Configuring Email Notifications

Objectives

After completing this lesson, you will be able to:

  • Enable standard recruiting email triggers
  • Create recruiting email templates
  • Associate an email template to the standard recruiting email trigger
  • Associate an email template to a candidate applicant status trigger
  • Enable email correspondence and the Message Center

Recruiting Email Triggers

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

  • Navigate to Admin CenterRecruitingRecruiting Email Triggers.

Note
If you do not see this tool under Recruiting, you might have to grant access to the feature: Admin CenterManage Permission RolesSelect RolePermissionManage RecruitingRecruiting Email Triggers.

Recruiting Email Template Creation

Recruiting email templates make it easy to set up automatic distribution of emails based upon a change in candidate status or a specific recruiting action occurring in the system.

The process for creating recruiting email templates is as follows:

  1. To begin creating recruiting email templates, navigate to Admin CenterRecruitingManage Recruiting Email Templates.

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

  3. To create a new template, click Create 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.

  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.

  • 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.

Trigger Notifications

To connect templates to triggers, complete the following process:

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

  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.

Status-triggered Notifications

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

  1. Navigate to Admin CenterRecruitingEdit Applicant Status Configuration.

  2. To open the status set, click Edit.

  3. Click the status name to open for editing (or click Edit under the Take Action dropdown menu).

  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 Team Recruiting is configured

  5. Click Save.

Navigate to Appropriate Recipient

Different roles can receive different emails during the same status.

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

Ad Hoc Emails

Ad hoc emails provide on-the-fly sending capability for members of the recruiting team.

Ad Hoc Email Overview

  • The subject and body of the email can be based on a pre-configured template built in Admin CenterManage 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.

Ad Hoc Email Initiation Process

Ad hoc notifications can be initiated from a few different parts of the system.

Initiate Ad Hoc Emails

From Candidate Summary (consolidated view), proceed as follows:

  1. Access the Candidate Summary page for a desired job requisition.

  2. Select one or multiple candidates.

  3. Click theAction dropdown menu and select Email Candidate.

Generating Email Based on Candidate Search

From Candidate Search, proceed as follows:

  1. Locate the candidates through a Candidate Search.

  2. Select checkboxes for the desired candidate names.

  3. Click Email.

Sending Email from Candidate Summary

From Candidate Summary (individual user view), proceed as follows:

  1. On the Candidate Summary page, click a candidate name.

  2. At the top of the page, click the Email button.

Ad Hoc Email Customization

The Candidate field should contain all the candidates selected and is a read-only field.

Customize Ad Hoc Email

To customize the ad hoc email sending, follow this process:

  1. Select language and template (if necessary).

  2. Enter the Subject of the email (template subjects will pre-populate).

  3. Enter content into the body of the message (template content will pre-populate).

    Note
    The subject and body both support email tokens.
  4. Attach relevant documents by clicking the Attach a document link in the lower left corner of the page.

  5. Click Preview or Next.

  6. Review the details and click Send.

Correspondence Audit Trail

Emails can be tracked or audited through the Correspondence portlet.

View the Correspondence Audit Trail

Proceed as follows:

  1. Navigate to the Candidate Summary page.

  2. Click the name of an applicant.

  3. Locate the Correspondence portlet.

  4. Click the Subject link to view the contents of the email.

    This portlet lists all the email and print events performed on this applicant for the selected job requisition.

Email Correspondence Improvements

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.

Email Correspondence in the Upgrade Center

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.

Email Correspondence: Admin Configuration Options

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 PermissionsPermission: Odata API Candidate Export: Enabling this option displays the candidate name in the Message Center view.

  • OPTIONAL:

    • Manage Integration ToolsOdata API Attachment Export: Enabling this option allows downloads of attachments from Message Center.

    • Manage MDF Recruiting ObjectsEmail Brand Template: Enabling this option fetches brand-template-related info when replying with branded email.

Email Correspondence: Thread Tracking

The number of emails within a conversation thread may be tracked and noted within the Correspondence portlet.

Email Correspondence: Message Center

Recruiters can click an email and open the Message Center.

Email Correspondence: Direct Reply

Recruiters may reply directly from the Message Center by using a Rich Text Editor and brand options.

Email Correspondence: Preview and Send

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.

Email Correspondence: Candidate Email and Reply

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 RecruitingMessage 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.

Email Correspondence: Message Center Audience

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.

Email Correspondence: Additional Notes

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.

Configure an Email Template

Business Example

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.

Task 1: Create a Recruiting Email Template

Steps

  1. Log in as the administrator and navigate to Admin CenterManage Recruiting Email Templates.

  2. Create an email template thanking the candidate for their application. Use the information provided in the table.

    Use tokens for the fields in bold and italics.

