Recruiting Email Templates

Objective

After completing this lesson, you will be able to create recruiting email templates.

Email Template Management in the System

There are various ways to manage email templates in the system; one is by system email notification settings and the other is in Recruiting email templates, which are initiated by the user, not automated by the system. These are ad hoc email templates, which are optional. You can create as many email templates as you want, such as a Thanks for applying template.

There are various types of Recruiting-related emails to help you manage Recruiting-related communication:

  • Manage Recruiting Email Templates:
    • Ad hoc emails to candidates
    • Candidate status emails
    • Email triggers
  • Manage Offer Letter Templates:
    • These templates are used for the offer letter feature

You can disable templates you don't want to use. Disabling the templates takes them out of your active list of templates and prevents you from using outdated templates. When you disable a template, it is not deleted, so it is a simple task to go into a disabled template and enable it so it can be used again.

Manage Recruiting Email Templates Page

The Manage Recruiting Email Templates page is accessed using the Admin Center. Proceed as follows:

  • Navigate to Company Processes & Cycles.
  • Click Recruiting.
  • Click Manage Recruiting Email Templates.

When you manage a Recruiting email template, you can modify all subsequent email messages you send using that template by changing the template once.

Manage Recruiting Email Templates Page — Fields

The following fields are available on the template:

  • Define the language if multiple languages are in use.
  • Assign a Template Name.
  • Enable the status of the template.
  • Enable the SMS Status.
  • Ability to Cc or Bcc somebody on the message.
  • Define the Email Subject.
  • Add an attachment.
  • Define the content of the message in the Body field.
A screenshot of the template with the option to select Show Tokens and a list of the fields to input data

Users can validate used tokens. The system will alert the user via a warning message when the user includes unsupported standard tokens in a template.

To validate standard tokens configured in the template, click on Validate Tokens.

A screenshot shows the Validate Tokens button.

Enable Recruiting Email Templates

Business Example

In this exercise, you will enable and update standard emails.

ExerciseStart Exercise

Task 1: Enable and Update Standard Emails

Steps

  1. Log in to your admin user and navigate to Admin Center→E-Mail Notification Templates Settings.

  2. Make sure the Document Routing Notification is selected.

  3. Edit the notification with the following changes:

    1. Click Specify Different Template for Each Form.
    2. Choose your job requisition from the dropdown list and click the Switch to button.
    3. Change the first sentence of the body text to the following:
      1. Please be advised that the document [[DOC_TITLE]] is now available on the Requisition Summary page for your [[DOC_ACTION]].
    4. Keep everything else as is and be sure to save all changes.

  4. Select the New Recruiting Operator Notification.

  5. Edit the notification with the following changes:

    1. Subject Line: Approved Requisition Now Available for Review.
    2. Recipient: Hiring Manager and Recruiter.
    3. Body Text: Change the first sentence to the following:
      1. Please be advised that requisition number [[JOB_REQ_ID]] for a(n) [[JOB_REQ_NAME]] is now approved and available on the Job Requisition Summary page for your review.

  6. Log in as a user who can create requisitions.

  7. Create a requisition and send it through to the Approved/Open status.

  8. Ensure that the routing notifications and the recruiting operator notifications came through as expected.

    Note

    Make sure the user you are using for testing notification has your email address. Any changes to an email address can be made in the employee data file.

    Note

    You may need to check your Spam/Junk mail folder if you do not see the email in your inbox.

Email Template Tokens

An administrator can use tokens when creating email templates. Tokens are the blanks in a form letter that point to specific fields in your data and route the correct data to that field. They can be copied and pasted into the email body. Tokens exist for virtually any type of data you might need when sending out mass email messages including:

  • Last Modified
  • Email addresses
  • First names
  • Last names
  • Telephone numbers
  • Address information

Learning

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