Defining email templates

To define an email template, follow these steps:

Select Administrator > Talent Acquisition > Template Setup > Email Templates.
Click Create.
Specify this information:
Effective Date

Specify the date that the email template is available.

Active

The template is active by default. To make the template inactive, clear this check box. Inactive templates are not displayed on select lists.

Recruiting Email Template

Specify the template name. Make it meaningful to help recruiters or hiring managers in their selection of email template.

Template Type

Specify the template type that is to be used. The default provides access to all email variables in Talent Acquisition.
Specify Link To Candidate Job Board to define a template that can be used when a recruiter adds a candidate in the system and sends an email to the candidate with instructions to sign in to the system and either download a resume or specify a profile. The email automatically generates a log-on and a link to the job board that you select on this form. The log-on provides the candidate access to the job listing page.
Specify Link To Candidate Profile to define a template that can be used when a recruiter adds a candidate in the system and sends an email to the candidate with instructions to sign in to the system and either download a resume or specify a profile. The email automatically generates a log-on and a link to the job board that you select on this form. The log-on provides the candidate access to the candidate's profile.
Note: The variables that can be used in a Link To Candidate Job Board or Link To Candidate Profile email template are a small subset of the variables accessible for a Default email template. The variables also include {Link}, which you should position where you want the link to the job board or profile to be displayed in the body of the email.

Category

Specify the category to which the template belongs. Categories are used to organize the template library.

Image URL

If you want to provide an image in the body of your email, then specify an internet address that points to the image. For example, a logo.
You must also insert the {Image} variable in the body of the email for it to be displayed.

Description

Specify a description for the email template.

Preferred Email Language

If your organization uses Dynamic Embedded Translation (DET), then you can select the language to be used for recipients. If you do not select a preferred language, then the company base language is used.

Delay Email

This field displays when you enable delayed email notifications on the Features tab of the Organization Configuration screen. Specify the number of hours for delaying the email notification.

Delay Email By (hours)

Specify the number of hours to delay the email.

To

Specify the variable or variables representing the person or persons to whom the email is sent.
To specify a variable, press crtl-right-click within the field, then click Variables to show the variables that you can select. The variable that you select is shown within curly braces. For example, {HiringManager}. Separate multiple variables with commas.

CC, BCC

Specify the variable or variables representing the person or persons to whom the email is copied.
To specify a variable, press crtl-right-click within the field, then click Variables to show the variables that you can select. The variable that you select is shown within curly braces. For example, {HiringManager}. Separate multiple variables with commas. The variable that you select is shown within curly braces. For example, {HiringManager}. Separate multiple variables with commas.

From

Specify the variable representing the email address of the person sending the email.
To specify a variable, press crtl-right-click within the field, then click Variables to show the variables that you can select. The variable that you select is shown within curly braces. For example, {HiringManager}. Separate multiple variables with commas. The variable that you select is shown within curly braces. For example, {Recruiter}.

Subject
Specify the subject of the email. Use a variable for any text to be substituted.
To specify a variable, type crtl-right-click within the field, click Variables to show the variables that you can select. The variable that you select is shown within curly braces. For example, {HiringManager}. Separate multiple variables with commas.
For example:
```
Thank you for your interest in 
{OrganizationName}
```
Body
Specify the text of the email. Use variable text for any text that you want substituted.
To select variable text, click the {A} icon on the Body toolbar to show the variables that you can select. Use the Multiple Interview Details system-defined variable to incorporate more than one interview into the email template. The variables that you select are shown within curly braces.
For example:
```
{Image}
Thank you for your recent expression of 
interest in the {PositionTitle} 
position in our organization.
```
Multiple Interview Details

The {MultipleInterviewDetails} system-defined variable can be added to the email template body. This is useful if you are sending an email to a hiring manager where there are more than one interview date and time that you want to include in the email.
Specify multiple interviews in the Multiple Interview Details rich-text editor. Select variables for Interview, Type, Interview Date, and Interview Time when specifying multiple interviews.

Job Board

If you selected Link To Candidate Job Board or Link To Candidate Profile, then select the job board that you want the candidate to access when receiving an email based on the template.
You must also insert a {link} variable in the body of the email in the position to link to the job board to be displayed.

Attachment

You can attach up to five documents to the template. These documents are attached to any automatic or manual email that uses the template. If a recruiter uses the template for a manual email, then the recruiter can add more attachments or remove the template attachments.
Click Save.