    Subject: Thank you for applying

    Dear Candidate,

    We have received your application for the Job Title position. Your qualifications are currently being reviewed. We thank you for your interest.

    Sincerely,

    Best Run Recruiting Department

    1. Create a new email template that will be sent to the candidate when they apply, thanking the candidate for their application.

    2. Select Create New Template and enter a template name.

    3. Make sure the Enabled radio button is selected.

    4. Enter the subject line: Thank you for applying.

    5. Enter the text in the box in step 2, inserting tokens for the fields in bold and italics.

      To add a token, follow this process:

      1. Use the Insert Job Requisition Field button on the toolbar (to the right of the Source button) to display the list of available tokens.

      2. Find the appropriate token, select the radio button, and select OK.

    6. Select Save Changes to add the email template to the system.

  3. Create another email template notifying the Recruiter that an offer has received an approval. Use the information provided in the table.

    Use tokens for the fields in bold and italics.

    Subject: Offer has received an approval

    Dear Recruiter,

    The offer approval forCandidate for the position of Job Title has received an approval!

    Sincerely,

    Best Run Recruiting Department

    1. Create a new email template that will be sent to the recruiter when an offer has received an approval.

    2. Select Create New Template and enter a template name.

    3. Make sure the Enabled radio button is selected.

    4. Enter the subject line: Offer has received an approval.

    5. Enter the text in the box in step 3, inserting tokens for the fields in bold and italics.

      To add a token, follow this process:

      1. Use the Insert Job Requisition Field button on the toolbar (to the right of the Source button) to display the list of available tokens.

      2. Find the appropriate token, select the radio button, and select OK.

    6. Select Save Changes to add the email template to the system.

  4. Be sure to save your work.

Task 2: Connect a Recruiting Email Template to a Candidate Status

Steps

  1. As the administrator, navigate to Admin CenterEdit Applicant Status Configuration.

    1. Logged in as the administrator, navigate to Admin CenterEdit Applicant Status Configuration.

    2. Under Take Action, select Edit.

  2. Open the New Applicant status within the status set for your requisition.

    1. Find the New Applicant status within the status set for your requisition. Under the Take Action column, select Edit.

    2. Scroll down the page to find the External Candidate area.

  3. Associate the Thank you for applying template to the appropriate person or role.

    1. From the dropdown list, select the Thank you for applying template to the External Candidate.

    2. From the dropdown list, select the Thank you for applying template to the Internal Candidate.

  4. Save changes.

    1. Save changes and log out as the administrator or recruiter.

  5. Log in as an internal or external user and apply to an open position.

  6. Review the email as the candidate to verify the content.

    1. Check your email inbox for the Thank you for applying email you created above.

    2. Review the email as the candidate to verify the content.

    3. Ensure the tokens were populated with the appropriate information.

Task 3: Connect a Recruiting Email Template to an Email Trigger

Steps

  1. Log in as the administrator and navigate to Admin CenterManaging RecruitingRecruiting Email Triggers.

  2. Enable the Offer Received An Approvaltrigger.

    1. Scroll down the page to find the Offer Received An Approval trigger.

    2. Select the name of the trigger to display the details on the right side of the screen.

    3. Select the Enable checkbox to activate the options.

  3. Associate the Offer has received an approval template.

    1. From the Email Template dropdown box, select the Offer has received an approval template.

  4. Select the Recruiter role on the requisition as the specified recipient.

    1. Under the Recipients area, select the Select Recipients link and choose By role on requisition. From the dropdown menu, select Recruiter as the specified recipient.

  5. Save changes.

  6. Notice the additional tokens supported in the Tips section. Copy the tokens for previous and current approver.

  7. Navigate back to Recruiting Email Templates and add specifics about these approvers to your template.

    1. Navigate back to Admin CenterManaging RecruitingRecruiting Email Templates.

    2. Edit the Offer has received an approval template by selecting Edit under Take Action.

    3. Add specifics about the previous and current approvers from the step above.

    4. Save the changes.

  8. To test, initiate and approve an offer for a candidate.

    1. Proxy in as the recruiter and navigate to Recruiting.

    2. Find a requisition with candidates.

    3. Find a candidate in an Offer status (or move a candidate into an offer status) and follow the steps outlined in the exercise in Module 4, Approve an Offer, and Send the Offer Letter, to initiate an offer.

    4. Approve the offer details as two or more users to initiate the email specified above.

  9. Once received, review the email to verify the content.

    1. Check your email inbox to find the email.

    2. Once received, review the email to verify the content.

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

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