Defining Email Templates

You can quickly set up email templates for your team by using the pre-defined email template library as a starting point. This offers formats for the most common scenarios such as candidate submittal, interview scheduling, requesting for updated resumes etc.

You can make changes in the subject/message body in these and quickly get started using the templates.

Apart from modifying existing templates you can also create a copy of any template and then customize the template copy as per your requirements.

Elements of an Email Template
An email template has the following key elements:

Addressed To
You can define templates for communicating with specific types of recipients as well as for a predefined set of purposes.

Purpose Sets & Purpose
You need to specify the Purpose Set & Purpose for each email template. This defines the recruitment scenarios in which the template will be available for use.

In Purpose Set you need to select the broad category of communication. The values available in this drop-down depend on the recipient type selected in the Addressed To field.

For e.g. in case you selected 'Clients' in the Addressed To drop-down here you can select 'Work on New Position, Forwarded Resumes and Feedback' to create a template for scenarios related to working on job requirement for a client such as forwarding resumes or requesting for feedback on forwarded resumes.

In the Purpose drop-down, select the specific purpose for which the template will be used. The values available in this drop-down depend on the value selected in the Purpose Set field.

For e.g. taking the scenario mentioned above in Purpose Set, you can select 'Forwarding Resumes for a position' to create a template for forwarding resumes to a client.

Available Purpose Sets & Purposes
A fixed set of Purpose Sets & Purpose values are available which correspond to the most common communication scenarios. Following is a list of these values available for the different recipient types:

1. Candidates (Addressed to Candidates):

Purpose Sets

1.a. New Job Position and Availability Check 

Purposes
i. Notification about an exciting New Position

ii. Checking Availability for an already notified new position

1.b. Interview Scheduling, Position Offer and Offer Acceptance

Purposes
i. Intimation regarding Scheduling of interview

ii. Reminder for a Scheduled Interview

iii. Notification regarding the Position Offer made

iv. Reminder regarding pending acceptance of the Position Offer

v. Congratulary and Thank You Mail on acceptance of Position Offer

1.c. Position Joining

Purposes

i.  Notification regarding the Joining Date and Requirements

ii. Reminder regarding the Joining for Position Offer made

1.d. Resume Updation and Receiving

Purposes

i. Request for Updated (current) Resume

ii. Thank you note for Resume Received

iii. Thank you note for Active Shortlisted Candidate

iv. Thank you note for Recent Job Change

v. Thank you note for Old Job Change or Not Working

1.e. Other

Purposes

i. Other: This is meant to be used for scenarios such as sending birthday greetings to candidates especially via the Automated Scheduled Mail or Manual Mass Mail options.

2. To Clients (Addressed to Clients) [Available in Placement Product]:

Purpose Sets

2.a. Work on New Position, Forwarded Resumes and Feedback

Purposes

i. Intimation about Starting of Work for a Position

ii. Forwarding Resumes for a Position

2.b. Interviews with Selected (shortlisted) Candidates

Purposes

i. Intimation regarding an Interview Scheduled for a Shortlisted Candidate (W'Flow Status based)

ii. Intimation regarding an Cancellation of an Interview Scheduled earlier (W'Flow Status based) 

iii. Intimation regarding an Confirmation of an Interview Scheduled earlier (W'Flow Status based)

iv. Intimation regarding an Reconfirmation of an Interview Scheduled earlier (W'Flow Status based)

2.c. Other

Purposes

i. Other: This is meant to be used for scenarios such as sending birthday greetings to clients especially via the Automated Scheduled Mail or Manual Mass Mail options.

3. To Vendors (Addressed to Vendors):

Purpose Sets

3.a. New Job Position, Selection (shortlisting) and Rejection of Resumes Received

Purposes

i. Notification of new Position to Start Work on

ii. List of Positions to Start Work on

iii. List of Shortlisted Candidate (from the Resume received earlier) (W'Flow Status based)

iv. List of Rejected Candidates (from the Resume received earlier) (W'Flow Status based)

3.b. Interview Scheduling, Report and Position Offers

Purposes

i. Request for Scheduling Interiviews for a Position being Worked Upon (W'Flow Status based)

ii. Report on Candidates who were Interviewed for a Position (W'Flow Status based)

iii. List of Candidates who cleared the Interview (W'Flow Status based)

iv. List of Candidates who failed in the Interview (W'Flow Status based)

v. Notification regarding Position Offer being made to a Candidate (W'Flow Status based)

vi. Requesting Confirmation from Candidate regarding Joining on the Offer made earlier (W'Flow Status based)

3.c. Other

Purposes

i. Other: This is meant to be used for scenarios such as sending birthday greetings to vendors especially via the Automated Scheduled Mail or Manual Mass Mail options.

4. To Contacts (Addressed to Contacts):

Purpose Sets

4.a. Other

Purposes

i. Other: This is meant to be used for scenarios such as sending birthday greetings to contact persons especially via the Automated Scheduled Mail or Manual Mass Mail options.

