Email Triggers for Recruiting

This email is triggered when a user is assigned an onboarding task. This email can be sent to Assignee 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 Employee Onboarding action type section of Email Management.

Use Case: Use this trigger to notify recipients that an integration task has been assigned.

This email is triggered when an integration task is completed. The email can be sent to Onboarding User, User's Approver, User's Future Manager, User's Manager, 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 Employee Onboarding action type section of Email Administration.

Use Case: Use this trigger to notify recipients that an integration task has been completed.

This email is triggered when an onboarding form is assigned to a user through an onboarding workflow. The email can be sent to Form Assignee, User's Future Manager, or a specific user. This email can be configured as a Notification or Reminder type email. This email is active by default and can be found in the Employee Onboarding action type section of Email Management.

Use Case: Use this email to notify or remind a user that they have been assigned an onboarding form as part of an onboarding workflow.

This email is triggered when an onboarding form is completed by a user. The email can be sent to Form Assignee, Form Assignee Manager, User's Future Manager, 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 Employee Onboarding action type section of Email Management.

Use Case: Use this email to notify a user that they have been assigned an onboarding form as part of an onboarding workflow.

This email is triggered when a Forms Pending status is received from CIC Plus. The status is received when there are still pending W-4 forms for a user to complete after they have completed at least one W-4 form on the Paperless Employee website. The email can be sent to Onboarding User, User's Approver, User's Manager, 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 Employee Onboarding action type section of Email Administration.

Use Case: This trigger notifies users that they have pending W-4 forms to complete.

This email is triggered when a form request is completed by the approver. The form request is considered Completed if the request is approved, denied, or denied and returned. The email can be sent to Form Responder, Request Recipient, or a specific user. This email can be configured as a Notification or Reminder type email. This email is active by default.

This email is triggered by the status of the form request, not the status of the form. For example, if the form approval request is denied and returned, the form status is Returned but the email is triggered because the form approval request is considered Completed.

Note: The form responder is the user who submitted the form.

Use Case: This trigger notifies the form responder (user who submitted the form) and approvers that the form approval request is completed.

This email is triggered when a form request is assigned to an approver. The email can be sent to Request Recipient or a specific user. This email can be configured as a Notification or Reminder type email. This email is active by default and can be found in the Form Management action type section of Email Administration.

Use Case: This trigger notifies approvers that they have a pending form approval request to complete.

This email is triggered when a form is assigned to a user. The email can be sent to Form Assignee or a specific user. This email can be configured as a Notification or Reminder type email. This email is active by default and can be found in the Form Management action type section of Email Management.

Use Case: Use this email to send notifications and reminders to users when forms are assigned.

This email is triggered when a form that is associated with a form task is completed. This email is not triggered if the form is not associated with a form task. The email can be sent to Form Assignee, Form Assignee Manager, 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 Form Management action type section of Email Management.

Use Case: Use this email to send notifications to users when form tasks are completed.

This email is triggered when a self-service form is submitted for the given form. The email can be sent to Approver, Form Respondent, Manager, or a specific user. When a form is submitted via proxy, this email is not sent to the proxy user. This email can be configured as a Notification type email. This email is active by default and can be found in the Form Management action type section of Email Management.

Use Case: Use this email to send notifications when self-service forms are submitted.

A copy down completely copies your database from one environment to another. The Copy Down Scheduled email is triggered when a copy down is scheduled in the environment in which the email is enabled. This email must be configured and enabled in each environment in which an organization wants to receive notifications when copy downs are scheduled. For example, if a copy down is scheduled in Pilot from Production, the email is only triggered if the email is configured in Pilot. This email trigger ignores deadbox settings.

The following tags are available for this email trigger:

• DESTINATION.ENVIRONMENT
• PORTAL.NAME
• RECIPIENT.FIRST.NAME
• RECIPIENT.LAST.NAME
• REQUESTOR.EMAIL
• SCHEDULE.DATETIME
• SOURCE.ENVIRONMENT

It is highly recommended that the portal name, source environment, and destination environment email tags are included in the email body to ensure it is clear which portals and environments are being impacted by the copy down.

