Defining email templates

Recruiting administrators can define an email template to use during specific stages in the application process. Recruiters can use existing email templates to send emails to candidates.

Recruiting administrators can select a variable text to use in these fields of the email template:

  • To
  • CC
  • BCC
  • From
  • Subject
  • Body

See Inserting variables into templates.

Using the {CandidateRegistrationLink} text variable, administrators and recruiters can accomplish these tasks:
  • Send emails to notify that job application from guest candidates are received
  • Use the URL that is generated to enable guest candidates to register and check their job applications statuses

The tasks are completed through automated and manual emails.

See Job application of guest candidates.

  1. Select Administrator > Talent Acquisition > Template Setup > Email Templates or Talent Acquisition > Administration > Templates > Emails.
  2. Click Create.
  3. Specify this information:
    Effective Date
    Specify the date that the email template is available.
    Active
    Select this check box to make the email template active.
    Clear this check box to make the email template inactive. Inactive templates are not displayed on select lists.
    Recruiting Email Template
    Specify the email template name to help recruiters or hiring managers in their selection of email template.
    Description
    Specify a description for the email template.
    Template Type
    Select the email template type to use.
    To access all email variables in Talent Acquisition, select Default.
    To define an email template with the candidate's access to the job listing page, select Link To Candidate Job Board. The sign-in credentials and a job board link that you select on this form are generated automatically in the email template. This email template type is used when a recruiter adds a candidate in the system. An email is sent to the candidate with instructions to sign in to the system. If this option is selected, you can download a resume or specify a profile.
    To define an email template with the candidate's access to their own profile, select Link To Candidate Profile. The sign-in credentials and a job board link that you select on this form are generated automatically in the email template. This email template type is used when a recruiter adds a candidate in the system. An email is sent to the candidate with instructions to sign in to the system. If this option is selected, you can download a resume or specify a profile.
    Note: The variables that you can use for Link To Candidate Job Board or Link To Candidate Profile email templates are a small subset of the variables, which are accessible for a Default email template. To show the job board or profile's link in the email's body, you must add the {Link} variable.
    Category
    Specify the category of the email template. Categories are used to organize the template library.
    Delay Email
    Select this check box to delay the notification of the email template.
    This check box is displayed if the administrator enables delayed email notifications for your organization.
    Delay Email By (hours)
    Specify the number of hours to delay the notification of the email template.
    If you select Delay Email, this check box is displayed.
    Image URL
    To add an image in the email template's body, specify the URL of the image.

    You must add the {Image} variable in the email template's body.

    Preferred Email Language
    If Dynamic Embedded Translation (DET) is enabled for your organization, then you can select the language to use for recipients.
    If you do not select a preferred language, then the company's base language is used.
    To
    Specify the one or more text variables to whom the email template is sent.
    You can select a variable text to use as the email template's receiver.
    For example, the variable text name is Hiring Manager and the variable text is {HiringManager}.
    To separate multiple variables, add commas. For example, {HiringManager},{Candidate}.
    CC, BCC
    Specify one or more text variables to whom the email template is copied.
    You can select a variable text to use as the email template's copied receiver.
    For example, the variable text name is Hiring Manager and the variable text is {HiringManager}.
    To separate multiple variables, add commas. For example, {HiringManager},{Recruiter}.
    From
    Specify one or more text variables to represent the email address of the email template's sender.
    You can select a variable text to use as the email template's sender.
    For example, the variable text name is Hiring Manager and the variable text is {HiringManager}.
    To separate multiple variables, add commas. For example, {HiringManager},{Recruiter}.
    Subject
    Specify the subject of the email template.
    You can select a variable text to use as the email template's subject.
    For example, the variable text name is Organization Name and the variable text is {OrganizationName}:
    Thank you for your interest in 
{OrganizationName}
    Body
    Specify the text of the email.
    You can select the variable text to use in the email template's body.
    For example, the variable text name is Organization Name and the variable text is {OrganizationName}:
    {Image}
Thank you for your recent expression of 
interest in the {PositionTitle} 
position in {OrganizationName}.
    To generate a URL for the Candidate Registration screen in organizations with External Entity, add the {CandidateRegistrationLink} variable in the email template's body.
    Review eligibility groups for use of external candidates. You must update the condition of an eligibility group for external candidates with (Candidate.Type.External) condition.
    See Custom groups.
    A new role of GuestCandidate_ST is delivered in the system. A guest is a subset of an external candidate and current automations may not validate for guests who are unregistered candidate.
    See Job application of guest candidates.
    To determine if an automation setup is applicable to external guest candidates, you must review any automation setup with an eligibility group for external candidates.
    See Routing candidates to specific workflow steps with eligibility groups and Assigning automated actions to workflow steps.
    Job Board
    If you select the email template type to Link To Candidate Job Board or Link To Candidate Profile, then select the job board that the candidate can access after receiving the email.
    To link the job board, you must add a {Link} variable in the email template's body.
    Multiple Interview Details
    Specify one or more system-defined variables to add in the email template's body.
    For example, you specify more than one interview date and time in the email template that is sent to a hiring manager
    You can select one or more Interview, Type, Interview Date, and Interview Time variables.
  4. In the Attachments section, specify this information:
    Resume
    Select this check box if the document to attach in the email template is a candidate's resume.
    Offer Letter
    Select this check box if the document to attach in the email template is a candidate's offer letter.
    Document Template For Applications
    Select the document template to use for the attachment in the email template.
    Attachments
    Click the folder icon and select documents to attach in the email template.
    You can attach up to five documents in the email template. These documents are attached to any automatic or manual email, which the email template is used. If a recruiter uses the template for a manual email, then the recruiter can add more or remove the template attachments.
  5. Click Save.