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Templates allow you to quickly and easily make contact with record-holders in your Eploy system. They provide a uniform means off correspondence for all users.

Use of merge fields within templates personalises generic text based on the records that are linked to the email.

The Correspondence Templates guide will help you to create your email templates which can then be sent through Eploy.

Templates can also be linked to the various workflow stages. Depending on a candidates’ status at a given workflow stage, a particular correspondence email can be sent quickly and easily. This feature is a very useful time-saving measure, which will allow all candidates to be kept fully informed of their progress throughout the recruitment process.

Linking templates to workflow stages (and statuses) is a multi-step process. Usually this will be pre-implemented into your system, however should you need to re-configure, and this guide will outline how this is done.

An admin user with the correct permissions will be able to make the changes described in this guide.

Creating Correspondence Types

Before beginning, it would be very useful to map out the different stages of the workflow and the statuses within those stages that will have templates linked. The example used in this guide consists a basic workflow set –up, although many systems include custom workflow stages to which the same principles can be applied.

Note: this stage is not compulsory and to omit this stage in the guide will not affect the function of the workflow templates.

  • Select ‘Drop Down Lists’ from the Admin tab non the Main Menu
  • The next screen will present a drop-down list, showing the values for each drop down in your system.
  • Select Correspondence Types from this list and click the New

  • Business Area: if options have been populated in this drop down list and a particular option is required it can selected here. However in most cases, for the purpose of these templates this field will be left as ‘None’
  • Description: a title for the Correspondence Type related to the workflow stage is entered here -the default Correspondence Types to be created: Not Suitable, Application, 1st Interview, 2nd Interview, Offer Made, Placed – along with any custom workflow stages
  • Order Number: the order the type is to appear in the list can be entered here, although for the purpose of this list it is not required
  • Exclude from Activity: select this tick-box if a log if it is not necessary to make a record whenever this correspondence type is used.
  • Click the Save button to create the record.

Creating Correspondence Templates

It is best practice is to give the Correspondence Template the same name (or similar to) as the Correspondence Type – this will avoid confusion when linking types to templates the Action Types/Outcomes.

  • Select Template Editor from the Admin tab on the Main Menu
  • For this stage it is usually best to have a map of all stages and notes of all the correspondences that could be made at each status for that stage – below is an example of the default workflow:

The status assigned to the candidate application at a given stage will determine which Correspondence Template will become available to send.

Workflow stage

Workflow status correspondence is to be sent

Correspondence Template

Description

Correspondence Type (if used)

Application

Accept

Application - accept

Application being considered

Application -accept

Reject

Application - reject

Application will not be considered any further  (these candidates will be marked as Unsuitable)

 

Application -reject

1st Interview

Notification( when action created)

1st Interview - notification

Invitation to interview

1st Interview - notification

Accept

1st interview - reject

Following  successful interview, candidate application being considered further

 

1st interview - accept

Reject

1st interview - reject

Following interview, application will not be considered any further

1st interview – reject

2nd Interview

Notification (when action is created)

2nd Interview - notification

Invitation to 2nd interview

2nd Interview - notification

Accept

2nd interview - accept

Following  successful interview, candidate application being considered further

 

2nd interview - accept

Reject

2nd interview - reject

Following interview, application will not be considered any further

2nd interview -reject

Offer Made

Notification (when action is created)

Offer Made - notification

Job offer

Offer Made - notification

Accept

Offer Accepted

Email confirming the candidate has accepted offer and will be placed

Offer - Accept

Reject

Offer Rejected

Email confirming offer rejected and other candidates will now be considered

Offer - Reject

Setting the Action Types

The Correspondence Templates that are linked to Action Types are usually for notifying candidates of the stage they are at or confirmation of the next stage, e.g. application accepted, invitation to interview etc.

The Action Types will correspond with the various workflow stages - Application, 1st Interview, 2nd Interview and Offer Made – along with any custom workflow stages.

Note: Best practice is to give the Correspondence Template the same name as the Correspondence Type – this will avoid confusion when assigning these parameters to the Actions.