This email is triggered when an applicant is added to a requisition from Manage Candidates, Candidate Search, Manage Applicants, or the Add Submission page of the Requisition Snapshot. This email can be sent to External Applicant, Internal Applicant, Applicant Reviewer(s), OU Approver, Hiring Manager, Requisition Owner(s). 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 Management.

Use Case

Use this trigger to notify applicants or hiring managers when an applicant is added to a requisition. Applicants can be added to requisitions that they did not apply to from the View Requisition Details page. Applicants require this email as it includes a link to the requisition they were added to so that they can complete the application.

The Availability setting for this email can be configured so that the email triggers for external candidates. The system checks the indirect OU designations for external candidates and sends the appropriate emails for which they meet the availability criteria.

The PASSWORD.RESET.URL email tag is a link that opens a page on which the user can create a password. If this email is sent multiple times to the same recipient, then this URL is regenerated each time and the previous URL is no longer valid. Also, the password reset URL is only valid for 48 hours. If the user does not reset their password within the 48-hour validity period, then the user must click Forgot Password? again to get a new password reset URL.

Configuration Note: When creating the Add Applicant email, be sure to include the PASSWORD.RESET.URL tag so that applicants who do not have a profile on the career site will have quick access to the password creation page. When applicants click the link, they are taken to a page for the career site that prompts them to define a password.

This email is triggered when a Recruiting Agency submits an applicant. The email can be sent to External Applicant, Hiring Manager, Internal Applicant, Requisition Owner, Requisition Reviewer, Responsible Recruiting Agent, or a specific user.

The Availability setting for this email can be configured so that the email triggers for external candidates. The system checks the indirect OU designations for external candidates and sends the appropriate emails for which they meet the availability criteria.

Use Case: Use this trigger to send notifications to owners, reviewers, or recruiting agency users that a Recruiting Agency submitted an applicant to a requisition.

This email is triggered when feedback for an applicant is submitted from the Resume/CV Review page. The email can be sent to Requisition Owner(s). This email can be configured as a Notification type email. This email is active by default and can be found in the Recruitment t action type section of Email Management.

Use Case: An applicant reviewer access the Resume/CV Review page to review applicants. She clicks the Advance button , and then she submits her decision. This will trigger the "Applicant Review Feedback Received" email, provided that it is active and configured in Email Management.

This email is triggered when an applicant's status changes. The Applicant Status Change email must be defined for the associated status in order to trigger. When the email is sent, the recipient will receive the email in their language, if available for the portal. Note: The email is defined by the administrator or recruiter when configuring the requisition template or job requisition, respectively.

The email can be sent to Applicant Interviewer(s), Applicant Reviewer(s), External Applicant, Hiring Manager, Internal Applicant, Requisition Owner(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 Management.

Frequently Asked Questions

How do I define a status change email for the associated applicant status?

Status change emails can be selected for each applicant status on the Applicant Review tab in requisition templates and the default requisition template, as well as when creating and editing job requisitions. See Status Change Emails.

When an applicant submits an application, a notification email can be sent to External Applicant, Hiring Manager, Internal Applicant, or Requisition Owner.

This email also applies to applications submitted via a mobile device. For mobile submissions, the email may be triggered multiple times, depending on the number of times the application is submitted. For example, if the applicant submits a partially completed application from their mobile device, and then completes and submits the application from a desktop device, the Application Confirmation email is sent both times the application is submitted.

The Availability setting for this email can be configured so that the email triggers for external candidates. The system checks the indirect OU designations for external candidates and sends the appropriate emails for which they meet the availability criteria.

Use Case: Use this trigger to send confirmation emails to applicants after they successfully complete an application.

This email is triggered when a user submits an application as a guest. The email can be sent to External Users, Hiring Manager, or Requisition Owner. 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 Management.

The email can include a PASSWORD.RESET.URL tag so that applicants can define a password on the career site for their profile.

Apply as Guest Applicants and Creating Accounts on Mobile-Friendly Career Sites

The Application Confirmation - As Guest email is important to configure for mobile-friendly career sites. When configured and active, all applicants who apply to jobs on mobile-friendly career sites via the Apply as Guest feature will be sent the Application Confirmation - As Guest email, even if they haven't created an account.

This provides applicants with a path back to the career site so that they can create an account.

