Email on Manage Candidates – Requisition and Application Custom Fields

With this enhancement, recruiters can add requisition and application custom fields to the email they send from Manage Candidates.

How Does this Enhancement Benefit My Organization?

Recruiters will be able to add much more context to the emails they send to candidates, including customer-specific requisition and application details.

Add Custom Fields to Email Templates

Administrators can edit existing templates or create new templates that include requisition and/or application custom fields.

To access this functionality, go to Admin > Tools > Recruit > Email Templates.

Select the View tags link to display requisitions and application custom fields in alphabetical order. Only tags for custom fields that are available for the user creating or editing the template show in the list.

Note: These tags can be used in “Candidates Email”. They are not available for job alerts.

When editing a template containing tags outside of their availability, users can still see them displayed in the email body. If the tag is removed from the text, users will not be able to find them again in the list of tags using the View Tags link.

Add Custom Fields to Email on Manage Candidates Page

Recruiters can edit or send an email to one or many candidates using a template a blank email.

To access this functionality, go to Recruit > Manage Candidates.

Select the View tags link to display the requisitions and application custom fields listed alphabetically.

Available Custom Fields

Only the custom fields that meet all of the requirements listed below appear on the list of tags in the template and email:

Requisition and Application custom fields.
Custom field configuration where the custom field is active and available to the user creating the template or email. (Admin > Tools > Core Functions > Custom fields administration).
Custom field configuration in Recruiting where the custom field is added to the list of fields and a tag is attached to the custom field. (Admin > Tools > Recruit > Requisition and Applicant Preferences)

It is not possible to see a custom field in the list of tags, if this custom field is not in your availability. Users can use a template containing a tag outside of their availability. To ensure that users can always control what information is sent to candidates, they can see the custom field value in the preview.

Considerations

This enhancement does not cover applicant custom fields.

Implementation

This functionality is automatically enabled for all organizations using the Recruiting module.
If you are still using custom emails or email from template (which are available on the applicant profile), consider transitioning to Email from Manage Candidates which offers more functionalities and a better experience.

Permissions

The following existing permissions apply to this functionality:

PERMISSION NAME

PERMISSION DESCRIPTION

CATEGORY

Requisition: Manage

Grants ability to access and manage all requisitions regardless of ownership (constraints permitting). This permission also grants read-only access to the Applicant Review tab when creating or editing a job requisition. This permission can be constrained by OU, User's OU, and Grade.

Recruiting

Requisition: Owner

Enables owner to access requisitions and applicants for requisitions for which they are an owner. This permission also grants read-only access to video interviews that are completed by applicants via HireVue. For portals with Referral Suite enabled, this permission also enables requisition owners to edit the referral source on the Applicant Profile page. This permission cannot be constrained.

Note: This is a dynamically assigned permission that is not available in Security Role Administration. If the user is removed as an owner, the permission is revoked for the associated requisition. This permission cannot be manually assigned. Also, if a user has both the permission necessary to manage requisitions and be a requisition owner, the constraints of the Requisition: Manage permission overrule those of the Requisition: Owner permission. For requisition owners that do not also have permission to manage requisitions, only certain fields are editable when editing a requisition.

Recruiting

Email Digest Administration - Manage

Grants ability to create, edit, view, and delete email digests. This permission can be constrained by OU, User's OU, User Self and Subordinates, and User. The permission constraints determine which email digests the administrator can edit and delete. This is an administrator permission.

Performance - Administration

The following new permission applies to this functionality:

PERMISSION NAME

PERMISSION DESCRIPTION