Manage Candidates - Request Reference Letters

The Request Reference Letter feature is available from the More drop-down on Manage Candidates and is also available from the applicant carousel.

From the Manage Candidates page, you can request references for one candidate or in bulk. From the applicant carousel, you can request references from one candidate at a time.

Pre-Step Note: A form for completing reference letters must be available in order to use the Request Reference Letter action properly. Forms are created by the administrator in the Manage Forms area of the Form Management functionality.

PERMISSION NAME PERMISSION DESCRIPTION CATEGORY
Request Reference Letter

Grants access to request references from an applicant and assign a reference letter form in Manage Applicants. This permission cannot be constrained.

 Recruiting
EMAIL NAME EMAIL DESCRIPTION ACTION TYPE
Reference Letter Form Complete

This email is triggered when a reference letter form is submitted by the referrer. The email can be sent to External Applicant, Hiring Manager, Internal Applicant, Requisition Owner(s), Requisition Reviewer(s), or a specific user. This email can be configured as a Notification type email. This email is active by default and can be found in the Recruitment action type section of Email Administration.

Use Case: Use this trigger to notify recipients that the referrer has submitted the reference letter.

 Recruiting
Reference Letter Request (to external references)

This email is triggered when the Reference Letter Request task is completed by an applicant in order to send a reference letter request to the external references.

When configuring this email, the email must contain the FORM.LINK tag. If the tag is not included, then referrers will not have a link in the email that opens the reference letter form from which the referrer completes and submits their reference letter. Note: The link to the reference letter form is only valid for the current applicant and cannot be reused or resubmitted for a different applicant.

The email can be sent to External Reference, Hiring Manager, Requisition Owner(s), Requisition Reviewer(s), or a specific user. When configuring this email, the External Reference email recipient must be selected. If this recipient is not selected, then the email will not be sent to the referrer.

This email can be configured as a Notification or Reminder type email. This email is active by default and can be found in the Recruitment action type section of Email Administration.

Use Case: Use this trigger to notify referrers that a reference letter has been requested of them. Reminders can also be set for this email to remind referrers to complete and submit a reference letter for the applicant.

 Recruiting
Request References

This email is triggered when the Reference Letter Request task is assigned to an applicant. The email can be sent to External Applicant, Hiring Manager, Internal Applicant, Requisition Owner(s), Requisition Reviewer(s), or a specific user. This email can be configured as a Notification type email. This email is active by default and can be found in the Recruitment action type section of Email Administration.

Use Case: Use this trigger to notify applicants that they have been assigned the Reference Letter Request task.

 Recruiting

Submit Reference Letter Request from Manage Candidates Page

To submit a reference letter request:

  1. Navigate to Recruit > Manage Candidates.
  2. Check the box to the left of the candidate name.
  3. Select Request Reference Letter from the More drop-down. This opens the Request a Reference Letter flyout. The candidate's name appears in the Candidates list at the top of the flyout.
  4. Select a reference letter request form from the list of forms. The only forms that display are forms that are within your availability.

      Note on E-Signature Forms: Forms that include an e-signature option cannot be used for requesting reference letters via Manage Candidates.

  5. Click Submit. A confirmation message appears indicating whether the request was assigned successfully.

Submitting the form also triggers the Request References email notification, if enabled and active in Email Administration. This email lets the candidate know they have been assigned the request form.

Candidates can launch the form from their My Profile page in the career site (external or internal) or from their Application page in the Career Center (Legacy). From there, they can launch and complete the form.

Submit Reference Letter Request from Applicant Carousel

You can request references letters from one candidate at a time via the applicant carousel. To submit a reference letter request:

  1. Navigate to Recruit > Manage Candidates.
  2. Check the box to the left of the candidate name.
  3. Click View Profile. This opens the applicant carousel.
  4. Click Request Reference Letter from the options menu. This opens the Request a Reference Letter flyout. The candidate's name appears in the Candidates list at the top of the flyout.
  5. Select a reference letter request form from the list of forms. The only forms that display are forms that are within your availability.

      Note on E-Signature Forms: Forms that include an e-signature option cannot be used for requesting reference letters via Manage Candidates.

  6. Click Submit. A confirmation message appears indicating whether the request was assigned successfully.

Submitting the form also triggers the Request References email notification, if enabled and active in Email Administration. This email lets the candidate know they have been assigned the request form.

Candidates can launch the form from their My Profile page in the career site (external or internal) or from their Application page in the Career Center (Legacy). From there, they can launch and complete the form.

Reassign Reference Letter Request

Once a candidate completes a reference letter task, recruiters can reassign the task if needed. The ability to reassign reference letter requests is not available outside Manage Candidates.

Reference letter requests cannot be assigned to candidates who have a reference letter request task in progress.