Claiming an Account

When an applicant who has applied as a guest returns to the career site for the first time to check the status of their application (take an assessment, schedule an interview, etc.) they have two options:

Option 1: Create an account. Because they applied as a guest, most likely they will create a new account with the same email from their application because they have not done this yet. When they create an account, the system will automatically sync their previous application be to their newly claimed account. Their profile will display any previous applications tied to the email address they used to create their account.

Option 2: Go through the forgot/create password flow. If a user remembers that they applied as a guest but did not create a password, then they can trigger the reset password workflow by clicking the Forgot Password link. This will also allow them to create a new password, and then log in to their portal and see all previous applications.

When an assessment is assigned to an applicant, a notification email can be sent to External Applicant, Hiring Manager, Internal Applicant, OU Approver, or Requisition Owner.

Use Case: Use this trigger to send emails to applicants when they are assigned an assessment. The email can include a link to the job application so that the user can easily take the necessary next steps.

• When sent to an external user, the assessment link tag displays as a deep link to the Login/Self Registration page for the career site. After successful login, the user is presented with the assessment immediately.
• When sent to an internal user, the assessment link tag displays as a text string: "Navigate to your Transcript to complete this assessment."

When training is assigned to an applicant, a notification email can be sent to External Applicant, Hiring Manager, Internal Applicant, OU Approver, or Requisition Owner.

The Availability setting for this email can be configured so that the email triggers for external candidates. The system checks the indirect OU designations for external candidates and sends the appropriate emails for which they meet the availability criteria.

Use Case: Use this trigger to send emails to applicants when they are assigned training. The email can include a link to the job application so that the user can easily take the necessary next steps.

• When sent to an external user, the training link tag displays as a deep link to the Login/Self Registration page for the career site. After successful login, the user is presented with the training immediately.
• When sent to an internal user, the training link tag displays as a text string: "Navigate to your Transcript to complete this training."

This email is triggered when an Edge integration assessment is assigned to an applicant, such as a WOTC assessment. This email can be configured as a notification or a reminder, and it can be sent to External Applicant, Internal Applicant, OU Approver, Hiring Manager, OU Approver, or a specific user.

This email only triggers when a successful response is received from the vendor.

Note: The APPLICANT.INTEGRATION.ASSESSMENT.LINK tag must be included in the email. This tag provides a link that the applicant can click to access the assessment.

Note about Auto-Assignment of Pre-Employment Verifications: This email also applies to auto-assignment of pre-employment verifications, via the Automated Candidate Progression (Early Adopter) functionality. For more information, see Feature Activation Preferences.

This email is triggered when a background check is assigned to an applicant. This assignment is dictated by successful assignment in the vendor integration and not solely by clicking the Assign link for a background check. This 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 Management.

The Availability setting for this email can be configured so that the email triggers for external candidates. The system checks the indirect OU designations for external candidates and sends the appropriate emails for which they meet the availability criteria.

Use Case: Use this trigger to send notifications to applicants when they are assigned a background check to complete.

This email is triggered when a background check is completed. This assignment is dictated by successful completion of the background check in the vendor integration. This 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 Management.

The Availability setting for this email can be configured so that the email triggers for external candidates. The system checks the indirect OU designations for external candidates and sends the appropriate emails for which they meet the availability criteria.

Use Case: Use this trigger to send notifications to recruiters when a background check is complete.

This email is triggered when a candidate's applicant status is changed to Hired. The email can be sent to Requisition Owner, Hiring Manager, Next Level Hiring Manager, or a specific user.

Use Case: Use this trigger to notify recipients that a candidate's applicant status has been changed to Hired. This status change indicates that a hiring decision has been made.

Note: Offer letter related tags are only populated in the email if the offer letter has been accepted.

This email is triggered when a candidate response is recorded for a candidate. The email can be sent to Requisition Owner, Hiring Manager, Next Level Hiring Manager, or a specific user.

Use Case: Use this trigger to notify recipients that a candidate response has been recorded for a candidate. This email can also be triggered when a user manually records a response for the candidate from the Offer Letter Management table or when the candidate responds to an offer letter from their My Profile page.

