Recruiting E-mail Templates

Use Recruiting E-mail templates to create automatic status-triggered responses and on-demand emails from a recruiting user.

To configure Recruiting e-mail templates, use Admin Tools Manage Recruiting Manage Recruiting Email Templates .

Recruiting e-mail templates support the use of CC and BCC functionality. This allows a set of users, operators, or e-mail addresses to be specified on an e-mail template.

6.7.1

Create Recruiting E-mail Templates

Context

● Some hard-coded recruiting-related e-mail triggers are configured in E-Mail Notification Templates Settings or Recruiting Email Triggers instead of the Recruiting Emails section in Admin Tools

● Some fields, such as [[CANDIDATE_FULL_NAME]], exist as tokens, regardless of whether they are configured in the XML file, but only populate a token with the appropriate value when the field is configured. ● You cannot delete email templates, since they may be part of the applicant compliance records.

Procedure

1. Navigate to Admin Tools Manage Recruiting Manage Recruiting Email Templates . 2. Click the Create New Template.

3. Enter the template name. 4. Set the template to Enabled. 5. Create a Subject for the e-mail.

6. Write the e-mail body, using tokens where appropriate.

7. Tokens are placeholders for information that you can specify in the body of an e-mail template. View the available tokens by clicking Show Tokens.

8. Copy and paste the token you need in the appropriate place in the e-mail body. For example, to thank a candidate for applying, you might use:

Dear [[CANDIDATE_FIRST_NAME]], We have received your application for [[JOB_REQ_ID]],

[[JOB_REQ_TITLE]] and are excited to review your qualifications against this position! We will keep you updated by e-mail and you can check the progress of your application on our career site. Please feel free to

a. Select from the list of primary operators (roles) on the requisition. Each selection is listed as a CC or BCC user on the Recruiting Email Template. When an e-mail is sent and the template called, the user listed in the operator field is looked up and included as a CC or BCC user. Select the option type for CC/BCC recipients. The options are: by role on the requisition, by employee name, and by e-mail address. b. To select by employee name, type the name or username of an active user and select the user. Each

selection is listed as a CC or BCC user on the Recruiting Email Template. When an e-mail is sent and the template called, the user listed in the operator field is looked up and included as a CC or BCC user. c. To select by e-mail address, manually enter an e-mail address. Each selection is listed as a CC or BCC

user on the Recruiting Email Template. When an e-mail is sent and the template called, the user listed in the operator field is looked up and included as a CC or BCC user.

Related Information

Manage Recruiting Email Templates [page 531] Custom Tokens [page 67]

6.8 Custom Tokens

You can use tokens in offer letters or e-mail templates to reference field data; for example, relevant personalized information for each candidate when you generate the letter or e-mail. This saves you from having to manually edit the letter or e-mail each time to add the personalized information.

Custom tokens are used as placeholders in offer letters or recruiting emails to populate the data stored in a field from a related record.

To configure tokens, use Provisioning Configure Custom Tokens . Configure custom tokens for any custom fields that require tokens in the Requisition XML template, the Application XML template, or the Job Offer Detail XML template. You might be able configure some standard fields not available as tokens by mapping them in Configure Custom Tokens.

SuccessFactors Recruiting Management Configure Initial Settings in Admin Tools

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Configuring Custom Fields as Tokens

1. Navigate to Provisioning Configure Custom Tokens .

2. Enter the fields you want to use as tokens. Be sure to select the appropriate template — Job Requisition, Application, or Job Offer Detail.

Tip

Changing the token mapping changes the way data populates a template. For instance, if

JOB_APPLICATION_CUSTOM1 is mapped to start date, inserted into an offer letter template, then changed to map to end date, any offer letters generated using the template with that token populates the end date value into the letter.

Tip

There are 150 fields available for configuration as custom tokens on the application and requisition. The candidate profile and offer details template have 45 fields available for configuration.

6.9 Reportable Custom Fields

When you create custom fields, especially custom picklist fields, map them as custom reportable fields. This allows them to appear in ad hoc reporting and might also have other positive downstream effects. Without custom reportable field mapping, the display options may appear blank.

● Reporting relies on field positions in reportable custom fields remaining unchanged. For example, if you create a reportable custom field, do not change it once it has been used somewhere (for example, in the Offer Details XML file, or an ad hoc report).

● Do not configure standard fields as custom reportable.

● You cannot configure text area and rich text fields as reportable.

● Do not configure the same field more than once in Custom Reportable Fields. ● Misconfigured custom reportable fields can cause application errors.

6.9.1 Configure Reportable Custom Fields

After you configure fiels in the Recruting XML templates, you must map and sync the fields for reporting.

Custom Field Mapping

1. Navigate to Provisioning Configure Reportable Custom Fields . 2. Enter the custom fields defined in the XML file.

3. Click Save Extended Field Mapping.

4. Click Synchronize Existing Data. If you have added or changed custom Candidate reporting fields, this option updates any reportable data.

You should receive an email confirmation that reports the number of records successfully synced.

Sync data does not always work on the first try, especially in Internet Explorer. Once the page refreshes upon save, refresh once more before clicking Synchronize Existing Data. Watch for the green confirmation message at the top of the page to confirm the sync worked correctly; if you don’t see it, try again. Be wary of this issue — if you sync something, enter fields without refreshing the page, then save again, you might lose the data you entered.

Tip

Changing the configuration of reportable custom fields after records have been created may cause values to report improperly in the Recruiting and V2 Secured schemas.

SuccessFactors Recruiting Management Configure Initial Settings in Admin Tools

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Tip

There are 30 text fields, 10 number fields, 50 picklist fields, and 20 date fields available as reportable custom fields for each XML definition- job requisition, application, and candidate profile. The number of available fields is not configurable.