Objectives
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.The process for creating recruiting email templates is as follows:
To begin creating recruiting email templates, navigate to Admin Center → Recruiting → Manage Recruiting Email Templates.
To review existing email templates, select the template name.
To create a new template, click Create New Template.
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.
Click Save Changes.
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.
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.
To connect templates to triggers, complete the following process:
Click the action-based triggers you want to enable. The right side of the screen populates with options.
Check Enable.
Select the template to associate to the trigger. The Tips section provides additional tokens supported for the trigger.
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.
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.
To associate the newly created email templates to applicant statuses, complete the following process:
Search for Edit Applicant Status Configuration in the top right corner search box.
To open the status set, click Take Action → Edit
Click the status name to open for editing.
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
Click Save.
Note
Most emails go out immediately, except for disqualification emails, which can be delayed for a selected period of time.Ad hoc emails provide on-the-fly sending capability for members of the recruiting team. The subject and body of the email can be based on a pre-configured template built in Admin Center → Manage Recruiting Email Templates, or the text can be designed upon creation.
You can navigate to the ad hoc email functionality through the following access points:
Candidate Summary (consolidated view)
Candidate Search
Candidate Summary(individual view)
Note
In some countries, it is possible to send an SMS notification to the candidate before the interview. More information can be found in the Implementation Guide.On the Candidate Summary page, click a candidate name.
At the top of the page, click the Email button in the top right corner.
Note
In case you are using latest candidate workbench, email option is available on the left under three dots option next to the candidate name or under three dots option on the top of the section. In that case, make sure that you select candidate name so the option becomes available.Access the Candidate Summary page for a desired job requisition.
Select one or multiple candidates.
Click theAction dropdown menu and select Email Candidate.
Note
In case new latest application workbench is enabled, email option is available in top right corner under three dots icon.The Candidate field should contain all the candidates selected and is a read-only field.
To customize the ad hoc email sending, follow this process:
Select language and template (if necessary).
Enter the Subject of the email (template subjects will pre-populate).
Enter content into the body of the message (template content will pre-populate).
Note
The subject and body both support email tokens.Attach relevant documents by clicking the Attach a document link in the lower left corner of the page.
Click Preview or Next.
Review the details and click Send.
Emails can be tracked or audited through the Correspondence portlet. To view the Correspondence Audit Train proceed as follows:
Navigate to the Candidate Summary page.
Click the name of an applicant.
Locate the Correspondence portlet.
Click the Subject link to view the contents of the email.
Note
In case you are using latest candidate workbench, correspondence audit trail is available under Activity block.The improvements to email correspondence enables recruiters to access the complete history of manual email communication with candidates. Recruiters initiate the email and capture the reply from candidate. The information is logged in SAP SuccessFactors Recruiting and previews or replies are available in the Message Center or their email.
With this functionality, recruiters have an efficient way to track email with the candidate while remaining in SAP SuccessFactors Recruiting. These improvements also include sorting and filtering capabilities for faster reference. In addition, the Correspondence Portlet has been enhanced to display items on both the candidate and application profiles.
The Email Correspondence feature requires the use of the Metadata Framework and can be found in the Upgrade Center. The Upgrade Center is located within Admin Center.
If you are not using the Upgrade Center, you can use several switches and permissions that control this feature.
Switch Email Correspondence: Enabling this option allows you to track manual email conversations between the recruiter and the candidate. You can also access Message Center which lists all the user-initiated email correspondences.
Switch Add a note: Enabling this option adds a note in the emails to candidates telling them not to include sensitive information in their replies.
Recruiting Permissions → Permission: Odata API Candidate Export: Enabling this option displays the candidate name in the Message Center view.
OPTIONAL:
Manage Integration Tools → Odata API Attachment Export: Enabling this option allows downloads of attachments from Message Center.
Manage MDF Recruiting Objects → Email Brand Template: Enabling this option fetches brand-template-related info when replying with branded email.
The number of emails within a conversation thread may be tracked and noted within the Correspondence portlet.
Recruiters can click an email and open the Message Center.
Recruiters may reply directly from the Message Center by using a Rich Text Editor and brand options.
Within the Message Center, recruiters can preview the reply, send the email, and capture the history.
After you send the email to the candidate, the email is added to the email thread and displays in the right pane. The email count increases on the candidate profile in the Correspondence portlet.
When the recruiter sends the email, the candidate may reply to the email following the typical process. The response is stored within the Recruiting system and an email is sent on to the Recruiter’s email using Outlook, Gmail, Yahoo, or a pre-determined email system.
Recruiting users can directly access Message Center by going to Recruiting → Message Center:
You can see all of your email threads with different candidates.
Unread emails will be in bold.
The top filter allows you to toggle between All Messages and Unread Only.
The Message Center is for Recruiters, Hiring Managers, or those with proper access to the SAP SuccessFactors Recruiting system. It is not intended for candidates or candidate access.
The following are some clarifications and expectations of the intended functionality:
Emails are initiated from either the candidate profile or from the applicant profile. The Message Center can be used to reply to candidate emails, but not to initiate a new email.
Message Center is for manual emails to candidates. Replies to automatically generated emails, email campaigns, or offer letter emails will not be captured in the Recruiting Message Center.
CC and BCC is available on the first initial email, but not for replies from Message Center.
Attachments are available on the first initial email, but not for replies from Message Center.
It is possible to view and download the initial attachment from Message Center.
When a candidate is purged, the email thread is also deleted.
Archive emails in the Message Center is now available for users. The entire email thread may be archived, which moves the emails out of the All Messages view into a new Archive view or folder. Users can also choose to unarchive the email thread, which will restore the emails into the All Messages view.
For customers with a high number of email templates, it becomes difficult for the user to be able to select the right email templates. Now, templates can be permissioned allowing the end user to only be presented with those email templates relevant for the use case.
Recruiting emails can be configured to send automatically by associating email templates to candidate statuses and recruiting triggers. In this exercise, you will configure an email template and associate it to a candidate status and a recruiting email trigger.
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