Individual workflow Steps can be permitted by Account Administrators to allow alternate message templates to be selected when processing applicants. This flexibility solves the issue of requiring multiple workflows to accommodate for the combination of various message templates. When the option of selecting alternate message templates is enabled, the assigned default message template will be displayed and a drop-down field will allow a different message template to be chosen.
Allow Alternate Message Template Selection
Allowing an alternate email section on one or more Workflow Steps enables Users the option to send the default template or change the template at the time of sending the Applicant Message. The Received Stage is locked and allows only for sending the assigned default message template.
- Select Processing Elements from the menu and click Workflows.
- Open an existing Workflow or follow the steps to create a new workflow.
- Review the Steps within each Stage by selecting +Expand all.
- Open any Workflow Step that uses messaging which includes the Action Types of: Send Part 2, Schedule Meeting, Make Offer, Reference Collection, Email Applicant.
- Check the box to to Allow alternate email section or uncheck to only allow the default template to be sent by Users.
- Optionally, review the message content by clicking Preview and then clicking CLOSE.
- Update the default Message Template by selecting an email from the drop-down.
- When complete, click SAVE to update the Step.
- Rearrange the Step order by dragging and dropping the Steps within each Stage.
- Confirm the changes by clicking SAVE to update the Workflow.
Using Alternate Message Template
- Open an Applicant File and select Interview (or Step name) from the Processing section of the Details tab.
- From the Stages tab, click on the Step name that can send a message.
- If the "Allow alternate email section" is enabled for that Step, use the Message drop-down to select an available template from the library and review the outgoing email content the applicant will receive.
- The drop-down field will be populated with templates from a specific folder in the Message Template Library which corresponds to the Step's assigned Action Type. The following Action Types are matched with their corresponding folders.
- Send Part 2: Iterative Application folder
- Schedule Meeting: Meeting / Calendar folder
- Make Offer: Offer folder
- Reference Collection: References folder
- Email Applicant: See all
- Rejection Step: Rejection folder
- Hire Step: Hire Notification folder
- The drop-down field will be populated with templates from a specific folder in the Message Template Library which corresponds to the Step's assigned Action Type. The following Action Types are matched with their corresponding folders.
- If the "Allow alternate email section" is disabled, the User can send only the default template that was assigned although edits can still be made before sending.
- If the "Allow alternate email section" is enabled for that Step, use the Message drop-down to select an available template from the library and review the outgoing email content the applicant will receive.
- Use the Add Attachment button to include one or more files.
- Click SEND to email the applicant.
Note: The selected email templates are created and stored in the Message Templates library. If you make changes to the email at the time of sending, it will not alter the standard template for other candidates. The changes will apply only to that specific applicant.