Configuring Email Notifications

Objective

After completing this lesson, you will be able to configure recruiting notifications.

Recruiting Email Triggers

To associate the newly created email templates to recruiting email triggers, complete the following process.

  • Navigate to Admin Center→Recruiting→Recruiting Email Triggers.

Note

If you do not see this tool under Recruiting, you might have to grant access to the feature: Admin Center→Manage Permission Roles→Select Role→Permission→Manage Recruiting→Recruiting Email Triggers.

Create a Recruiting Email Template

The process for creating recruiting email templates is as follows:

Steps

  1. To begin creating recruiting email templates, navigate to Admin Center→Recruiting→Manage Recruiting Email Templates.

    Select Manage Recruiting Email Templates to start creating recruiting email templates.

  2. To review existing email templates, select the template name.

  3. To create a new template, click Create New Template.

    Select Create New Template to create a new template.

  4. Complete the template fields:

    • Define the language, if multiple languages are in use.

    • Assign a template name.

    • Enable the status of the message.

    • Define the email subject.

    • Add the attachment that will be sent out with email.

    • Define the content of the message in the Body field.

    Complete the highlighted template fields.

  5. Click Save Changes.

Template Tokens

To include tokens in the body of the email template, either click the Show Tokens hyperlink for the list of available tokens or (similar to offer letter creation), use the key icon to insert tokens.

Tips for setting up tokens include the following:

  • The Candidate Name field has to be defined as a standard field in the CDM and CPT XML templates. Otherwise, the token for this field will not work correctly.

  • If you have an operator field, for example, a Hiring Manager, defined in the JRDM XML template, you also have to define a hiring manager email, hiring manager phone number, and hiring manager email fax fields, if any of these fields are included in the offer letter. If these fields are not configured, tokens will not populate correctly, even though these are standard fields. If the customer does not plan to use an email or fax field, these fields do not have to be visible on the job requisition.

    Select Show Tokens link or use the key icon to insert tokens.

  • Users can validate a used token. The system will alert the user via a warning message when the later(user) includes unsupported standard tokens in a template. To validate standard tokens configured in template click the Validate Tokens button.

    Select the Validate Tokens button to validate standard tokens.

Create a Trigger Notification

To connect templates to triggers, complete the following process:

Steps

  1. Click the action-based triggers you want to enable. The right side of the screen populates with options.

    Select action-based triggers to display options on the right.

  2. Check Enable.

  3. Select the template to associate to the trigger. The Tips section provides additional tokens supported for the trigger.

  4. Specify the recipient of the notification. Recipients can be selected based on relation to the requisition, employee name, or email address. Multiple recipients may be added. Once added, they will appear in the Recipients line.

  5. Validate used token. Each email trigger supports different standard tokens, and the system will alert the user via a warning message when the later(user) includes unsupported standard tokens in a template. To validate standard tokens configured in template click the Validate Tokens button.

    Select the Validate Tokens button to validate standard tokens.

Create a Status-triggered Notification

To associate the newly created email templates to applicant statuses, complete the following process:

Steps

  1. Search for Edit Applicant Status Configuration in the top right corner search box.

  2. To open the status set, click Take Action → Edit

  3. Click the status name to open for editing.

  4. Navigate to the appropriate recipient and select the email template for that status.

    Email templates can be sent to the following recipients:

    • The Candidate

    • Any roles associated with the recruiting process (including agency user)

    • Teams if the Team Recruiting is configured

  5. Click Save.

    Note

    Most emails go out immediately, except for disqualification emails, which can be delayed for a selected period of time.

Summary

Enable and customize standard recruiting email templates, triggers, and notification settings to automate candidate communications.

Learning

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