This email is triggered when a user submits their information via Connect With Us. The email can be sent to External Users. This email can be configured as a Notification type email. This email is active by default and can be found in the Recruitment t action type section of Email Management.

When an applicant is passed on, a notification or reminder email can be sent to External Applicant, Hiring Manager, Internal Applicant, OU Approver, Requisition Owner, or Requisition Reviewer.

The Availability setting for this email can be configured so that the email triggers for external candidates. The system checks the indirect OU designations for external candidates and sends the appropriate emails for which they meet the availability criteria.

Use Case: Use this trigger to send notifications to applicants when they are passed on for consideration. The trigger can be configured as a reminder to delay response back to the applicant as necessary.

When a user manually emails an applicant, a notification can be sent to External Applicant or Internal Applicant. This email can be triggered from the Manage Applicants or Application Profile page.

The Availability setting for this email can be configured so that the email triggers for external candidates. The system checks the indirect OU designations for external candidates and sends the appropriate emails for which they meet the availability criteria.

The PASSWORD.RESET.URL email tag is a link that opens a page on which the user can create a password. If this email is sent multiple times to the same recipient, then this URL is regenerated each time and the previous URL is no longer valid. Also, the password reset URL is only valid for 48 hours. If the user does not reset their password within the 48-hour validity period, then the user must click Forgot Password? again to get a new password reset URL.

The EMAIL.CUSTOM.MESSAGE tag can be included as a placeholder in the email. The tag will be replaced by the text in the Custom Message field when emailing applicants via the Send Email from Template action on Manage Applicants or the Application Profile page.

Note: When including the EMAIL.CUSTOM.MESSAGE tag, a carriage return is automatically included at the end of the message that replaces the tag. If you do not want an extra line between the end of the custom message and the rest of the email, place the EMAIL.CUSTOM.MESSAGE tag directly next to the text that follows the custom message.

Note: If you do not include the EMAIL.CUSTOM.MESSAGE tag, the ability to add a custom message is not available when sending a template email from the Applicant Profile page.

Use Case: Use this trigger when sending ad hoc emails to applicants. Ad hoc emails can be sent from the Manage Applicants or Applicant Profile pages. Emails can be sent to one applicant or a batch of applicants.

This email is triggered when an offer is emailed to a candidate. The email can be sent to External Applicant, Hiring Manager, Internal Applicant, Next Level Hiring Manager, or a specific user.

Use Case: Use this trigger to send an offer letter to a candidate. This trigger can also be used to notify other users that an offer letter has been sent to the candidate. Note: If the offer letter is attached to the email as a PDF, any other attachments added during the Send to Candidate workflow step are also added to the email as attachments.

This email is triggered to notify recruiters and hiring managers when an error is received from the vendor during assignment of an integration assessment. This allows recruiters to learn about the error quickly so they can manually re-assign the integration assessment on the Manage Candidates page or automatically by re-adding a candidate to the Assessment Status. The new email is sent if there is an error with a manual or auto-assignment of the integration.

Note: The APPLICANT.INTEGRATION.NAME tag must be included in the email.

This email is triggered when an applicant has successfully completed their custom integration task via their My Profile page in the career site or the assessment via the email link. The email can be sent to External Applicant, Hiring Manager, Internal Applicant, OU Approver, and Requisition Owner. 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 Management.

This email is triggered when an interviewer is removed from an interview session or when an interview session is cancelled. The email can be sent to Applicant Interviewer(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 Management.

This email is used when sending Outlook Meeting Invite cancellations. The email contains an ICS attachment if an ICS attachment has already been created for the interviewer or for the session being cancelled.

Use Case: When an interviewer needs to be removed from an interview session or if an interview session needs to be cancelled, this email trigger is sent in order to notify the interviewer of the cancellation.

Best Practice: It is a best practice to include the COMMENTS.TO.INTERVIEWER tag in the email. This tag will show recipients any comments that the interview scheduler included when cancelling the interview. If this tag is not present in the email, and the interview scheduler entered a comment when cancelling the interview, then the comments will not appear in the email to recipients.

Interview Manager Note: The Interview Manager page is automatically enabled for interviewers. If the interviewer is removed from an interview, the Interview Manager page is no longer visible. Any comments regarding the interview are no longer accessible to the interviewer.

