You can configure automatic mass mail for the following:
- Generating requests for updated resumes
- Sending birthday greetings to candidates and clients
Elements of Automatic Mass Mail
- Email Template: Use pre-defined templates for generating mail for birthday greetings, request for updated resumes or create your own custom templates.
- Mass Mail Sending/Receiving Type: You can select whether to use a pre-defined system account for generating the mass mail and receiving responses or use an email account that you’ve configured in Talenture RS.
- Cleanup Mass Mail: You can set the no. of days before which generated mass mail messages are cleared from your Email Client to free up space.
- Batch Settings: Specify the no. of messages per batch and how many total messages to include in each sending cycle to optimize sending of huge volume of mail.
- Posting/Sending Options: Specify the time intervals between posting each message batch to the Outbox and between actual sending of messages from the Outbox. Also control the maximum messages to send in one go from the Outbox.
- Generation/Sending Schedule: Specify the schedule for generating and sending the mass mail including frequency, time of day etc.
Variations: Allows specifying variations in email generation such as no. of days before or after the actual birthday date for sending belated birthday greetings, resume updation requests for resumes more than ‘n’ days old etc.
Common Tasks
- Specify email account for generating Mass Mail
- Configure common settings for mass mail
- Configure mass mail for Updated resume requests
- Configure birthday greetings mail to candidates
- Configure birthday greetings mail to Client Contacts
- Disable automatic mass mail
1. Specify email account for generating Mass Mail
Follow these steps from a user login having administrator privileges:
- Point to the Tools menu and select 'System Configuration'.
- In the System Configuration Navigator, expand 'System Settings' and and click on the 'Settings' data view under Mass Mail folder node.
- In the right-hand pane click on the 'Email' section.
- In the 'Default Email Accounts' section, select the email account to use for generating mass mail from the 'Email Account to use for Sending Mass Mail' drop-down. You can use the default System Account or your own email account configured in Talenture RS.
- Click the 'Save' button.
2. Configure common settings for mass mail
In order to enable sending mass mail you first need to set the email account to be used for generating Mass Mail. Refer to the task Specify email account for Generating Mass Mail for this.
You can set the common settings for generating multiple types of mass mail such as birthday greetings, request for updated resumes etc.
Follow these steps from a user login having administrator privileges:
- Point to the Configuration menu and select 'System Configuration'.
- In the System Configuration Navigator, expand 'System Settings' and and click on the 'Settings' data view under Mass Mail folder node.
- In the right-hand pane click on the Mass Mail section - the mass mail configuration settings will be displayed adjacent to it.
- In the 'Mass Mail Receiving Type' section,
- Select ' Talenture RS Email Account to use for receiving Mass Mail Replies' if you want to receive responses in an email account configured in Talenture RS.
- Select 'External email address to use for receiving Mass Mail Replies' and type an email-id next to it if you want to receive the responses in another email-id that is not configured in Talenture RS.
- In the 'Cleanup mass mail older than', specify the no. of days after which the old generated mass mail messages in your Email Client should be cleaned up to free up storage space.
In the Common Mass Mail Generation Options section:
- In 'Maximum number of messages to include in each Mass Mail Batch',select the batch size.
- In 'Generate Mass Mail Requests for <n> candidates in a single processing' specify the number of candidates to be picked from the database for processing before dividing into batches. This will control the total no. of batches being generated.
In the Common Mass Mail Sending Options section:
Specify settings for controlling the actual sending of the generated mass mails.
- The 'Time delay between posting of two already generated Mass Mail Batches to Outbox email folder' setting controls the time interval between posting of each message batch to the Outbox. This setting can be used to control the no. of messages available to be sent at any time. The lower this setting the larger the no. of messages in the sending queue.
- The 'Time delay between sending of Mass Mail messages which have already been posted to Outbox folder' controls the time interval for checking the message queue in the Outbox for sending. This setting can be used to control the frequency of actual sending of the generated messages.
- The 'Use a randomized Time Delay between posting of two Mass Mail Batches' setting generates a random time delay between posting of mass mail batches to the Outbox.
- In 'Maximum number of Mass Mail email messages to send in one go from Outbox folder', select the total no. of messages to be sent in a single send action from the Outbox. This can be used to control the speed of sending messages from the queue.
- Click on the 'Save' button to save the settings.
3. Configure mass mail for Updated resume requests
Follow these steps from a user login having administrator privileges:
- Point to the Tools menu and select 'System Configuration'.
- In the System Configuration Navigator, expand 'System Settings' and click on the 'Auto Updated Resume Requests' data view.
- In the right-hand pane click on the Mass Mail section - the mass mail configuration settings will be displayed adjacent to it.
Main section,
- In the 'Send Updated Resume Request in background' drop-down select 'Yes'.
- In the 'Mass Mail Receiving Type' section,
- Select ' Talenture RS Email Account to use for receiving Mass Mail Replies' if you want to receive responses in an email account configured in Talenture RS.
- Select 'External email address to use for receiving Mass Mail Replies' and type an email-id next to it if you want to receive the responses in another email-id that is not configured in Talenture RS.
- In the 'Cleanup mass mail older than', specify the no. of days after which the old generated mass mail messages in your Email Client should be cleaned up to free up storage space.
