Questionnaire Email Template Maintenance

Automated email messages can be triggered by the system when certain events occur in order to communicate information to candidates who submit job applications via an online job board.

The following types of email messages can be sent by the system:

• Auto Response - Job Application Auto

• Response - Applicant Discarded

Job Application messages are triggered and sent to a candidate when a candidate submits an application for a job that is advertised on a job board and, based on their responses to the questionnaire for the advertised position, the candidate successfully enters a referral workflow. Such messages inform the candidate that their application has been received successfully and that they will be taken into consideration for the advertised position.

Applicant Discarded messages are triggered and sent to a candidate whenever a candidate submits an application for a job that is advertised on a job board and, based on their responses to the questionnaire for the advertised position, the candidate is rejected. Such messages inform the candidate that their application has been unsuccessful.

In order for the system to send any of the above mentioned email message types, templates need to be configured for each email message type. The templates define the content of each of the message types as well as other parameters that determine how and when the messages are sent. The Maintenance area within the Questionnaire Maintenance application allows these templates to be created and maintained.

Each email message template is linked to a country and, optionally, a specific agency brand and specific agency office. This means that different templates can be created for each country, agency brand and agency office.

Which template is used depends on which agency office manages the job order for the advertised position. When an email message is triggered, the system searches for and uses an email template linked to the managing agency office. If there is no email template for the managing office, the system searches for and uses an email template linked to the agency brand to which the managing office belongs. If there is no email template for the agency brand, the system searches for and uses an email template linked to the country to which the managing agency belongs. Only one email template can be created for each country/brand/office combination.

Each email template has a flag that determines if the template is currently active or inactive. The system will only use active templates when creating an automated email. Templates are flagged as active by default. However, a template can be flagged as inactive to prevent it from being used until an appropriate time if necessary.

Merge tags can be included in an email message template in order to output variables such as the candidates name and the job order number and position name within an email message.

Message Delay

When a candidate submits an application via a job board, the system can reject that candidate instantaneously based on the candidate's questionnaire responses. However, an instant Applicant Discarded email may give a candidate the impression that their application has not been subjected to adequate consideration before being rejected. This in turn may discourage the candidate from applying for other positions via the same job board in the future.

Therefore, Applicant Discarded email message templates allow a delay frequency type and a delay frequency to be specified. The delay frequency type determines if the rejection email is sent a matter of hours or days after the submission of the candidate's application. The delay frequency determines the number of hours or days by which the sending of a rejection email is to be delayed respectively. This can be set to 0 if necessary but this is not recommended.