Application Custom Fields in Recruiting Emails

Prior to this enhancement, recruiters manually generate emails containing valuable information about candidates. This process was very time consuming and error-prone.

With this enhancement, recruiters can now add a tag to application custom fields and insert application custom field tag into email templates. Application custom field tags automate the process of sharing application information to reduce the recruiter's workload and ensures that the shared data is standardized and reliable.

The process is as follows:

1. Create an application custom field: Go to ADMIN > TOOLS > CORE FUNCTIONS > CUSTOM FIELD ADMINISTRATION.
2. Define tags: Go to ADMIN > TOOLS > RECRUIT > REQUISITION AND APPLICANT PREFERENCES. Add the field, then click Edit to create a tag.
3. Include the tag in an email trigger: Go to ADMIN > TOOLS > CORE FUNCTIONS > EMAIL MANAGEMENT. Edit the needed triggers. All email tags are available in the drop-down.

Email triggers

The following email triggers support application custom fields:

Applicant Form Complete	Interview Scheduling Notification – Interviewer(s)
Applicant Status Change	Interview Scheduling response
Assign Applicant Assessment	Invitation to Interview Event (Applicant Self Schedule)
Assign Applicant Form	New Applicant comment posted
Assign Integration Assessment	Offer Approval Decision
Candidate hired	Offer Pending Approval
Candidate Offer Response Received	OnDemand Video Interview Assigned
Disposition	OnDemand Video Interview Completed
Email Offer to Candidate	Reference Letter Form Complete
HireRight Background Check Assigned	Reference Letter Request (to external references)
HireRight Background Check Completed	Request References
Integration Assessment Completed	Review Applicant
Interview Cancelled Notification	Send Offer to Candidate Profile
Interview Recommendation Nudge	SHL Assessment Assigned
Interview Recommendation Pending	SHL Assessment Completed
Interview Recommendation Recorded	Voluntary withdrawal
Interview Scheduling Notification – Applicant

Blank Values and Translations

The following information defines behavior for blank values and translations:

Custom Field Type	Value in email if blank or never edited	supports localization
Checkbox	Unchecked will display No	Default localization (Yes/No)
Date field	Shows blank​	​ No​
Dropdown with Select​​	Shows blank if value is Select	Values can be localized
Dropdown with default value​	Shows default value if unchanged​	Values can be localized​
Multiple checkbox without default​	Shows blank​	Values can be localized​
Multiple checkbox with default​	Shows default value(s) if unchanged​	Values can be localized​
Numeric field​ ​	Shows blank​	No
Radio button​ ​	Shows default value if unchanged​	Values can be localized
Scrolling text box​ ​	Shows blank	No​
Short text box​ ​	Shows blank​	No

Implementation

This functionality is automatically enabled for all organizations using the Recruiting module.

Permissions

The following existing permissions apply to this functionality:

PERMISSION NAME

PERMISSION DESCRIPTION

CATEGORY

Email - Edit From Address

Grants ability to edit the "from" address when creating or modifying an email trigger. In addition, the Allow user to change email address option must be selected in Email Preferences. This permission works in conjunction with the Global Email Administration - Manage permission. This is an administrator permission.

Core Administration

Email Preferences - Manage

Grants ability to manage Email Preferences, which includes defining end users' ability to change their email address and the associated email notifications when emails are changed. This is an administrator permission.

Core Administration

Emails by Learning Object - Manage

Grants access to create, edit and delete custom email templates/triggers at the learning object level. When viewing Course Console, this permission also grants ability to view and manage email triggers at the LO level. This permission works in conjunction with the Course Catalog - Update and Course Catalog - View permissions. This permission can be constrained by OU, User's OU, User's Self and Subordinates, and User. This is an administrator permission.

Learning - Administration

Emails by Learning Object - View

Grants access to view custom email triggers at the learning object level. When viewing Course Console, this permission also grants ability to view email triggers at the LO level. This permission works in conjunction with the Course Catalog - Update and Course Catalog - View permissions. This permission can be constrained by OU, User's OU, User's Self and Subordinates, and User. This is an administrator permission.

Learning - Administration

Global Email Administration - Manage

Grants ability to manage email trigger templates across all active modules in the portal. Enables creating, editing and deleting email message templates for various system actions and workflows. This permission can be constrained by OU, User's OU, User Self and Subordinates, and User. This is an administrator permission.

Core Administration

Global Email Administration - View

Grants view only access to email templates/triggers and email logs at the global level for the portal. This permission can be constrained by OU, User's OU, User Self and Subordinates, and User. This is an administrator permission.

Core Administration

Requisition Preferences - Manage

Grants ability to access and manage Requisition and Applicant Preferences. This permission cannot be constrained. Note: Users with the Requisition: Manage permission will not be affected by Field Level Access settings.

Recruiting Administration