Sending an ad hoc email

You can send an email to the candidate or resource from the Details menu using a pre-configured email template. You can edit the body of the message and other fields in the correspondence. Ad hoc emails are used to communicate information regarding specific task, for example to send a reminder that the task is overdue.

HR administrators, managers, and recruiters can delay ad hoc emails for hours. They can update the Delay Email By Hours for correspondence in Created status.

See Updating a correspondence.

If you have permission to create new email templates, then you can create a new template. Use the template to send an email to the candidate or resource.

When you select a template, the fields in the Edit Email Details section of the menu are populated from the template. For example, the body of the email is populated with text from the template. If the template has been configured with a salutation, then the email is populated with the salutation. The salutation can include the candidate's or resource's name.

Note: If the correspondence is initiated from a transition program record, then you can select a task. If the correspondence is initiated from a transition program task record, then the task field is populated based on the initiating record. You can select a template that has task level variables included on the template and not select a task. If no task is selected, then the task level variables are blank in the template.

Correspondences are displayed on the Correspondence tab of the candidate's or resource's task details.

This table shows the statuses of a correspondence:

Correspondence status Definition
Sent A correspondence that is sent to the resource or candidate.
Created A correspondence email that is saved in the system but has not been sent.
  1. From the dashboard, select a transition program.
    Optionally, select a transition program on Transition Programs.
  2. Click All, then double-click the name of the candidate or resource.
  3. Click Correspondence.
  4. Click Create Email.
  5. Specify this information:
    Email Template
    Select a template. If you have permission to add a template, then you can select Actions > Create to create a new template. For information about creating email templates, see the Infor Transition Management Configuration Guide. If you create a template, then you must select it from the list in this field.
    Delay Email
    Select this check box to delay the ad hoc email that is sent to a resource or candidate.
    Delay Email By Hours
    Specify the number of hours before the email is sent to a resource or candidate.
    Before Delay Email By Hours is displayed, you must select the Delay Email check box.
    Task
    If the correspondence is initiated from a transition program record, then select a task to associate with the email. If you have permission to add a task, then you can select Actions > Create to create a new task. For information about creating tasks, see the Infor Transition Management Configuration Guide. If you create a task, then you must select it from the list in this field.
  6. You can edit any of the fields in the Edit Email Details section of the form. Edits apply only to the email and are not saved to the template.
  7. To add an attachment to the email, click one of the attachment fields, select a file, and click Open.
  8. To save the email to the system, click Save.
  9. To send the email, click Send.