For the Common Mass Mail Generation Options section refer to the task for Configuring Common Mass Mail options
In the 'Updated Resume Requests Generation and Sending Options'
- In the 'Email Template to use for generating Updated Resume Requests' drop-down select the email template to use for generating the mass mail.
- In the 'Generate Updated Resume requests for resumes with last Information Older than' drop-down, select the period. Mass mail will be generated for candidate resumes older than this period in the database.
- In the 'Generate Updated Resume requests for candidates for which Previous Updated Resume Request was sent more than <N-Period> before today', select a time period before which the last request for updated resumes was sent. By default this is set to 1 Month.
- In 'Generate requests at' specify the mass mail generation time.
- In 'Time Delay between any two Request Generation processings' select the gap in days before for out-dated resumes in the database. This will ensure that processing to generate mass mail does not happen too frequently resulting in slowness in functioning of Talenture RS.
- In 'Send requests at' specify the time for sending the generated mass mail batches.
- Click on the 'Save' button to save the settings.
4. Configure birthday greetings mail to candidates
Follow these steps from a user login having administrator privileges:
- Point to the Configuration menu and select 'System Configuration'.
- In the System Configuration Navigator, expand 'System Settings' and click on the Auto Birthday Greetings data view node.
- In the right-hand pane, the mass mail configuration settings will be displayed adjacent to it.
In the Birthday Greetings section,
- In the 'Send Candidate Birthday Greetings in background' drop-down, select 'Yes'.
- In the 'Email Template to use for Birthday Greetings' drop down, select 'Greetings - Birthday Greetings'.
- In the 'Email Template to use for Belated Birthday Greetings' drop down, select 'Greetings - Belated Birthday Greetings'.
- In the 'Send Contact Birthday Greetings in background' drop-down select 'No'.
For the Common Mass Mail Generation Options section refer to the task for Configuring Common Mass Mail options
In the 'Generation and Sending Options' section,
- In 'Generate Birthday Greeting Mails at' specify the time for generating the mass mail batches.
- In 'Send Birthday Greeting Mails at' specify the time for sending the generated mass mail batches.
In the 'Advance Mass Mail Option' section,
- In 'Generate "today/future" Birthday greetings for N days including today' select the no. of days in advance to send birthday greetings. This is useful if you want to ensure that birthday greetings are received by candidates/clients even if birthdays fall on holidays when the system would not be running. This setting will generate birthday greetings for those candidates/vendors also whose birthday falls in the next 'N' days that you specify. By default '1' day is selected for birthdays falling on current date.
- In 'Generate belated birthday greetings for past N days before today' you can specify the no. of days after the actual birthday for sending belated birthday greetings. This will ensure sending of belated birthday greetings for candidates/vendors whose birthdays may have passed when the system scans the database for generating mass mail.
- Click on the 'Save' button to save the settings.
5. Configure birthday greetings mail to Client Contacts
Follow these steps from a user login having administrator privileges:
- Point to the Configuration menu and select 'System Configuration'.
- In the System Configuration Navigator, expand 'System Settings' and click on the Auto Birthday Greetings data view node.
- In the right-hand pane, the mass mail configuration settings will be displayed adjacent to it.
In the Main section,
- In the 'Send Candidate Birthday Greetings in background' drop-down select 'No'.
- In the 'Send Contact Birthday Greetings in background' drop-down, select 'Yes'.
- In the 'Email Template to use for Birthday Greetings' drop down, select 'Greetings - Birthday Greetings'.
- In the 'Email Template to use for Belated Birthday Greetings' drop down, select 'Greetings - Belated Birthday Greetings'.
For the Common Mass Mail Generation Options section refer to the task for Configuring Common Mass Mail options.
In the 'Generation and Sending Options' section,
- In 'Generate Birthday Greeting Mails at' specify the time for generating the mass mail batches.
- In 'Send Birthday Greeting Mails at' specify the time for sending the generated mass mail batches.
In the 'Advance Mass Mail Option' section,
- In 'Generate "today/future" Birthday greetings for N days including today' select the no. of days in advance to send birthday greetings. This is useful if you want to ensure that birthday greetings are received by candidates/clients even if birthdays fall on holidays when the system would not be running. This setting will generate birthday greetings for those candidates/clients also whose birthday falls in the next 'N' days that you specify. By default '1' day is selected for birthdays falling on current date.
- In 'Generate belated birthday greetings for past N days before today' you can specify the no. of days after the actual birthday for sending belated birthday greetings. This will ensure sending of belated birthday greetings for candidates/clients whose birthdays may have passed when the system scans the database for generating mass mail.
- Click on the 'Save' button to save the settings.
6. Disable automatic mass mail
Follow these steps from a user login having administrator privileges:
- Point to the Tools menu and select 'System Configuration'.
- In the System Configuration Navigator, expand 'System Settings' and click on the 'Auto Birthday Greetings' data view.
- In the right-hand pane click on the Mass Mail section - the mass mail configuration settings will be displayed adjacent to it.
- In the 'Send Candidate Birthday Greetings' drop-down select 'No'.
- In the 'Send Contact Birthday Greetings' drop-down select 'No'.
- Click on the 'Auto Updated Resume Requests' data view. In the right-hand pane click on the Mass Mail section - the mass mail configuration settings will be displayed adjacent to it.
- In the 'Send Candidate Updated Resume Requests' drop-down select 'No'.
- Click on the 'Save' button to save the settings.
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