Text messaging for job applications

Recruiter administrators must enable the text messaging for job applications so that recruiters can perform these tasks:
  • View, reply, and automate text messages to candidates in the applicant tracking system
  • Send ad hoc text messages
  • Send and delay mass text messages to multiple candidates
  • Send and delay mass opt-in text messages to multiple candidates
  • Automate text messages to candidates through hiring workflow steps

See Configuring Talent Acquisition organization parameters.

The Send Text action is available in the workflow. Text messaging for job applications is limited to the United States and Canada through Twilio.

Candidates can enable and disable receiving text messages from recruiters on a mobile device. They can reply START or STOP when they receive the text message.

Candidates can opt in and opt out of text messaging for job applications from their profile in Candidate Experience.

Administrators can purge all text messages and view all purge records that are related to a job application.

See "Purging job applications" and "Viewing the purge logs" in the Infor HR Talent Setup and Administration Guide.

Configure the Twilio messaging service

Before recruiter administrators enable text messaging for job applications, the administrator must configure the Twilio account to integrate with Talent Acquisition.

The Twilio integration is delivered after the product update of HR Talent. After you configure the Twilio messaging service, the Twilio text messaging integration is in healthy status.

If you do not specify the Twilio account SID and message service SID, then the Twilio text messaging is in inactive status.

  1. Select System Administration > Integrations > Integration Maintenance.
  2. In the Primary pane, click Dashboard.
  3. Open the Twilio integration:
    1. Click Search.
    2. Select Twilio Text Messaging in the Integration field.
    3. Click Search.
  4. Click Configure.
  5. On the Twilio section, specify the Twilio account SID.
  6. On the Twilio section, specify the Twilio message service SID.
  7. Click Save.

Reviewing the Twilio credentials

After the Twilio messaging is configured, you must review that these credentials are set up:
  • Twilio account SID
  • Twilio message service SID
  1. Select System Administration > Integrations > Integration Maintenance.
  2. In the Primary pane, click Interface Setup.
  3. Click Setup.
    The Twilio account SID and message service SID is displayed in the Twilio section.

Assigning the virtual number to a recruiter

To send text messages to candidates, you can assign a virtual number to a recruiter.

  1. Select Administration > Primary.
  2. In the Recruiters pane, select a recruiter.
  3. Click Open.
  4. Specify the effective date of the virtual number.
  5. In the Virtual Phone Number For Texting field, specify the country or jurisdiction telephone code and the recruiter's Twilio virtual number.
  6. Click Save.

Creating text message templates

You can use these text variables in text message templates:
  • OrganizationName
  • JobID
  • PositionTitle
  • ManagerTitle
  • HiringManagerFirstName
  • HiringManagerFullName
  • HiringManagerPreferredFirstName
  • HiringManagerPreferredFullName
  • HRContactName
  • HRContactTitle
  • RecruiterFirstName
  • RecruiterFullName
  • RecruiterPreferredFirstName
  • RecruiterPreferredFullName
  • RecruiterTitle
  • AlternateRecruiterFirstName
  • AlternateRecruiterFullName
  • AlternateRecruiterPreferredFirstName
  • AlternateRecruiterPreferredFullName
  • AlternateRecruiterTitle
  • CandidateFirstName
  • CandidateFullName
  • CandidatePreferredFirstName
  • CandidatePrefferredFullName
  • HRLocation
  • HRLocationAddress
  • CandidateDispositionReason
  • CandidateApplicationStatusMessage
  • OfferReviewTextLink
  • OfferReviewLink

Recruiter administrators and recruiters can send the ad hoc and mass text messages after a specified number of hours.

  1. Select Administration > Templates > Communications.
  2. To create a text message template for a new communication template, click Create.
  3. To create a text message template for an existing communication template, select the communication template and click Open.
  4. Select the Include Mobile Text Message check box.
  5. Click the Mobile Text Message arrow.
  6. Specify this information:
    To
    Specify {Candidate} to use the text variable for the internal and external candidate's mobile number.
    The source of the internal candidate's mobile number is from the candidate profile. The source of the external candidate's mobile number is from the associated employee contact detail.
    From
    Specify {Recruiter} to use the text variable for recruiter's virtual phone number.
    Message
    Provide the text message to send to the candidate.
    Optionally, you can add text variables to complete the text message to the candidates.
    Delay Text Message
    Optionally, select this check box to send the text message template after a specified number of hours.
    Before you select the Delay Text check box, you must enable delayed text notification for the organization.

    See Configuring Talent Acquisition organization parameters.

    Delay Text By (hours)
    Specify the number of hours to send the text message template.
    If you select the Delay Text Message check box, the Delay Text By (hours) field is displayed.
    The values in this field overwrite the value in the Delay Text By (hours) field of the Send Text action, the Send Mass Text action, and the automated text message template in a hiring workflow step.
  7. Click Save.

