Difference between revisions of "Manage Email Templates"

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(How can I Add / Edit existing templates?)
(What are "Magic Values"?)
 
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The candidate or contact's first name:     XXFIRST_NAMEXX
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The candidate or contact's first name:         XXFIRST_NAMEXX
The candidate or contact's last name:     XXLAST_NAMEXX
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The candidate or contact's last name:           XXLAST_NAMEXX
The candidate or contact's user name:     XXUSERNAMEXX
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The candidate or contact's user name:           XXUSERNAMEXX
The candidate or contact's password:       XXPASSWORDXX
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The candidate or contact's password:           XXPASSWORDXX
 
The candidate or contact's click to Login link: XXLOGIN_BY_KEYXX
 
The candidate or contact's click to Login link: XXLOGIN_BY_KEYXX
The contact's client/company name:         XXCLIENT_COMPANY_NAMEXX
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The contact's client/company name:             XXCLIENT_COMPANY_NAMEXX
The user's telephone number:               XXMY_TELXX
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The user's telephone number:                   XXMY_TELXX
The user's mobile number:                 XXMY_MOBILEXX
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The user's mobile number:                       XXMY_MOBILEXX
Your company's name:                       XXCONFIG_COMPANY_NAMEXX
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Your company's name:                           XXCONFIG_COMPANY_NAMEXX
Your company's candidate login URL:       XXCONFIG_CANDIDATE_LOGIN_URLXX
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Your company's candidate login URL:             XXCONFIG_CANDIDATE_LOGIN_URLXX
A Company's Google Map Ref                 XXGOOGLE_MAPXX
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A Company's Google Map Ref                     XXGOOGLE_MAPXX
To send a link for a booking               XXBOOKING_LINKXX
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To send a link for a booking                   XXBOOKING_LINKXX
Candidate Request Login                   XXCANDIDATE_REQUEST_LOGIN_URLXX
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Candidate Request Login                         XXCANDIDATE_REQUEST_LOGIN_URLXX
  
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The following are used to send details of an assignment to a temp/casual/contractor (ie the system template - [ROL] Assignment Details) and these fields work when using the option to email a candidate
 +
from an order (ie the order is the thing that connects the candidate , client & rate schedule.
 +
 +
* Client Name from Order:          XXCLIENTXX
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* Job Name from Order:              XXJOBXX
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* Start Date from Order:            XXSTART_DATEXX
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* Finish Date from Order:          XXFINISH_DATEXX
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* Shift Type from Order:            XXSHIFTXX
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* Start Time from Order:            XXSTART_TIMEXX
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* Finish Time from Order:          XXFINISH_TIMEXX
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* Report To from Order:            XXREPORT_TOXX
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* Department from Order:            XXCLIENT_DEPARTMENTXX
 +
* Address/Site Address from Order:  XXCOMPANY_SITE_ADDRESSXX
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Latest revision as of 22:40, 8 September 2019

Manage Email Templates

What are they?

Email templates are a library of email messages which can be sent out to candidates. There are two types:

  • System Templates
    • Prefixed by [ROL] Name of template..
    • Cannot be deleted
    • Are sent out automatically
      • For example when a candidate applies to a job the "[ROL] Candidate Job Application" email template is used
  • User Templates
    • Your own library of email messages
    • Stops you having to keep templates in everyone's drafts folder in their email client (Outlook, Exchange, Web Mail, Thunderbird, Evolution, etc).
    • Keeps corporate email consistent in content and appearance
    • Stops users re-inventing the wheel and churning our multiple copies of the same letter


How do I use them?

  • Next to a candidate's email address is a small icon that looks like this: [-]
  • By clicking this icon the email template will appear in a textbox
    • This allows you to make your own changes before editing it - this is optional
  • Once complete just click send and the email will be sent and a note added


How can I Add / Edit existing templates?

To Add:

  • ROL -> Other -> Advanced -> Systems Administration -> Manage Email Templates
  • Click 'Add New Email' button
  • Enter the Name (something of which the letter can be identified to the user/s as)
  • Enter the Subject (this will be the email subject to the candidate)
  • Enter the Text (using 'Magic Values' to insert particular values into the letter (see 'What are Magic Values?' below)
  • Once complete, click 'Save New Email' to add.


To Edit:

  • ROL -> Other -> Advanced -> Systems Administration -> Manage Email Templates
  • Select the name of the letter/email of which you want to edit from the drop-down list
  • Click 'Select Email To Edit'
  • Edit details in the fields provided
  • Save Changes once complete


Delete:

  • ROL -> Other -> Advanced -> Systems Administration -> Manage Email Templates
  • Select the name of the letter/email of which you want to edit from the drop-down list
  • Click 'Select Email To Edit'
  • Scroll down the screen to 'PERMANENTLY Delete This Email?' and click this button to remove it.

