Email templates are standard texts filled with merge fields (e.g. candidate name, job title, recruiter), which can be used to communicate with candidates and contacts when taking steps in the workflow or when you want to have a update from a candidate.
The application has the possibility to add translations to the email templates. Automatically, the application will use the right translation depending on the language of the recipient. Furthermore, it is possible to add attachments and styling to email templates. These email templates can be created and adjusted at any time. The following steps will explain how to do this.
Create a new email template
- Go to the tab "Connexys Resource Manager Setup" that can be found under the plus (+) at the top of your dashboard.
- On this tab, the basic setup includes a component "Email templates". Click on it.
- At the top-left, click the button "New Email template".
- The following screen is given:
When a new email template is being created, it is possible to choose from four (4) email template types. Every template has its own purpose and specific fields that need to be filled. The four template types are:
A fifth type of email template is the system email. This email template type can only be created by Connexys. A number of system emails is automatically created when the application is installed. It is possible to adjust these system email templates by clicking "edit" in the list of email templates (shown after step 2 above), but no new ones can be created. Next to that, these system emails can't be removed from the list of email templates.
Workflow step email
So-called workflow step emails provide the possibility of having a standard text available after taking a step with a candidate in the application. The use of merge fields in these email templates will result in making the email more personal. Furthermore, workflow step emails can also be used for communication to other contacts.
To set up a workflow step email
- Follow steps 1-4 from the initial explanation of "how to create a new email template?" at the top of this help page.
- When you see the screen as shown in step 4 of "how to create a new email template?", make sure "Email template type" is on: Workflow step email.
- Decide for which workflow step you want to make an email template and select it in the field "Step". The drop-down list will provide options for all the workflow steps of your workflow(s), sorted alphabetically.
- Choose whether you want to use this email template for communication with candidates, internal contacts or suppliers and select the right option in the field "Recipient".
- Give the email template a "Name".
- Once these steps have been taken, it is time to start writing the standard text. First, provide a "Subject" for the email template. This is the text the recipient of the mail will see as subject of the mail.
- After that, enter the standard text for the email template in the field "Message". To make the text personal, merge fields like candidate name, position name, interview date and many more can be added. These merge fields can be found under the button "Insert merge field".
- Click "Save".
Tip! Make sure to check whether your signature is already given in the footer, before adding it in the field "Message". After saving the email template, the overview with header and footer will be shown.
To give an idea of how a workflow step email template could look like, the following image shows an invitation for a job interview.
Optional 1: Translation
To reduce the number of email templates, it is possible to add a translation to each email template. In order to create the translated email template, click "Add translation". A new text field will pop-up next to the existing template. Select the "Language" in which the translation has to be added and follow steps 6 to 8 over again.
Note: a translation can only be added after the initial email template is saved.
Optional 2: Attachments
Some organisation might want to add the route to their office or a declaration form for travel costs to the email when they invite a candidate for a job interview. In order to make this possible, attachments can be added at the bottom of the email template. Click "Add attachments" and select the file you want to add from your documents. If you click the button "Upload", after selecting a document, the document will be attached to the email template.
Confirm job application
After a candidate decides to submit an application, the candidate is probably curious whether the application is received in good order. The solution is to set up an email template for the confirmation of a job application. By the use of a standard text with merge fields (e.g. name and job title), every candidate can immediately receive an automatically sent confirmation.
To setup a confirm job application
- Follow steps 1-4 from the initial explanation of "how to create a new email template?" at the top of this help page.
- When you see the screen as shown in step 4 of "how to create a new email template?", make sure "Email template type" is on: Confirm job application. The fields "Available for step" and "Recipient" will disappear from the screen.
- Provide a "Name" for the email template.
- Once these steps have been taken, it is time to start writing the standard text. First, provide a "Subject" for the email template. This is the text the candidate will see as subject of the mail.
- After that, enter the standard text for the email template in the field "Message". To make the text personal, merge fields like candidate name, job application name and many more can be added. These merge fields can be found under the button "Insert merge field".
- "Save" the email template.
Tip! Make sure to check whether your signature is already given in the footer, before adding it in the field "Message". After saving the email template, the overview with header and footer will be shown.
Optional 1: Translation
To reduce the number of email templates, it is possible to add a translation to each email template. In order to create the translated email template, click "Add translation". A new text field will pop-up next to the existing template. Select the "Language" in which the translation has to be added and follow steps 4 to 6 over again.
Note: a translation can only be added after the initial email template is saved.
Optional 2: Attachments
Some organisation might want to add a company description flyer or an explanation of the recruitment process to a confirmation. In order to make this possible, attachments can be added at the bottom of the email template. Click "Add attachments" and select the file you want to add from your documents. If you click the button "Upload", after selecting a document, the document will be attached to the email template.