Updating text message templates

You can update the existing templates for text messages to customize the messages that are sent to candidates.

  1. Select Administration > Templates > Communications.
  2. Right-click an existing text message template and select Update.
  3. Select the Include Mobile Text Message check box.
  4. Click the Mobile Text Message arrow.
  5. Update the To, From, and Message fields.
  6. Optionally, select the Delay Text check box.
    If you select the Delay Text Message check box, the Delay Text By (hours) field is displayed. Specify the number of hours to send the text message template in the Delay Text By (hours) field.
  7. Click Save.

Sending ad hoc text messages to a candidate from the requisitions menu

Recruiters can send ad hoc text messages to candidates who enable text messages for job applications from these menus in Talent Acquisition:
  • Requisitions
  • Candidates
  1. From the Requisitions menu, select a requisition and click the All tab.
    Alternatively, select Requisitions > All when the Redesigned Talent Acquisition Lists feature toggle is enabled.

    See Enhanced requisition list.

  2. Select the candidate.
    Alternatively, click the number of applications in the All applications column, and select the candidate when the Redesigned Talent Acquisition Lists feature toggle is enabled.
  3. Select ... > Send Text.
  4. Specify this information:
    To
    Specify the internal and external candidate's mobile number.
    From
    Specify the text variable for recruiter's virtual phone number.
    Text message
    Provide the text message to send to the candidate.
  5. Optionally, select a text message template to use to send a text message to the candidate.
    If you select a text message template, these fields are automatically specified:
    • From
    • To
    • Text message
  6. Click Send.

Sending ad hoc text messages to a candidate from the candidate menu

  1. Select Candidates > All.
  2. Specify the candidate details.
  3. Click Search.
  4. Select the candidate from the Candidates list.
  5. Select ... > Send Text.
  6. Select the text message template to use.
    The text variables that are associated with the text template are displayed in the Text Message field.
  7. Optionally, add text variables to complete the text message.
  8. To send the ad hoc text message after a specified number of hours, select the Delay Text check box.
    Before you select the Delay Text check box, you must enable delayed text notification for the organization.

    See Configuring Talent Acquisition organization parameters.

    If you select the Delay Text check box, specify the number of hours to delay the ad hoc text messages.
  9. Specify the number of hours in the Delay Text By (hours) field.
    If you select the Delay Text check box, the number of hours in the text message template overwrites the value in the Delay Text By (hours) field.
  10. Click Full Correspondence History to view the text message logs for a candidate.
  11. Select the Request Offer Review check box to provide the candidates with a link to complete the Offer Review process for their job application.
  12. Click Submit.

Sending mass text messages to a candidate

Recruiters can send mass text messages to multiple candidates immediately or schedule the messages that are sent after a specified number of hours.

If you select the Delay Text Message check box when you create a text message template, the number of hours in the text message template overwrites the value in the Delay Text By (hours) field of the Send Mass Text action.

  1. From the Requisitions menu, select a requisition and click the All tab.
    Alternatively, select Requisitions > All when the Redesigned Talent Acquisition Lists feature toggle is enabled.

    See Enhanced requisition list.

  2. Select the candidate.
    Alternatively, click the number of applications in the All applications column, and select the candidate when the Redesigned Talent Acquisition Lists feature toggle is enabled.
  3. Select ... > Send Mass Text.
  4. Select the text message template and eligibility group to use in the mass text messages.
  5. To send the mass text messages after a specified number of hours, select the Delay Text check box .
    Before you select the Delay Text check box, you must enable the delayed text notification for the organization.

    See Configuring Talent Acquisition organization parameters.

    If you select the Delay Text check box, you must specify the number of hours to delay the mass text messages.

  6. Specify the number of hours in the Delay Text By (hours) field.
    If you select the Delay Text check box, the number of hours in the text message template overwrites the value in the Delay Text By (hours) field.
  7. Click Full Correspondence History to view the text message logs for a candidate.
  8. Select the Request Offer Review check box to provide the candidate with a link to complete the Offer Review process for the job application.
    The candidate receives the job offer link in a text message as Review Offer: {OfferReviewTextLink}.
  9. Click Submit.

Sending mass opt-in text messages to multiple candidates

Recruiters can send a mass invitation to ask candidates whether they want to receive text messages about their job applications.

These candidates can receive the mass invitation:
  • Candidates who have a mobile number specified in their profile
  • Candidates who are yet to opt-in or opt-out with text messaging

To receive text messages about their job applications, candidates must reply YES.

  1. Select Candidates > ... > Send Mass Opt In Text.
  2. Select the eligibility group of the candidates.
  3. Optionally, select the Only Active Job Applications check box to send the mass invitation to candidates with active job application from the eligibility group that you select.
  4. Optionally, select the Exclude Candidates flagged as Do Not Hire check box to exclude candidates that must not be hired in the organization.
  5. Click Submit.

