Preparing for an SAP SuccessFactors Career Site Builder Implementation

Designing the Career Site

Completing the Initial Setup of the Recruiting System

Building the Career Site

Moving the Career Site to Production

Engaging Potential Candidates

Implementing Source Reporting

Succeeding as a Consultant

Creating Email Campaign Layouts and Templates

Objective

After completing this lesson, you will be able to create email campaign layouts and templates.

Email Campaigns

Email campaigns have the following features:

Candidate Relationship Management email campaigns enable organizations to send bulk email campaigns to up to 2 million candidates with high deliverability.
Email campaigns can be sent to both external and internal candidates.
Brand consistency is maintained through the use of email layouts and email campaign content templates.
- Email layouts can contain logos and can be used for all email sent from SAP SuccessFactors Recruiting, with the exception of auto-generated email.
- Email content templates are typically created by the organization’s external marketing group and can beaded to an email campaign and edited before sending.
Email recipients can be added in a variety of ways.
With custom reply to addresses, recruiters can get candidate replies in their inbox.
Campaign emails are sent only to recipients who have opted in to receive marketing emails.
An email campaign can only be sent once.
Email campaign information is reportable through the Report Center, allowing companies to improve candidate marketing on an ongoing basis.

How Customers Use Email Campaigns

Customers use email campaigns for many purposes, usually with the ultimate goal being to keep the candidate engaged. Some common campaign emails include:

Thank candidates for completing a data capture form.
Invite candidates to attend company events.
Offer remote training opportunities related to the role.
Maintain communication about pertinent opportunities, and include a link to a category page on the Career Site Builder (CSB) site that contains current open positions.

Note

It is a leading practice to always embed a link to the career site in email campaigns.

Email Layouts for Branded Manual Emails

An email layout can be used for email campaigns or when manually sending emails to one or more candidates. Manual emails can be sent from:

Candidates→Search→Select candidate(s)→Send Mail
Candidate Profile→Email
Candidate Workbench→Select candidate(s)→Action→Email candidate
Application→Email
Offer Letter→Send via email

Select an Email Layout for Branded Manual Emails by select the Email Layout option from the drop-down list.

Example of the Best Run company Email Layout.

Note that currently branded emails cannot be used when sending an email associated with a candidate status or a Recruiting email trigger.

Email Layout Tips

Email layouts manage the branding and layout of HTML or text emails, so that non-technical users can create email campaigns, and the company can be assured that their branding guidelines are followed.

With the exception of the Configurable Text area, all components for email layouts are configured within Career Site Builder.

The components available for email layouts include the following:

Header: Includes a logo to the left or right of text
Configurable Text Area: Customizable for each email campaign
Text: Multiple Text components can be added.
HTML: Can be used like the Custom Plugin component on other pages: create two columns for the email, add images, and so on.
Footer: Contains text.

To begin using email layouts, we recommend starting with a simple design, for example, add a logo to the Header and perhaps change the font for the Text components.

Email layouts cannot be deleted but can be deactivated.

Email Layout Example

Email layouts are composed of the following components:

Header
Text (can be added multiple times)
Configurable Text Area
HTML
Footer

Example of the Best Run company Email Layout. It consists of the following sections (starting from the top of the email body): header, text (can be added multiple times), configurable text area, text, footer.

Create an Email Layout

To create an email layout, proceed as follows:

Steps

From Career Site Builder, choose Layouts, and then select Email.
Select +Add, name the layout, and select the locale and brand.
On the Details page, make the layout Active.
On the Styles page, you can change the background color for the email layout.
On the Email Layout page, add the desired components and order them.
Select each component to make any changes that are required for all emails that are created from that template, for example, upload the logo.

Result

An email layout has been created.

Create an Email Layout

This video covers how to create an email layout.

Business Example

Best Run would like a different email layout for each brand, starting with a layout for the Best Run brand.

Steps

Within CSB, navigate to Layouts→Email.
Choose +Add to create a new layout.
For the Name field, enter Best Run, select the English Locale, and select the default Brand.
Save.
On the Details page, select YES for Is Active.
On the Styles page, you can to change the background color for the email, if desired.
From the Email Layout page, choose Components and add each of the available components. Add the Text component a second time.
Reorder the components in this way: Header, Text, Configurable Text Area, HTML, Text, Footer.
Select the Header component and view the available options.
For Header Style, select Logo Left of Text.
From the Details page, add this Header Text: Be part of a winning team: Join us at Best Run!
Select the T icon and use Font Size 16.
On the Logo page, choose Select Image and select Best_Run_logo.png.
On the Styles tab, change the Header Text color to Best Run Blue.
Save.
Select the back arrow and select the first Text component. Add this Text: Best Run has a variety of satisfying careers to choose from: Find yours today!
Choose the back arrow and select the Configurable Text Area component. Notice that the background color can be changed here. (If necessary, choose the Background color and select white.) The actual text is added in Recruiting before the email is sent.
Select the back arrow and select the HTML component. Do not make any changes here.
Select the back arrow and select the second Text component. Add this Text: Would you like more information about an open position? Please contact our Staffing Team.
Choose to open the Footer component and add this Footer Text: Best Run is an equal opportunity employer.
Save and preview. (The layout will look different when the actual email is sent.)

