Salesforce does several things automatically around SUMO interview and consultation appointments: it sends MBA interview invites and reminders, emails meeting instructions, texts applicants before their interview, links appointments to applications, updates interview details on the application, renames calendar events, and alerts Admissions when an applicant has more than one interview booked. This page describes each one, what triggers it, and when it happens.
At a glance
| When this happens |
Salesforce does this |
Timing |
| A reader completes Candidate Feedback on an MBA application with Recommendation set to Invite to Interview |
Emails the applicant an interview invitation with a personal scheduling link |
1 day (24 hours) later |
| The applicant still hasn't booked an interview after the first invitation |
Emails a reminder invitation |
5 days after the first invitation |
| SUMO sends an appointment email (confirmation, reschedule, cancellation) |
Sends the email from Salesforce |
Right away |
| A Two-year Ithaca MBA interview is booked |
Emails the applicant Zoom or on-campus interview instructions |
2 days (48 hours) before the interview |
| An MBA admissions consultation is booked (see conditions below) |
Emails consultation instructions |
1 day (24 hours) after booking |
| An MBA video interview or an EMBA Americas interview is coming up |
Sends a text reminder to applicants who opted in |
1 day (24 hours) before the interview |
| An MBA on-campus interview is coming up |
Sends a text reminder to applicants who opted in |
3 days (72 hours) before the interview |
| A SUMO appointment is booked, changed, or canceled |
Links the appointment to the application or Lead |
About 1 minute after the change |
| An interview is booked, changed, or canceled |
Updates the application's interview fields |
Automatically |
| An EMBA interview is canceled |
Clears the application's interview fields and records the cancellation reason |
About 1 minute after the cancellation |
| An appointment is canceled |
Removes the appointment's calendar event (done by SUMO) |
Automatically |
| A SUMO calendar event is created or updated |
Renames the event subject to the appointment type |
As the event is saved |
| An interview is booked or rescheduled, and the applicant already has another upcoming interview |
Emails Admissions a "Multiple Interviews Scheduled" alert |
Right away |
| EMBA (NYC or Healthcare Leadership) interview feedback is completed |
Attaches the interview cover letter PDF to the application |
About 1 minute after the feedback is submitted |
The sections below explain each row in more detail.
Interview invitations and reminders (MBA)
The first invitation
When a reader finishes Candidate Feedback, Salesforce can invite the applicant to schedule an interview.
What starts it. All of these must be true on the Candidate Feedback record:
- Recommendation is Invite to Interview.
- Feedback Status is Completed.
- Interviewer Preference is anything except Schedule Manually.
- No invitation has been sent yet from this feedback record.
When it happens. Salesforce waits one day (24 hours) and then checks again. It sends the invitation only if all of these are still true:
- The Recommendation is still Invite to Interview.
- No invitation has gone out in the meantime.
- The feedback is a First Read or Second Read.
- An active MBA interview service matches the Interviewer Preference.
If no active service matches, no invitation is sent.
What the applicant receives. An email titled Cornell MBA Admissions Interview Invitation:
- from "Cornell Johnson Graduate School of Management" (mba@johnson.cornell.edu)
- with a personal link to book the interview
What staff see afterwards.
- A completed Task, First Interview Email Invite Sent, on the application and the applicant's contact.
- Interview Invite Sent is checked on the application.
- Interview Invite Email Sent Date is filled in on the Candidate Feedback record.
The one-day wait gives readers time to change their recommendation. If you change Recommendation away from Invite to Interview within that day, no invitation goes out.
The reminder
When it happens. Five days after the first automatic invitation, Salesforce checks whether the applicant has booked. It sends one reminder if all of these are true:
- The application still has no Interview 1 Date/Time.
- The Recommendation is still Invite to Interview.
- No reminder has been sent yet.
What the applicant receives. Another email titled Cornell MBA Admissions Interview Invitation, from the same sender, with the scheduling link.
What staff see afterwards.
- A completed Task, Interview Email Invite Reminder Sent.
- Interview Emails Sent is checked on the Candidate Feedback record.
The reminder only follows the automatic invitation described above. It's timed from the date that invitation was sent, which is recorded on the Candidate Feedback record.
Appointment emails from SUMO
SUMO writes its own appointment emails: confirmations, reschedules, and cancellations. They come from the templates set up in each Online Scheduler. As soon as SUMO marks an email ready to send, Salesforce sends it from noreply-salesforce@business.cornell.edu. Hosts and attendees both receive these emails.
Meeting instruction emails (Two-year Ithaca MBA)
Interview instructions
What starts it. An MBA admissions interview is booked, and the appointment is linked to a Two-year Ithaca MBA application.
When it happens. Two days (48 hours) before the interview starts. The applicant gets one of two emails, depending on where the interview takes place:
| Interview location |
Email subject |
| Video conference |
Cornell MBA Zoom Interview Instructions |
| On campus |
Cornell MBA On-Campus Interview Instructions (includes the interview start time) |
Both emails come from "Cornell MBA Admissions" (meetwithadmissions@johnson.cornell.edu) and go to the email address on the application.
Rules.
- It's sent only once per appointment.
