > Reports Maintenance, an administrator will now be able to quickly search and find reports to assign to User Groups.

This works in the same manner as implemented in other areas of the system. Enter the type of report you are looking for and press 'Enter'. The Search will filter the reports based on a 'Contains' search of the text you've entered.

User Group Added to User Menu

The assigned 'User Group' of a User will now be visible form the User Settings menu:

Bug Fixes

Post Requirement Parser Feature Issues

Following the release of the Requirement Parser as part our last build (25.10.03), the below points have been worked through based on client feedback:

• Mandatory Field Red Asterisk added to Contact Name
• Update to ensure all fields are listed when showing any missing data error messaging
• Update to allow for decimals on Charge/Pay rates
• Show alert to advise on partial Company matches to warn the User
• Bug fix to resolve null value Requirement Status field issue

Improved Ability to Find ‘LinkedIn' URL on Parsed Document

The Candidate and Contact parsing process has been enhanced to better account for social media URLs contained within the CV.

If the parsing process has found a social media URL, namely LinkedIn, X, Facebook or Xing, it will create the relevant Social Media Link against the record.

Ability to bypass Candidate Details Edit Permission via the Bulk Update Fields feature on the Search

It was identified that the User Group Permission, designed to ensure a Candidate’s contact information remains read-only while they are in a current Placement, could be bypassed through the bulk update fields feature within Candidate Search.

This issue has now been resolved.

Default Document Type Blank on Outlook Add-In

When using the Outlook Add-in, and adding a new document to a record, it was raised that the 'Document Type' field was not being set by the default document type setting. The document index was also not being set, based on the default settings.

This issue has now been resolved.

Create History - Default Duration Issue

It was raised that when creating a History and choosing to create a Calendar entry, the default duration of a calendar (as per User/Global Settings) was not correctly updating the Start/End times when making edits.

This has now been resolved.

Recent Items, Lists and Quick Search > Blank fields in Search Results issue

Bug fix delivered to resolve blank custom fields from appearing as empty spaces, showing as just the pipe delimiters (i.e. '| | |').

User Group Lost when Creating new Templates

It was noted that when creating a new template and specifying a User Group, after you hit 'Save' the User Group was not retained. You had to enter it again.

This has now been resolved.

Error Creating Tasks for Other Users from a Contact Record

Issue raised when creating a Task from another User, specifically from a Contact record.

As part of this update, we have also put in place improved error handling around the Task creation process.

Insight Portal - Adjustable Font Size

Stylesheet updates have been applied to the Colleague Insight portal, to ensure that the text font sizes adjust as required based on the different screen resolutions.

Issue Deleting Custom Field Groups

It was raised that there was a scenario which meant that an Administrator could have difficulties when trying to delete a Custom Field Group.

This has now been resolved.