Email Campaign Content Templates

Email campaign content templates contain the text to be inserted into the branded emails sent to candidates via email campaigns. Permission to create content templates is typically restricted (not granted to all recruiters). The content can be edited before an email is sent.

To add tokens, see the highlighted item in the figure that appears below, for the Insert Recipient Field dialog.

To add tokens, on the Create Email Campaign Content Template page, choose the ellipsis button (three dots) and select Recipient Field. Then, Add Tokens to an Email Campaign on the Insert Recipient Field dialog.

Create an Email Campaign Content Template

To create an email campaign content template, proceed as follows:

Steps

Navigate to Admin Center→Manage Email Campaign Content Templates.
Select New Content Template.
Complete the fields.
Enter the content for the email in the Rich Text Editor.
To add a token, choose the ellipsis button (3 dots), select Recipient Field, and select the desired token.
Save.
Note
Currently, a separate email campaign must be created for each desired language. However, you create just one email content template, and enter translations for it. In other words, create a content template in the default language, switch the Locale dropdown to the next language, and enter the translations.

Result

An email campaign content template has been created.

Creation of Reusable Content Templates

An option when creating a content template is to use a placeholder so that content can be replaced after the template is added to an email campaign. In this way, fewer content templates are required. For example, if a company plans to hold career fairs in multiple cities, you could create one content template with placeholders such as this: Please join us on ＜date and time＞ at ＜location＞.

The content template is then added to multiple email campaigns, and the placeholders are completed with the relevant information for that email: Please join us on Friday, November 16, at our U.S. Headquarters: 3999 West Chester Pike, New town Square, PA 19073.

Note that these placeholders are not the same as tokens, which are automatically replaced when the email campaign is sent. In this example, the token is replaced with the candidate’s first name: [[CANDIDATE_FIRST_NAME]].

Create an Email Campaign Content Template

This video demonstrates how to create an email campaign content template.

Business Example

One of the use cases introduced earlier is regarding a Career Fair for Engineering Students. Best Run would like to send two different targeted emails to the following groups:

Students who are graduating this term are invited to apply for current open positions.
Students who will be returning to engineering school next year are invited to an event at the company’s offices to learn more about available internships.

Note

We will be using placeholders. After adding the template to an email campaign, you will replace the placeholders with the relevant text.

In this exercise, create a content template for the second group: Engineering students who are graduating this year.

Steps

Navigate to Admin Center→Manage Email Campaign Content Templates.
Choose New Content Template and make the following selections:
- Locale: English US
- Status: Enabled
- Content Template Name: Internship Opportunities for Students - post Career Fair
- Email Subject Line:You are invited to check out the Best Run Internships!

Enter the Content (Email Body). To add a token, choose the ellipsis button (3 dots), select Recipient Field, and select the desired token.

Code Snippet

1234567891011121314
Dear [[CANDIDATE_FIRST_NAME]] [[CANDIDATE_LAST_NAME]],
 
Thank you for participating in the <Brand> Career Fair for <Area of Study> Students in the <City> Area!

We would like to learn more about you and your career goals and provide you with the opportunity to learn more about <Brand>’s internship opportunities for <Area of Study> students. 

Please join us <date and time> at <location>.

If you have questions, please reply to email me directly. 

I look forward to meeting with you!

<Recruiter>,
Best Run Staffing Department

Apply any formatting that you want.
Save.

Summary

Email campaigns (CRM) in SAP SuccessFactors Recruiting let organizations send bulk, high-deliverability emails (up to 2M recipients) to external and internal candidates, only to those opted in, and each campaign can be sent once; results are reportable in Report Center.
Brand consistency is ensured using Email Layouts (branding/design for HTML or text emails) and Email Campaign Content Templates (message text), with a best practice to include a career site link in every campaign.
Email layouts are built in Career Site Builder using components (Header with logo, Text, Configurable Text Area, HTML, Footer); they can’t be deleted (only deactivated) and can also be used for various manual email actions (search, profile, workbench, application, offer).
Content templates are created in Admin Center, can include tokens (auto-filled fields like first name) and placeholders (manually replaced per campaign), and translations can be maintained within one template, though separate campaigns are required per language.

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