5. Other:

Purpose Sets

5.a. Other

Purposes

i. Other: You can use this for creating email templates for your own custom scenarios which may not fit into any of the previously described Purpose Sets/Purposes.

Content Options
Email templates allow dynamic generation of content using various options and parameters including:

• Auto-insertion of Client Candidate Tracker during candidate submittals
• Generation of candidate list with selected fields such as name, contact details, employment/education etc.
• Insertion of user-defined field values: values of user-defined fields for candidates, jobs etc.
• Include JD and other files: Auto-attach the Job Description file from a Job, files for a candidate during candidate submittals etc.

Object Types and Parameters
Talenture RS provides automatic parameter replacement of values related to the following objects:

1. Candidate.BasicFields
This provides parameters related to the basic fields stored for Candidates.
E.g.:

• Candidate Name
• Email Address
• Experience
• Qualifications
• DOB
• Candidate.FileNames (Formatted Resume): Inserts the file name of the candidate's formatted (MS Word, PDF etc.) resume file 
• Candidate.FileNames (Other Attached Files): Inserts names of related files of a candidate that have been added using the "Others" category.
• Candidate.CustomFields: Inserts values stored in User Defined Fields created for the Job object.

1. CandidateList
This inserts values related to lists of candidates that you may want to insert in the message body.
E.g.:

• CandidateList.BasicFields(Candidate Name): Inserts full name of each candidate in the list
• CandidateList.FileNames (Formatted Resume): Inserts the file name of the formatted (MS Word, PDF etc.) resume file for each candidate in the list.
• CandidateList.Size: Inserts count of candidates in the candidate list
• CandidateList.Index: Inserts sequence number for each candidate in the candidate list
• CandidateList.Start: Used to indicate the start of a list of candidates
• CandidateList.EndRepeat: Used to indicate the end of a list of candidates
• CandidateList.CompleteTracker: Includes a Candidate Tracker in the message for Candidate Submission to Clients. If the tracker format selected for the client is set as "HTML Message Body" the tracker is inserted in the message body; if the tracker format is set as "MS Excel" then the tracker in MS Excel format will be added as an attachment.

2. Requisition.BasicFields
This provides parameters related to the basic fields stored for Jobs.
E.g.:

• Job Title
• Client
• Client Requester Name
• Primary Skills
• Qualifications
• Deadline
• Requisition.FileNames (JD (Job Description)): Inserts file name of the Job Description (JD) file attached to a Job.
• Requisition.CustomFields: Inserts values stored in User Defined Fields created for the Job object.

3. Requisition Workflow Parameters
This provides parameters related to specific stages/statuses in the recruitment workflow.
E.g.:

• Requisition.Candidate.Candidate.WorkFlowParameter(InterviewFScheduled): Inserts the interview schedule values i.e. date, time etc. for a candidate. These values are specified when you move a candidate into InterviewFScheduled status using the Update Status option for a Job. This can be used in email templates for intimating interview schedule to candidates. 
  
  
• Requisition.Candidate.Candidate.WorkFlowParameter(JoiningDate): Inserts the Joining date for a candidate. This is the value specified when you mark the staus as Offer Accepted for a candidate using the Update Status option for a Job.
  
  
• Requisition.Candidate.Candidate.WorkFlowParameter(InvoiceAmount): Inserts the final invoice amount for a candidate who has been marked as Joined. This is the value automatically calculated by Talenture RS based on the Commission Rule specified for a Job.
  
  
• RequisitionCandidateWorkflowList.WorkFlowParameter(InterviewFScheduled): Inserts the interview schedule values i.e. date, time etc. for a candidate in a candidate list. These values are specified when you move a candidate into InterviewFScheduled status using the Update Status option for a Job. This is available for client communication scenarios for intimating the interview schedule for a set of candidates.
  
• RequisitionCandidateWorkflowList.Size: Inserts count of candidates who are in a specific workflow stage. This is used for sending the number of candidates for whom an Interview has been scheduled i.e. the workflow status is set to InterviewF Scheduled.
  
  
• RequisitionCandidateWorkflowList.Index: Inserts sequence number for each candidate in the candidate list
  
  
• RequisitionCandidateWorkflowList.Start: Indicates start of a list of candidates who are in a specific workflow stage. This is used in a Client communication scenario when sending the details of candidates e.g. for whom an Interview has been scheduled i.e. the workflow status is set to InterviewF Scheduled.
  
  
• RequisitionCandidateWorkflowList.EndRepeat: Used to indicate the end of a list of candidates for a specific workflow stage.
  
  
• RequisitionCandidateWorkflowList.BasicFields (Candidate Name): Inserts the full name of each candidate who are in a specific workflow stage. This is available for client communication scenarios for sending the details of candidates e.g. candidates for whom interview has been scheduled i.e. the workflow status is set to InterviewF Scheduled.

