Using Standard Email Notifications

Objectives

After completing this lesson, you will be able to:

  • Use notifications

Standard Email Notification Templates

To access the standard notifications, navigate to Admin CenterCompany SettingsEmail Notification Template Settings.

Recruiting-Specific Standard Notification Templates

In the Admin Center, there are recruiting-specific notification templates of the following types:

  • Notifications that are shared with other modules

    For example, Routing Notification.

  • Notifications that are predefined for Recruiting

    For example, Candidate Alerts.

  • Notifications that are always enabled

    For example, Administrator notifications for import and exports.

Note
Some notifications can be enabled or disabled, while others are always enabled. Most of these notifications have standard tokens that can be used only with the notifications they are intended to support. The originally defined tokens are likely the only tokens supported for the particular notification. These can be found in the configuration workbook.

System Automated Email Notification

Utilize the following tables as a reference to the Recruiting email templates found in Company Settings:

Recruiting Email Templates in Company Settings

NotificationDescriptionCan be disabledShared with other units
Document Routing NotificationDocument routing notification will be sent to a user when a form instance is available in their inbox. Used during the requisition approval process.YesPM
Document Completed NotificationDocument completed notification will be sent when the document is completed. Used when a requisition has been approved.YesPM
Document Due NotificationDocument due notification will be sent to a user when the documents in their inbox is approaching the due day. Coincides with the Form Template "Default Due Notification Date (in days)" setting.YesPM
Document Late NotificationDocument late notification will be sent to a user when the documents in their inbox are already late for completion. Coincides with the Form Template "Default Late Notification Date (in days)" setting.YesPM
New Recruiting Operator NotificationWill be sent to select recruiting operators when a job requisition is reassigned or when a requisition goes to approved state.YesNone
Recruiting Interviewer NotificationNotifies individual when they have been assigned as an interviewer.YesNone
Recruiting Manual Candidate NotificationSent to candidates who are created manually to notify them of their account details. Candidate may have submitted their resumé to an employee or recruiter at a company event, may have been submitted by an external recruiter, and so on.YesNone
Recruiting Imminent Candidate Purge NotificationEmailed to candidates to notify them that their profile is about to be purged on the date provided.YesNone
Recruiting AgencyEmailed to agency user to inform that new job was posted with the agency.YesNo
Recruiting Event Interviewer NotificationThis message is sent to employees to notify them of a recruiting event group interview assignment.NoNo
Share Candidate SearchEmail to selected persons with whom you want to share candidate searchYesNo
External to Internal Candidate Profile Conversion Success NotificationExternal to Internal Candidate Profile Conversion Success NotificationYesNo
Internal to External Candidate Profile Conversion Success NotificationInternal to External Candidate Profile Conversion Success NotificationYesNo

Standard Notification Templates

Use check boxes to turn email notifications on and off.

List of Standard Email Notifications

  • Email notifications with a check next to them will be sent to users when the related action occurs.

  • Checkboxes which are grayed out are always enabled and cannot be turned off, but the text can still be customized.

Template Update

Editing notifications is a customer administration activity. The consultant’s job is to teach and show them how to manage and own this task.

Update Standard Email Notification

To update notifications, complete the following process:

  1. Click the name of the notification you want to modify.

  2. Modify the text of the email subject and body.

  3. Add tokens, if desired.

    • Most notifications have standard tokens that can be used only with the notifications they are intended to support (see Confluence for a list).

  4. Add additional recipients, if desired.

    • This can be done by clicking the Customize Settings for Form Templates link.

  5. Enable languages, if language packs are purchased (usually English is defined first).

  6. Save changes.

Enable and Customize Standard Emails

Business Example

Standard email notifications help to alert parties involved in the recruiting process of recruiting-related events and actions to take. In this exercise, you will turn on and customize standard emails.