Viewing and replying the text messages for the candidate

Recruiters can view the status and time of the text messages that are sent to the candidate.

These statuses are displayed in the Text list:
  • Delivered: The outgoing text message has no error and is sent in Twilio
  • Undelivered: The outgoing text message is not sent successfully due to error
  • Sent: The outgoing text message is sent to the candidate
  • Queued: The outgoing text message is received in Twilio
  • Received: The incoming text message is received in Twilio
  1. From the Requisitions menu, select a requisition and click the All tab.
    Alternatively, select Requisitions > All when the Redesigned Talent Acquisition Lists feature toggle is enabled.

    See Enhanced requisition list.

  2. Double-click the candidate.
    Alternatively, double-click the requisition when the Redesigned Talent Acquisition Lists feature toggle is enabled.
  3. Select Hiring Process > Correspondence.
    Alternatively, select Requisition Details > Correspondence when the Redesigned Talent Acquisition Lists feature toggle is enabled.

    See Enhanced requisition list.

  4. To view the text messages for the candidate in the system, click Text.
  5. To reply to the text message, select the text message and click Reply To Text.
  6. Specify this information:
    To
    Specify the internal and external candidate's mobile number.
    From
    Specify the text variable for recruiter's virtual phone number.
    Text message
    Provide the text message to send to the candidate.
  7. Optionally, select a text message template to use to send a text message to the candidate.
    If you select a text message template, these fields are automatically specified:
    • From
    • To
    • Text message
  8. Click Send.

Viewing the alerts and notifications for candidate-related text messages

After you configure alerts and notifications for candidate-related text messages, recruiter administrators and recruiters can view the text messages in the Notifications Center.

Alerts and notifications for candidate-related text messages are displayed as New text message from <CandidateName>.

The candidate-related text messages are filtered based on whether candidates opt in or opt out of text messaging for their job applications.

  1. Select Notifications.
  2. To open the candidate's correspondence view, click the notification.

Automating text messages for job applications in application process forms

Recruiter administrators can automate text messages of job applications to the candidates from a customized form for application processes.

Before candidates receive text messages, they must enable text messages for their job application.

  1. Select Administration > Recruiting Setup.
  2. In the Application pane, click Application Processes.
  3. Select an existing application process form and click Open.
  4. Click Automations.
  5. To create a new automated action, click Create.
    To automate an existing hiring workflow step, select an automated action and click Open.
  6. Specify this information:
    Run Upon
    Select Application Started to start the job application .
    Run Order
    Specify the order of the automated action in the sequence of other automations.
    Text Template
    Specify the text message template to use.
    The text template is required.
    Eligiibility Group
    Specify the group of candidates for which the automation is limited.
    If no group is specified, then the automation is performed for all candidates who are exposed to the step.
  7. Click Save.

Automating text messages for job applications in hiring workflow steps

Recruiters can automate text messages to candidates when a candidate job application moves to a specific hiring workflow step.

Before candidates receive text messages, they must enable text messages for their job application.

Before recruiter administrators and recruiters can set up delayed text notifications for automated text messages, ensure that these tasks are completed:
  • Enable text messaging for Talent Acquisition and delayed text notifications.

    See Configuring Talent Acquisition organization parameters.

  • Load the delivered content for the Send Text action through the ATSWorkflowAction business class.

    See "Loading delivered content" in the Infor HR Talent Setup and Administration Guide.

  • Configure automated text messages in a hiring workflow step
  1. Select Administration > Recruiting Setup.
  2. In the Workflow pane, click Hiring.
  3. Double-click a hiring workflow.
  4. Click Workflow Steps.
  5. Select a workflow step and click Open.
  6. Click Automations.
  7. To create a new automated action, click Create.
    To automate an existing hiring workflow step, select an automated action and click Open.
  8. Specify this information:
    Workflow Action
    Select SENDTEXT.
    Run Order
    Specify the order of the automated action in the sequence of other automations.
    This field is applied to workflow steps with more than one automated action.
    Run Upon
    Select Entering Step to move the job application to a hiring workflow step with a Send Text action.
    Select Leaving Step to remove the job application to a hiring workflow step with a Send Text action.
    Eligibility Group
    Specify the group of candidates for which the automation is limited.
    If no group is specified, then the automation is performed for all candidates who are exposed to the step.
    Text Template
    Specify the text message template to use.
    Delay Text Message
    Optionally, select this check box to send the automated text message after a specified number of hours.
    Delay Text By (hours)
    Specify the number of hours to send the automated text message.
    If you select the Delay Text Message check box, the Delay Text By (hours) field is displayed.
    The number of hours in the text message template overwrites the value in the Delay Text By (hours) field of the automated text message in a hiring workflow step.
  9. Click Save.