4. Contacts
This provides parameters related to the basic fields stored for client/vendor contacts.
E.g.:

• Contact.BasicFields (Contact Name)
• Contact.BasicFields (Contact Organization)

Addressing Type
When defining an email template you can either go for Personalized mailing where an individual personalized email is generated for each candidate or Common Mail wherein a single email is generated for multiple candidates with each candidate’s email-id in the ‘Bcc’ field.

Common Tasks

1. Create an new email template
2. Create a copy of an existing template
3. Enable insertion of client candidate tracker
4. Enable automatic attachment of JD file for a job

1. Create an new email template

Follow these steps from a user login having administrator priviliges:

- Point to the Tools menu and select 'System Configuration'.
- In the 'System Configuration' Navigator, expand 'Email' and click on the 'Templates' data view.
- On the right pane, from the File menu select 'New'. The New Email Template page will come up.
- In the Addressed To drop-down, select whether you will use the template for communicating with Candidates, Clients or Contacts. Select 'Other' if you will use it for general communications like birthday greetings, thank-you mails etc.
- In the Purpose Set drop-down, select the broad category of communication. For e.g. in case you selected 'Clients' in the 'Addressed To' drop-down here you can select 'Work on New Position, Forwarded Resumes and Feedback' to create a template for scenarios related to working on job requirement for a client such as forwarding resumes or requesting for feedback on forwarded resumes.
- In the Purpose drop-down, select the specific purpose for which the template will be used. For e.g. taking the scenario mentioned above in 'Purpose Set', you can select 'Forwarding Resumes for a position' to create a template for forwarding resumes to a client.
- Enter a name for the template in 'Name'.
- Enter an optional description in 'Description'.
- In the Addr Type drop-down select 'Personalized Message' to generate a message with personalized addressing. This will enable you to insert auto-replacement parameters for candidate/client name and other details in the message.

In the 'Attachments' section you can specify files that should get automatically attached with the message when it is generated. These files can be specified from different File Categories available for an object. Different file categories are available for each object such as Jobs, Clients, Candidates etc.
To specify a file attachment,
- Click on the 'File Category' drop-down and select a file type from the relevant category. For e.g. if you're creating a template for forwarding resumes to clients you can select 'Formatted Resume'. Note that available file categories in the drop-down will vary depending on the values specified in 'Addressed To', 'Purpose Set' & 'Purpose' fields.

- In 'Pick Option',
- Select 'Latest' if you always want to attach the most recent version of the file.
- Select 'Pick Intelligently' if you want the system to automatically attach the most relevant version of a file.
- Select 'Ask' if you want the system to display a selection dialog so that you can select the file to attach.
- Select 'All' if you want all available versions of the file to be attached.

- If you need to attach additional related documents such as educational certificates etc. you can use each 'File Category' set for a specifying each type of file. You can click on the 'More' link to add more 'File Category' fields.

- Enter the subject content in the 'Subject' field.
- Type the message body content.

For each point in the message where you want a candidate/position related value to be inserted automatically do the following:
- Position the mouse cursor at the spot in the message body and then from the Parameter drop-down just above the message body box select the parameter corresponding to the value.
- Click on the Add Parameter link adjacent to the drop-down.
- Repeat the above 2 steps for each value to insert automatically.
- Once done, click on the 'Save' button.

2. Create a copy of an existing template

Follow these steps from a user login having administrator priviliges:

- Point to the Tools menu and select 'System Configuration'.
- In the 'System Configuration' Navigator, expand 'Email' and click on the 'Templates' data view.
- On the right pane, the list of existing email templates will be displayed. Click on the name of the template to copy.
- In the detail page, point to the 'Template' menu and select 'Copy As'. In the dialog that comes up enter a name for the copy and click OK.
- Now in the list of email templates the copy will also be shown or just apply filter on the Template Name column to locate the copy you created.
- Now you can open the copy, make the desired changes and save it.

3. Enable insertion of client candidate tracker

Follow these steps from a user login having administrator priviliges:

- Point to the Tools menu and select 'System Configuration'.
- In the 'System Configuration' Navigator, expand 'Email' and click on the 'Templates' data view.
- On the right pane, from the File menu select 'New'. The New Email Template page will come up.
- In the Group drop-down, select 'To Clients (Addressed to clients)'.
- In the Sub Group drop-down, select 'Work on New Position, Forwarded Resumes and Feedback'.
- In the Type drop-down, select 'Forwarding Resumes for a position'.
- Enter a name for the template in 'Name'.
- Enter an optional description in 'Description'.
- In the Addr Type drop-down select 'Personlized Message'
- Enter the subject content in the 'Subject' field.
- Type the message body content.

At the end of the message do the following:
- Position the mouse cursor and then from the Parameter drop-down just above the message body box select the 'Complete Candidate Tracker' parameter.
- Click on the Add Parameter link adjacent to the drop-down.
- Once done, click on the 'Save' button.

4. Enable automatic attachment of JD file for a job

Follow these steps in the email template detail page:

- In the Attachments drop-down, select 'JD (Job Description)'.
- In the Pick Option drop-down, select 'Latest'.
- In the drop-down next to Pick Option select 'Optional'.
- Click the 'Save' button.