1. How do I use the candidate messaging features in Redwood?
  2. Filter Messages

Filter Messages

Using the Inbox filter, you can filter messages that were received from candidates. Using the the Sent filter, you can filter messages that were sent to candidates.

Inbox Filter

Within Inbox, you can further filter based on My messages or All messages. When you access the Message Center for the first time, the My messages filter is applied by default.

My messages

Using this filter, you can view replies received from candidates for your email, SMS, and WhatsApp messages. You can also view any incoming messages received from candidates across these communication channels.

Note: When a candidate replies to your message, it’s considered as a conversation. If you’ve sent a message, but haven’t received a reply from the candidate, that message won’t appear in this filter. It’ll appear in the Sent (By me) filter.

The messages in this filter are displayed for all associated objects, such as requisitions, pools, or events, regardless of their phase or state, as long as they are within the time span configured for displaying past messages.

All messages

Using this filter, you can view other hiring team members’ email, SMS, and WhatsApp conversations with candidates in the context of requisitions, prospects, pools, or events that you have access to. You can also view conversations that were initiated by other hiring team members from the candidate profile page. This also includes other auto-generated messages sent to the candidate in these contexts.

A few points to note:

  • A message will appear in this filter only if the candidate sends at least one reply to it. If there’s no reply, the message will appear in the Sent (By others) filter.
  • If you reply to any of the messages in this category, then you become a participant. Your messages will appear here and also in the My messages filter.

The number of messages displayed for this filter depend on the following conditions for each context:

Requisition context

  • Displays all emails related to the requisition where you’re a part of the hiring team, and:
    • The requisition phase is Open.
    • The requisition state is one of these: Not Posted, Scheduled, Posted, Unposted, Suspended, or Filled.
  • Displays all SMS and WhatsApp messages related to requisitions that you have access to or where you’re a part of the hiring team, and:
    • The requisition phase is Open.
    • The requisition state is one of these: Not Posted, Scheduled, Posted, Unposted, Suspended, or Filled.

Pool context

  • Displays all emails, SMS, and WhatsApp messages related to the pool where you’re the pool owner and the pool is active.

Events context

  • Displays all emails, SMS, and WhatsApp messages related to the event where you’re a part of the event team and the event is in one of these states: Posted or Open for registration.

Automatically generated by the application

  • Displays emails, SMS, and WhatsApp messages for any of these conditions:
    • You’re a part of the hiring team and the phase of the requisition is Open.
    • You’re a part of the event team.
    • You’re the pool owner.

Sent Filter

You can filter sent messages based on specific criteria such as messages sent only by you, messages sent only by others, and so on.

To do this, change the main filter from Inbox to Sent. Next, click the Filters button and select one of these filter options:

  • By me: This displays emails, SMS, and WhatsApp messages that you sent to the candidate. If the candidate replied to your message, then that message will appear here and also in the My Messages filter.
  • By others: This displays emails, SMS, and WhatsApp messages that other hiring team members sent to the candidate in the context of prospects, submissions, events, and pools to which you have access. It also displays messages that they sent from the candidate profile page.
  • Automatically through no-reply email: This displays emails that were sent from the Recruiting application through the no-reply email in the context of prospects, submissions, events, and pools to which you have access. It also includes emails in the context of the candidate profile.
    Note: These emails could be initiated by you or others. However, in the course of a conversation, if an automated reply is sent through the no-reply email, then that email is included in this filter. These emails will also appear in My messages or All messages, depending on who initiated the conversation.
  • Automatically through vanity email: This displays emails that were sent from the Recruiting application through the vanity email in the context of prospects, submissions, events, and pools to which you have access to. It also includes emails in the context of the candidate profile.
    Note: These emails could be initiated by you or others. However, in the course of a conversation, if an automated reply is sent through the vanity email, then that email is included in this filter. These emails will also appear in My messages or All messages, depending on who initiated the conversation.

When you don’t select any of the Sent filters, the By me filter is applied by default.

Other Filters

  • Channel Type: View either SMS, email, or WhatsApp messages, or all of them.
  • Date Range: View messages sent or received within a specific date range.
  • Email: View emails exchanged with specific email addresses.
  • Phone: View SMS and WhatsApp messages exchanged with specific phone numbers.

A few points to note about the Clear button:

  • Whenever you want to apply new filters, click Clear to remove the existing filters and then proceed.
  • Note that if you’re in Inbox, this button doesn’t clear the default filter, My Messages.
  • Similarly when you apply the Sent filter and click the Clear button, all other filters that are applied will be removed except the default filter, Sent by me.