Confirm job alert registration
The candidate can be given the opportunity to register for a job alert. When the candidate decides to register for a job alert, this candidate will receive new vacancies of the organisation in his/her mailbox when they arise. It also provides an advantage for the organisation, since it provides the opportunity to easily notify potential employees.
If a potential candidate has subscribed for the job alert, this email template can make sure that he/she automatically receives a confirmation of the subscription.
To setup a confirm job alert registration
- Follow steps 1-4 from the initial explanation of "how to create a new email template?" at the top of this help page.
- When you see the screen as shown in step 4 of "how to create a new email template?", make sure "Email template type" is on: Confirm job application. The fields "Available for step" and "Recipient" will disappear from the screen.
- Give a "Name" to the email template.
- Once these steps have been taken, it is time to start writing the standard text. First, provide a "Subject" for the email template. This is the text the candidate will see as subject of the mail.
- After that, enter the standard text for the email template in the field "Message". To make the text personal, merge fields like name, creation date and many more can be added. These merge fields can be found under the button "Insert merge field".
- Click "Save".
Tip! Make sure to check whether your signature is already given in the footer, before adding it in the field "Message". After saving the email template, the overview with header and footer will be shown.
Optional 1: Translation
To reduce the number of email templates, it is possible to add a translation to each email template. In order to create the translated email template, click "Add translation". A new text field will pop-up next to the existing template. Select the "Language" in which the translation has to be added and follow steps 4 to 6 over again.
Note: a translation can only be added after the initial email template is saved.
Optional 2: Attachments
Some organisation might want to add a company description to the confirmation. In order to make this possible, attachments can be added at the bottom of the email template. Click "Add attachments" and select the file you want to add from your documents. If you click the button "Upload", after selecting a document, the document will be attached to the email template.
System email
Next to the specific steps in the workflow, the application provides more opportunities for contact with candidates, suppliers and managers. These opportunities are automatically created after installing the application and creation of new system email templates can only be done by Connexys. The application does provide the possibility to edit the subject or the text in the system email templates, but these templates can't be deleted.
System emails are used in case the application sends the email for you (no user-action is required for sending the email).
The following system emails are automatically created:
- Group mail a friend email
- Interview cancellation email to candidate
- Interview cancellation email to contact
- Interview cancellation email to supplier
- Job alert activation email
- Job alert email
- Job closed notification to supplier
- Looking for candidate email to suppliers
- Mail a friend email
- Mail an event email
Other configurations
The major part of the Email templates types will only be seen in the configuration of these templates. The application will use them to send notifications to contacts after a specific step. For example, no user will have to use the "confirm job application"-mail, since it is used "under water" by the application when a candidate applies for a job. From the earlier mentioned email template types, only the "workflow step emails" will show up during the recruitment process.
Update Request
An Update Request can be done by clicking the button "Request update from candidate" in the candidate file (for sending the request to one candidate) or "Request update from candidates" in the candidate overview (if multiple candidates need to receive a request). After clicking the button, it is possible to send an email to the candidate in which a link to a form is included. This form provides the candidate the opportunity to update the fields that are shown on it. The email that will be send to the candidates can also be configured under "Email templates". Another setting that needs to be configured is shown in the following screen:
The field that needs to be filled is:
- Number of days link is valid: The email that is sent to the candidate, includes a link to the update form. This link is only valid for a certain time period. Specify the number of days that the link should be accessible for the candidate by the number in this setting.
Setup alternate styling for your organization's emails
Note: if you want to make words or sentences in an email cursive use the start tag <i> and end tag </i>, for bolt <b> and </b>, in edit mode.
1. Navigate to Connexys Resource Manager Setup
2. In the Basic setup section, click Application settings
3. On the left-hand side of the screen, select Email message
HTML signature
This field has influence on the emails that are sent after a user does an action in the application (so not for automatically sent emails). It controls the layout of the email section below the text that is written. Usually it is used to include a signature in this field or add a footer with contact details of the organisation. The field has to be filled in HTML in order to achieve a result.
HTML signature (from the site)
This field is used for emails that are sent without any user-action. For example, job application confirmation or job alert activation. As explained in "HTML signature", the most common option is to add a signature in this field. That signature might be personalized to a user by the use of merge-fields like {!user.signature}. In the case of automatically sent emails, there is no user involved. Therefore, it might be better to put the name of the organisation in the signature, instead of a user.
HTML header
Fill in the desired styling
For example:
Another possible option is to include a header above each email. This header could include the organisation logo. As already mentioned for the two other fields, this field also needs to be filled in HTML code in order to work properly.
More information on steps and job applications will be given in the article on job applications.