  • Select ‘Drop Down Lists’ from the Admin tab on the Main Menu
  • The next screen will allow you to Show Values For each individual drop down list.
  • Select ‘Action Types’ from this list and click the New

  • Description: a title for the Correspondence Type related to each workflow stage is entered here - the default Correspondence Types  to be created: Not Suitable, Application, 1st Interview, 2nd Interview, Offer Made, Placed ( along with any custom workflow stages)
  • Order Number: if it is preferred that the actions appear in a set order, the position that the action type is to appear in the list can be entered here, although for the purpose of the template this is not necessarily required
  • Exclude from Workflow: this option will make the action type unavailable when in the workflow. Leave this left un-ticked for action types related to workflow correspondence templates
  • Allow creation of next actions: this option will be left un-ticked for action types related to workflow correspondence templates.
  • The Template drop-down list is to be populated with the Correspondence Template which would be the workflow stage related to the Description
  • The template Type drop-down list is to be populated with the Correspondence Type related to the Correspondence Template.
  • The ‘Template (Completed Actions)’ drop-down list is an optional setting. This can be used to set a default template to become available when an is Completed without an Outcome
  • The ‘Type (Completed Actions)’ drop-down list is an optional setting. This can be used to set a default Correspondence Type to log against the candidates’ application when an action is Completed with no Outcome

Set the Action Outcomes

Action Outcomes are to be assigned to workflow stages from 1st Interview onwards. In most systems this will be 1st Interview, 2nd Interview, Offer Made – and other custom stages

  • Select ‘Drop Down Lists’ from the Admin tab on the Main Menu
  • Select the ‘Action Outcomes’ option from the drop-down list
  • Select ‘Action Types’ from this list and click the New
  • The fields that appear in the following screen will be described below (the main fields have been populated with examples):

  • Description: a title for the Action Outcome related to the given workflow stage is entered here - the default Action Outcomes to be created linked to the Action Types at any given stage of the workflow are typically – Proceed, Reject, On Hold, Withdrawn ( along with any custom workflow stages).
  • Order Number: if it is preferred that the Action Outcomes appear in an ordered list, the position that the type is to appear in the list can be entered here, although for the purpose of the template this is not necessarily required
  • Exclude from Workflow: this option will make the action type unavailable when in the workflow. Leave this left un-ticked for action types related to workflow correspondence templates
  • Allow creation of next actions: this option will be left un-ticked for action types related to workflow correspondence templates.
  • The Template drop-down list is to be populated with the Correspondence Template which would be the workflow stage related to the Description
  • The template Type drop-down list is to be populated with the Correspondence Type related to the selected Correspondence Template.

The action type at each stage will have On-Hold, Proceed, Reject statuses assigned to them. To each of these statuses there will be a template linked. Example Action Outcomes will be listed below:

Workflow stage

Action Type

Action Outcome

Correspondence Template

Correspondence Type

Application

 

Accept

Application -accept

Application - accept

 

 

Reject

Application -reject

Application- Reject

 

 

On Hold

 

 

 

 

Withdrawn

 

 

1st Interview

1st Interview

Accept

1st interview - accept

1st interview – accept

 

 

Reject

1st interview - reject

1st Interview - reject

 

 

On Hold

 

 

 

 

Withdrawn

 

 

2nd Interview

2nd Interview

Accept

2nd interview - accept

2nd Interview - accept

 

 

Reject

2nd interview - reject

2nd Interview -reject

 

 

On Hold

 

 

 

 

Withdrawn

 

 

Offer made

Offer made

Offer accepted

Offer accepted

Offer -Accept

 

 

Offer rejected

Offer rejected

Offer -Reject

 

 

Offer on Hold

 

 

 

 

Offer withdrawn

 

 

Please be aware that this guide is based on the default workflow stages in Eploy and therefore the workflow stages and statuses configured on your system may differ. However the principles behind the above instructions remain the same and will apply to custom stages/statuses.

Using Workflow Correspondence Types

Once the correspondence types have been set up and appropriate templates assigned to workflow stages/statuses. The tool to load the template for candidate at a given stage/status will become available within the workflow.

  • Load a vacancy and enter the workflow area
  • Using the dropdown list directly above the list of candidates within an action workflow stage, first filter the list of candidates to show only those of a given status

  • Load the mail merge tool by clicking the small envelope icon beside the status filter drop down
  • The mail merge tool will load and automatically retrieve the linked template. Further amendments can be made to the text as necessary.
  • Click Preview to check the final emails to be sent out – this is to ensure any merge fields have populated correctly.
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