What are "Magic Values"?

There will be times when you want to some details to appear in the template each time you go to send it. The following is a list of values that get swapped each time you (or the system) sends a message.



The candidate or contact's first name:          XXFIRST_NAMEXX
The candidate or contact's last name:           XXLAST_NAMEXX
The candidate or contact's user name:           XXUSERNAMEXX
The candidate or contact's password:            XXPASSWORDXX
The candidate or contact's click to Login link: XXLOGIN_BY_KEYXX
The contact's client/company name:              XXCLIENT_COMPANY_NAMEXX
The user's telephone number:                    XXMY_TELXX
The user's mobile number:                       XXMY_MOBILEXX
Your company's name:                            XXCONFIG_COMPANY_NAMEXX
Your company's candidate login URL:             XXCONFIG_CANDIDATE_LOGIN_URLXX
A Company's Google Map Ref                      XXGOOGLE_MAPXX
To send a link for a booking                    XXBOOKING_LINKXX
Candidate Request Login                         XXCANDIDATE_REQUEST_LOGIN_URLXX



The following are used to send details of an assignment to a temp/casual/contractor (ie the system template - [ROL] Assignment Details) and these fields work when using the option to email a candidate
 from an order (ie the order is the thing that connects the candidate , client & rate schedule.

* Client Name from Order:           XXCLIENTXX
* Job Name from Order:              XXJOBXX
* Start Date from Order:            XXSTART_DATEXX
* Finish Date from Order:           XXFINISH_DATEXX
* Shift Type from Order:            XXSHIFTXX
* Start Time from Order:            XXSTART_TIMEXX
* Finish Time from Order:           XXFINISH_TIMEXX
* Report To from Order:             XXREPORT_TOXX
* Department from Order:            XXCLIENT_DEPARTMENTXX
* Address/Site Address from Order:  XXCOMPANY_SITE_ADDRESSXX
 

XXGOOGLE_MAPXX Magic Value Use

It is important to note that the XXGOOGLE_MAPXX magic value sends the Google Map reference either from the Company record or the Company Site record and to action it you would first need to go to the relevant Company that has a person (or people) placed with them.

To send a Map reference to a single candidate

  • Go to the relevant Client record
  • Click Casual Management > Current Bookings
  • Click on the job name of the person that you want to send a Map reference to
  • Click on the Booking Tools dropdown and select Send Message to Candidate
  • Send your message with the XXGOOGLE_MAPXX magic value in the body of the message


To send a Map reference to multiple candidates

  • Go to the relevant Client record
  • Click Casual Management > Current Bookings
  • Click on the Message Candidates Button
  • Select the Candidates you want to message and send your message with the XXGOOGLE_MAPXX magic value in the body of the message


XXBOOKING_LINKXX Magic Value Use

The XXBOOKING_LINKXX is used when filling Bookings to email one or more candidates the details about a booking (either Normal or Daily Booking). To use this, you would set up an Email Template message to suit - using the XXBOOKING_LINKXX field then from the Bookings screen send a message to the candidates you wish to contact.

They are then sent an email message where they can click on the link to see the details of the booking and either accept it or reject it. If they want to accept, but someone else already has accepted the shift, then it will notify them that the booking is no longer available.

Other Magic Values Use

There is another Magic Value for use: XXCANDIDATE_REQUEST_LOGIN_URLXX


When inserted into an email template, upon sending an email this will:

  • Create a 'request login' link for the candidate (using candidate_key)
    • Create a candidate_key field (if invalid)
  • Sends the email to the Candidate


The value creates a link to be inserted into the email upon sending. This is the preferred way to send log in details to candidates, as it means we are not sending usernames & passwords over email.


An example of this magic value in use:


The email template:


Dear XXFIRST_NAMEXX

You have requested your login details to be sent to you. 

Please follow this link to obtain your details:  XXCANDIDATE_REQUEST_LOGIN_URLXX

Once verified, you will receive another email containing your username and password to log in. 

Kind regards

XXCONFIG_COMPANY_NAMEXX


This email would appear like this:


Dear Bob

You have requested your login details to be sent to you. 

Please follow this link to obtain your details:  http://dev.recruitonline.co.nz/candidate.request.login?id=1286&key=f6641997bda66a1b8115052586754248

Once verified, you will receive another email containing your username and password to log in. 

Kind regards

Recruit Online

List of System Email Templates

[ROL] Candidate Job Application

This email is automatically sent to candidates when they apply online for a specifically advertised job.


[ROL] Candidate Website Registration

This email is automatically sent to candidates when they apply online as a general website registration.


Related Pages