Overview#
This page covers the site-wide settings you can change, the upload limits, and the Power Automate flows the portal uses, including which you can turn on or off and which rules only Pump can change.
This page is for your Pump administrator, or the partner who customises Pump for you, and is part of the Pump Portal Admin Guide. Read Before you customise the portal first.
Site-wide settings#
In Power Pages Management > Site Settings, search by name:
| Setting | Default | Change it when |
|---|---|---|
| DateTime/DateFormat, DateTime/TimeFormat, DateTime/DateTimeFormat | dd/MM/yyyy, HH:mm, dd/MM/yyyy HH:mm | You want a different date format. Change all three. |
| Profile/ShowMarketingOptionsPanel | false (hidden) | You want candidates to choose their own contact preferences on their Profile. |
| ComplianceUpload/DefaultInstructions | General upload instructions | You want different general instructions on items that need a document. |
| ComplianceComplete/DefaultInstructions | General instructions | You want different general instructions on items that need no document. |
After changing a site setting, Sync in design studio and allow a few minutes.
Upload limits#
Candidates can upload PDF, JPG or PNG files of up to 10 MB each. The upload instructions say so. If you want a different limit, ask Pump: it has to change in three places at once.
The portal's flows#
The portal uses these Power Automate flows and processes, all in the PumpPortal solution. You can turn the ones marked Optional off or on (Power Automate > Solutions > PumpPortal > Cloud flows). Keep the others on: the portal needs them. Don't edit any of them; ask Pump if you need one to work differently.
At install, Pump adds the flows marked Keep on to the flow monitor in production, so they're turned back on if they ever switch off. When you turn on an optional flow, add it to the flow monitor too (see Keeping the portal's flows running). Flows are on or off separately in each environment.
Emails to candidates#
See The emails candidates receive for what each email contains.
| Flow | What it does | On or off |
|---|---|---|
| Send Portal Invitation | Sends the invitation when staff click Send Invite. | Keep on |
| Child - Send Candidate Portal Invites | Creates and sends every invitation, for Send Invite and the other flows. | Keep on |
| Manual - Send Compliance Reminder Email | Sends the reminder when staff click Send Reminder. | Keep on |
| Schedule - Send Portal Invite to Candidate Requiring an Invite | Daily: invites candidates who should have portal access. | Optional, off at install |
| Schedule - Send Candidate Registration Reminder Emails | Daily: reminds invited candidates who haven't registered. | Optional, off at install |
| Schedule - Send New Compliance Item Notification Emails | Daily: tells candidates about new items. | Optional, off at install |
| New Placement Notification | Daily: tells candidates about a new placement's items. | Optional, off at install |
| Schedule - Send Expiring Compliance Reminder Emails | Daily: reminds candidates about items that are about to expire. | Optional, off at install |
| Compliance Reactivation Notification | Tells candidates when an item they'd finished is reopened. | Optional, off at install |
| Track Compliance Item Closure for Reactivation | Notes when an item is completed or closed, so the flow above knows when it's reopened. | Keep on |
| Default Use Email to Personal Email | Sends an email to the recipient's Personal Email when no other address has been chosen. | Keep on |
Candidates' access and documents#
| Flow | What it does | On or off |
|---|---|---|
| Portal Invitation Redeemed → Update Candidate Access Status | Marks the candidate Registered when they complete their registration. | Keep on |
| Compliance Item Process Portal Document Uploads On Review | Files a candidate's uploads in the item's SharePoint folder when they submit it, and records when it was submitted. | Keep on |
| Compliance Item - Sync Documents to Portal | Shares documents staff add to an item with the candidate, and removes them when staff do. | Keep on, unless you don't want staff documents shown in the portal |
| Set Processed By to Manual on Completion | Records that an item was completed by staff rather than by the candidate. | Keep on |
| Manual - Unlock Candidate Portal Account | Unlocks a locked-out candidate from More commands > Flow. Staff normally use Portal > Unlock Account instead, so this is a spare. | Optional |
| Scheduled - Deregister Inactive Candidate Portal Access (Template, OFF by Default) | An example for withdrawing portal access from candidates who are no longer working with you. | Leave off; talk to Pump first |
Changing who's emailed, and when#
The rules about which candidates are invited and reminded are built into the flows and the portal, and they work the same way everywhere. You can't change them yourself without editing the flows, so ask Pump. That includes:
- Which stages count. Today a candidate is invited, and their items shown and reminded, for a current placement, an open offer, or an application with a Status Reason of Short List or beyond. If you want only offers and placements, say, Pump can change that for you.
- Which items are reminded, by the item's Status Reason (see Sending a reminder, which lists them).
- Your own status reasons. If you've added status reasons to compliance items, placements, offers or applications, the portal doesn't know about them: tell Pump, so they're treated the way you want.
- The email field the emails go to (see Who the emails go to, and from).
What you can change yourself:
- the reminder timings (see Settings you can change);
- the email wording (see Changing email wording and troubleshooting);
- which items candidates see (see Which compliance items candidates see);
- which automatic emails are on (see Turning the automatic emails on).