1. Implementing Recruiting
  2. Message Template Key Concepts

Message Template Key Concepts

Several elements are configured when creating message templates.

Message Template Properties: In the Properties section of a message template, the following elements are defined:

  • Delivery Type: There are two types of delivery mechanisms for messages:

    • Automatic: Messages are sent by the system when a specific triggering event occurs during the hiring process. For example, a message is automatically sent when a candidate applied on a requisition. You can also specify if the system will automatically send email messages when a candidate reaches a specific step/status in a candidate selection workflow. For example, you can automatically have the system send a Congratulatory message when a candidate is moved to the Hired step.

    • Manual: Recruiting Center users may decide to send messages to candidates when taking actions on a candidate file or from a candidates list.

  • Message Format: A message template can be created in different formats:

    • Read only PDF file: The message is converted into a read-only PDF file that is attached to the e-mail. This prevents candidates and other users from modifying the message. The sender has the opportunity to enter a plain text introduction message before sending it which is displayed in the body of the e-mail.

    • HTML: The contents of the message are displayed in the body of the e-mail in HTML. A HTML copy of the message is also included as an attachment with the label "this_message_in_html.htm". The attachment is for those who cannot read HTML in the mail reader or, in some cases, where the contents do not render perfectly well.

    • Plain text: The contents of the message are not displayed in the body of the e-mail, and are replaced with the text "The details of this message can be viewed by opening the enclosed attachment. Replies to this message are undeliverable. Please do not reply." A HTML copy of the message is included as an attachment with the label "this_message_in_html.htm". The attachment is for those who cannot read HTML in the mail reader or, in some cases, where the contents do not render perfectly well. For those without the ability to read HTML in their e-mail, they will not be exposed to wacky HTML content. Instead, they see only a clean plain text that instructs them to open the attachment containing the message (that will open an HTML reader (browser).

  • Confidentiality: If selecting the Once sent, this message is confidential option, the content of the message can only be viewed by the sender of the message, by users who have the permission to view confidential messages, and by the recruiter, the recruiter assistant, the hiring manager, and the hiring manager assistant. From the candidate file History tab, users can see that a confidential message was sent but they cannot view the content if they don't have the required permission.

  • Message Header: The message header contains the To, Cc, Bcc, and Subject fields where variables can be dragged and dropped. These variables will automatically call information from the system and display it in the template.

Context: When creating a message template, a context can be defined in order to specify in which specific conditions the template will be used. In the Context section of a message template, the following elements are defined:

  • Recipient: You can specify who will receive the message:

    • All Candidates

    • Internal Candidates

    • External Candidates

    • Referrer

    • Agent

    • Recruiting User

    Note: When more than one message template is associated to the same triggering event, the system must be able to match the correct message to send to the recipient based on audience type. We are able to create a duplicated message template with a customized audience, and when the automatic message is triggered, the system will send the correct version for that audience type, even if there is more than one possible match due to the "all candidates" selection. If a candidate is internal and an internal only audience template exists for the triggering event, the internal candidate(s) will only receive that internal audience message, even if another template exists for all candidates. If a candidate is external and an external only audience template exists for the triggering event, the external candidate(s) will only receive that external audience message, even if another template exists for all candidates.

  • Delivery Type: While you first indicated the delivery type in the Properties section (Automatic or Manual), you now need to define the details in the Context section, that is the triggering event or the candidate selection workflow, step and status.

  • Organization-Location-Job Field Association: If contextualization is configured for a message template, the template is available only if the Organization-Location-Job Field structure of the message template matches the Organization-Location-Job Field structure of the object for which the template is being used. Note that the message template contextualization only looks at the Primary Location of a requisition; the "Other Locations" are not considered. For example, if a message template is created to be triggered for each new job posting in Antarctica, then the message template will be sent only for a requisition with Antarctica as a Primary Location. Note that when sending a message in the context of a candidate's General Profile, no OLF association exists, so all messages are available regardless of the message OLF context.

Paragraphs: You define the content of the message by working with paragraphs. You can add existing paragraphs or create new ones.

Attachments: Files can be attached to message templates.

Variables: Messages can contain variables (or "tokens"). For example, if inserting the {Requisition.JobTitle} variable, the message would display the actual requisition title when the message is sent.