Overview#
This page covers when the portal's automatic emails go out, how to keep an eye on usage, how to keep the portal's flows running, and when to contact Pump.
This page is for your Pump administrator and is part of the Pump Portal Admin Guide.
Turning the automatic emails on#
Video: B4 - Email schedules and settings
The portal sends candidates 7 kinds of email (see The emails candidates receive). Two are sent only when staff ask: Send Invite and Send Reminder. These work from day one.
The other emails are sent automatically, every day, by six flows. They're switched off when the portal is installed, so nothing reaches candidates until you're ready:
| Flow | Sends |
|---|---|
| Schedule - Send Portal Invite to Candidate Requiring an Invite | Invitations to candidates who should have portal access |
| Schedule - Send Candidate Registration Reminder Emails | Reminders to candidates who were invited but haven't registered |
| Schedule - Send New Compliance Item Notification Emails | New compliance item emails |
| New Placement Notification | New placement emails |
| Schedule - Send Expiring Compliance Reminder Emails | Expiry reminders |
| Compliance Reactivation Notification | Emails about items that have been reopened |
Note: Before you turn them on, agree who gets invited first. On its first run, the invitation flow invites every candidate with a current placement, an open offer or an application with a Status Reason of Short List or beyond, however old. If that's too many at once, talk to Pump before switching it on.
To turn them on:
- Go to Power Automate (make.powerautomate.com) > your production environment > Solutions > PumpPortal > Cloud flows.
- Select each flow, then Turn on. Turn the invitation flow on last.
- Add each one to the flow monitor, so it stays on (see Keeping the portal's flows running).
In your sandbox, leave them off unless it only holds test candidates. A sandbox is often a copy of your live data, so the automatic emails would reach real candidates.
Keeping an eye on usage#
Video: B9 - Monitoring portal usage and capacity
Microsoft charges for the portal per monthly active user. A candidate counts once per calendar month, however many times they sign in that month: a candidate who signs in 10 times in March counts as 1 for March. Candidates who don't sign in that month aren't counted. Staff using Pump aren't counted.
- Your usage: Power Platform admin center > Licensing > Power Pages.
- In Pump: the Candidate Portal Adoption dashboard shows who has been invited, who has registered and who hasn't signed in. Its Candidates Not Logged In This Month view uses the same calendar month as Microsoft's count, so it's a guide to who hasn't been counted yet this month. Microsoft's report is the figure you're billed on.
Note: Documents shared with candidates use storage. When staff add a document to an item that's shown in the portal, the portal keeps its own copy so the candidate can download it. That copy counts towards your Dataverse file storage as well as SharePoint.
Keeping the portal's flows running#
Power Automate can switch a flow off by itself, for example after a connection problem, and the portal stops sending emails or filing documents without telling anyone. Pump's flow monitor guards against this: once a day it checks a list of flows, turns any that are off back on, and records what happened.
- At install, Pump adds the portal's flows that must always be on (see The portal's flows) to the flow monitor in production.
- When you turn on one of the automatic email flows (see Turning the automatic emails on), add it too.
- If you turn a flow off on purpose, tick Deliberately Disabled on its row, so the monitor leaves it off.
The list is in Pump: switch area (bottom left) to System Administration > Pump App Settings > Flow Monitor Config. Each row is one flow. Add a row with the flow's name; the monitor fills in the rest, including when it last checked the flow, what state it was in and what it did.
To see why a flow failed, open it in Power Automate and look at its Run history.
When to contact Pump#
Contact Pump support for:
- anything listed under Leave these alone;
- a flow that keeps switching off, or keeps failing;
- emails stuck in Pending Send (see If emails aren't arriving);
- the portal not loading, or candidates unable to register;
- changes to which items are reminded, or to the rules about which items candidates see;
- installing a Pump Portal update.