Email

Within Recruitment Manager a function is available to send individual or bulk email messages. The 'Email' field must be ticked in a Candidate / Client Contact record's 'Privacy' section to enable this communication. Where the 'Email' field has not been ticked and a user has security permission, an option is available to ignore the setting and send the message if required.

Users are also able to attach documents from within Recruitment Manager to emails.

When entering a new email address, the system validates that the email has at least one character before the @, before the period (.) and after it. For example: 'test@test.com' would be valid.

Send a single Email message

1	Within a record such as the Client Contact record, click on the Contact's email address. The Email Message screen is displayed. Where the recipient’s ‘Email’ field has not been ticked, a link to the ‘Opt Out Recipient List' is displayed. To send the email to the opt out recipient, see ‘To send an Email to opt out’ recipients'
2	The Send To fields defaults to the person's first email address, select the second option or both if required.
3	To use an email template, click on the select template icon and select the template required.
4	To apply merge fields, select the merge tag icon and click on the items required. Selected merge fields display in the message body.
5	Enter in the message body in the Message field. Where a template has been applied, the details can be edited if required.
6	To add a comment, tick Comment and update the fields provided. This item displays where configured in Maintenance > General Items - Email / SMS Suppress Add Comment.
7	To attach an item from your computer files, select Attach. Attached files display in the 'Attach File' field.
8	To attach an item from within Recruitment Manager, select the RM Attach action. The ‘Lookup Attachment’ screen displays the current record’s documents by default for selection. To attach a doco from another record, use the record filter and Search tool to find the item required. Attached files display in the 'Attach File' field.
9	If attaching documents, in the Lookup Attachment screen select the documents required and click on Apply.
8	To send the Email, select Send.

To send a bulk Email message

1

Navigate to a search screen and run a search to find the list of Client Contacts or Candidates that need to be messaged. See the section Searching for details.

2

In the left hand side of the result list, tick the recipients required (or tick at the top of the list to select all). Where you wish to use filters, ensure you only tick recipients after you have applied filters to the list. Note: This feature is available in version 11.36 on.
The Bulk Email action is editable.

3

From the list select Bulk E-Mail.

The Email message screen is displayed.

Follow the steps described in To send a single Email message above to complete the process.

Where one or more recipient's 'Email' fields have not been ticked, a link to the 'Opt Out Recipient List' is displayed. To send the message to opt out recipients, see 'To send an Email to 'opt out' recipients'.

Send an Email message to recipients who have opted out to receiving emails

1

Follow the steps in 'To send a single Email message' or 'To send a bulk Email message' as required, to display the Email screen.
The Email message screen is displayed.
Where one or more recipients have opted out to receiving Email, an 'Ignore' tickbox is displayed. A link to an 'Opt Out Recipient List' is also displayed. Select this link to see the list.

2

Select Ignore.
The 'Opt Out Recipient List' Candidates / Client Contact details are inserted into the 'Email' field.
Follow the steps described in 'To send a single Email message' or 'To send a bulk Email message' to compile and send the message