- It isn't sent if the appointment has been canceled.
- It isn't sent if the appointment isn't linked to an application.
What staff see afterwards. A completed Task, Cornell MBA Interview Instructions Email Sent, on the application and the applicant's contact.
Consultation instructions
What starts it. An MBA admissions consultation is booked.
When it happens. One day (24 hours) after the appointment was booked.
What the prospective student receives. An email titled Cornell MBA Admissions Consultation Instructions, from "Cornell MBA Admissions" (meetwithadmissions@johnson.cornell.edu), sent to the Lead's email address.
Rules.
- It's sent only once per appointment.
- It isn't sent if the appointment has been canceled.
- It's sent only when the consultation is linked to a Two-year Ithaca MBA application.
What staff see afterwards. A completed Task, Cornell MBA Consultation Instructions Email Sent, on the Lead.
Text (SMS) reminders
Salesforce texts applicants before their interview, but only when all of these are true:
- The applicant has opted in to texts, hasn't opted out, and has a mobile number on file.
- The interview hasn't been canceled.
- The application's Internal Status is one of these: In Progress, Submitted, Submitted - Incomplete, Under Review, Send to Committee, or Interviewing.
- The appointment has a calendar event.
| Interview type |
When the text is sent |
| MBA admissions interview by video conference |
1 day (24 hours) before |
| MBA admissions interview on campus |
3 days (72 hours) before |
| EMBA Americas admissions interview |
1 day (24 hours) before |
Before sending, Salesforce saves the interview date, time, and time zone on the application so the text can include them. EMBA NYC and Healthcare Leadership interviews don't get text reminders. How the text itself is created and sent is described in the article Create SMS Message Subflow.
Linking the appointment to the application
When a SUMO appointment is created or changed, Salesforce waits about one minute and then makes sure it's connected to the right records. This check runs for every EMBA interview, and for any appointment that isn't yet linked to an application or a Lead:
- If the appointment has an Admissions Application but its calendar event doesn't, the event is related to that application.
- If the calendar event is related to an application but the appointment isn't, the application (and the appointment's time zone) is copied onto the appointment.
- If the appointment was booked by a Lead, the Lead is recorded on the appointment.
This matters because interview reports, instruction emails, and text reminders all depend on the appointment being linked to the application. If the link is missing, see the article Connect Admissions Application to Existing Interview Appointment.
Interview details on the application
When an interview is booked or changed, Salesforce updates the interview details on the application automatically, for MBA and EMBA programs:
- Interview 1 Date/Time
- Interview 1 Status
- Interview Location
- Interview 1 Commit Date (the date the appointment was booked)
- Yes to Interview 1 (checked)
- Interviewer (the appointment's host)
For EMBA Americas, EMBA NYC, and EMBA Healthcare/Leadership interviews, the SUMO scheduling automation also copies these details about a minute after the appointment is booked or changed, while the application's Internal Status is one of these:
- In Progress
- Submitted
- Submitted - Incomplete
- Under Review
- Send to Committee
- EMBA Americas only: Waiting on Contingency or Interviewing
For EMBA Americas, the application's Internal Status is also set to Under Review.
When an interview is canceled
When an applicant or staff member cancels a SUMO appointment:
- SUMO sends its cancellation emails to the host and attendee (see "Appointment emails from SUMO" above).
- SUMO removes the appointment's calendar event.
- No instruction emails or text reminders are sent for that appointment from then on.
- The application's interview fields are updated automatically.
- For EMBA interviews, about a minute after the cancellation Salesforce also updates the application this way:
- Interview 1 Status shows the appointment's canceled status.
- Interview 1 Comment gets the cancellation reason.
- Interview 1 Date/Time, Interview Location, Interview 1 Commit Date, and Interviewer are cleared.
- Yes to Interview 1 is unchecked.
Marking an attendee as a no-show doesn't cancel the appointment, so none of the above happens.
Calendar event subjects
When SUMO creates or updates an appointment's calendar event, Salesforce renames the event subject before it's saved. The subject then shows the appointment type rather than the service name:
- Interview events show the interview type, for example MBA Admissions Interview.
- Most other appointments show the appointment category name.
- Some consultation appointments keep the service name.
- New events created with an application selected, such as from the Multi-Calendar, are also related to that application.
Multiple interviews alert
When an interview event is booked or rescheduled, Salesforce checks whether the same application already has another upcoming interview event. If it does, it emails the Admissions inbox (meetwithadmissions@johnson.cornell.edu) with:
- subject Multiple Interviews Scheduled
- the applicant's name and application number
Salesforce doesn't cancel either appointment. Admissions decides what to do.
EMBA interview cover letter
When interview feedback is completed for a Cornell Executive MBA NYC or Executive MBA/MS in Healthcare Leadership applicant, Salesforce creates an interview cover letter PDF. About a minute after the feedback is submitted, it attaches that file to the application, where internal users can see it. If an earlier cover letter was already attached, the new one replaces it.
Who to contact
If an email, text, or field update you expected didn't happen, check these first:
- the timing in the table above
- whether the appointment is linked to the application
If it still looks wrong, submit a ticket to SC Johnson IT with the application number and the appointment date.