Task 1: Update Document Routing Notification

Steps

  1. Log in as the administrator and navigate to Admin CenterEmail Notification Template Settings.

  2. Ensure that the Document Routing Notification is enabled.

    1. See the list of standard email templates available as part of the platform.

    2. Find the Document Routing Notification and ensure it is enabled.

      If it is not, enable it by selecting the checkbox and scrolling down the page to save the updates.

  3. Click on the template name to display the details on the right side of the screen.

    Edit the Document Routing Notification with the following changes:

    1. Click Specify Different Template for Each Form.

    2. To specify different text for the email sent when the requisition is routed, choose your job requisition from the dropdown list and click the Switch to button.

    3. Body Text: Change the first sentence to:

      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 change by selecting Save.

Task 2: Update New Recruiting Operator Notification

Steps

  1. Ensure that the New Recruiting Operator Notification is enabled.

    1. Scroll down the page and find the New Recruiting Operator Notification.

    2. Enable it by selecting the checkbox and saving the changes at the bottom of the screen.

  2. Click on the template name to display the details on the right side of the screen.

    Edit the New Recruiting Operator 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:

      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.

    4. Keep other text as-is and be sure to save all changes.

Task 3: Test the Notifications

Steps

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

    Note
    Ensure the employee data file has your email address for each user. If you need to update email address you can do that in Manage Users
    1. Proxy as your recruiter and navigate to Recruiting to test your updates above.

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

    1. Select Create New to create a new requisition.

    2. Select the job requisition template (if applicable) and enter the job title and route map operators. Select Next.

    3. Enter the required fields and send the requisition to the next route map step.

    4. Approve the job requisition.

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

    Note
    You may need to check your spam or junk mail folder if you do not see the email in your inbox.
    1. Check your email inbox to ensure that the routing notifications and the recruiting operator notifications came through as expected.

Configure and Send an Ad Hoc Email

Business Example

Recruiters and other involved parties can send on-the-fly emails to candidates. In this exercise, you will configure and send an ad hoc email.

Note
Before beginning this exercise, you have to complete the exercises, Enable and Customize Standard Emails, as well as Configure an Email Template.

Steps

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

  2. Create an ad hoc email template inviting the candidate for an interview using the following template. Use tokens for the fields in bold and italics below.

    Subject: Request for Interview

    Dear Candidate,

    We would like to schedule an interview with you. The details are as follows:

    Date:

    Time:

    Location:

    Contact:

    We look forward to meeting with you.

    Sincerely,

    Recruiter

    ACME Recruiting Department

    1. Select Create New Template.

    2. Enter the Template Name.

      (This can be the same as the subject line. Ensure that you enter a value that is easily identifiable.)

    3. Select the Enable radio button to enable the template so that it can be used.

    4. Enter the information provided in the box in step 2. Include the subject line Request for Interview as indicated.

    5. Use tokens for the fields in bold and italics.

      To add a token, use the Insert Job Requisition Field button on the toolbar (to the right of the Source button) to display the list of available tokens. Find the appropriate token, select the radio button, and choose OK.

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

  3. Log in as your recruiter and navigate to a candidate in the interview status (or move a candidate to the interview status).

    1. Proxy as the recruiter and go to Recruiting.

  4. From the Candidate Summary (consolidated or individual view), send the ad hoc email created earlier to the candidate.

    1. Find a requisition with candidates on it and navigate to the Candidate Workbench. Find a candidate in the Interview status (or move a candidate if not the Interview status).

    2. From the Action column, select a candidate and choose Email Candidate.

    3. From the Candidate details, choose the Email button at the top of the page.

  5. Choose the email template from the dropdown list (the email template created earlier) and populate the fields necessary. If no template is available, make sure that role has a right permissions in Manage Permission RolesRoleRecruiting Email Templates

  6. Click Next to preview the email and then Send.

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

Result

Note
Creating a template is very useful to avoid "re-inventing the wheel", but ad hoc emails can also be sent by following the same steps for sending but not using a template, just make up the text and send.

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