This email is triggered when a user selects the Nudge Interviewer link from the Options column on the Interview Manager page. The email can be sent to Requisition Owner(s), Applicant Interviewer(s), Hiring Manager, 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 Management.

Use Case: Recruiters may want to nudge interviewers when they have not completed their recommendation for an interview. Use this email trigger to notify interviewers that they need to complete their interview recommendation.

This email is triggered when an interview recommendation is pending a response from an interviewer. The email can be sent to Requisition Owner(s), Applicant Interviewer(s), Hiring Manager, or a specific user. This email can be configured as a Notification or Reminder type email. For Reminder type emails, the reminder is triggered a set number of days, hours, or minutes after the initial interview request is sent. This email is active by default and can be found in the Recruitment action type section of Email Management.

Use Case: Use this trigger to send notifications to interviewers when an interview is pending their recommendation. Administrators may want to configure this trigger to fire automatically as a notification or reminder to interviewers to complete their interview recommendations.

This email is triggered when an interview recommendation is recorded by the interviewer. The email can be sent to Requisition Owner(s), Applicant Interviewer(s), Hiring Manager, 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 Management. Note: This email fires when recommendations are recorded either in Cornerstone or HireVue for video interviews.

Use Case: Recruiters and Hiring Managers may want to see when an interview recommendation is recorded for an interview. Use this email trigger to send updates whenever a recommendation in recorded for an interview.

This email is triggered when an applicant scheduling notification is sent to the applicant, and is also triggered when an applicant self scheduled an interview for an interview event. The email can be sent to External Applicant, Internal Applicant, or a specific user. This email is active by default and can be found in the Recruitment action type section of Email Management.

Use Case: When a recruiter schedules an interview, they may want to send a notification to the applicant about the scheduled date, time, and interview type. Use this trigger to notify the applicant that an interview session is scheduled.

This email is triggered when an interview scheduling notification is sent to interviewers. The email can be sent to Applicant Interviewer(s) or a specific user. This email can be configured as a Notification or Reminder type email. For Reminder type emails, the reminder is triggered a set number of days, hours, or minutes before the interview start time. This email is active by default and can be found in the Recruitment action type section of Email Management.

This email is used when sending Outlook Meeting Invite requests. The email contains an ICS attachment if Outlook notifications are enabled by the administrator in Interview Management Preferences.

This email is used when using Outlook Scheduler to preview the email, if the Outlook scheduling option is enabled by the administrator in Interview Management Preferences.

Use Case: When a recruiter schedules an interview, they may want to notify the interviewers about the scheduled date, time, and interview type. Use this trigger to notify the interviewers that an interview session is scheduled.

This email is triggered when a scheduling response is recorded from Outlook. The email can be sent to Requisition Owner(s), Applicant Interviewer(s), Hiring Manager, 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 Management.

This email is used when Outlook Meeting Invite requests are accepted or denied. The email only fires when the recipient responds with either Accept, Tentative, or Decline. If the recipient responds with Tentative, then the response is treated as a decline. Note: The option to accept or decline a meeting invite is a standard feature in Outlook. This email fires when the recipient clicks either the Accept or Decline button in the invite.

Use Case: Owners and hiring managers may want to be updated when an interview request response is recorded in Outlook. Use this email trigger to send notifications to recruiters when a response is recorded in Outlook.

This email is triggered when an invitation to apply is sent. The email can be sent to Requisition Owner, Requisition Reviewer, Hiring Manager, Invitation Recipient, or a specific user.

Use Case: Use this trigger to send invitations to apply to applicants who have not completed an application or who were found during an applicant search.

Note: The APPLICANT.STATUS, APPLICANT.STATUS.CHANGE.DATE, APPLICATION.DATE, and APPLICATION.REVIEW.LINK tags are not available for this email trigger.

This email is triggered when a recruiter sends a self schedule invitation to an applicant for an interview event. The email can be sent to Applicant, Hiring Manager, Requisition Owner(s), Requisition Reviewer(s), or a specific user. 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 Management.

Use Case: Use this email to send a message to the applicant regarding self scheduling an interview event. With this link, the applicant can schedule themselves into an interview event.

This email is triggered when a requisition is posted that meets an internal or external applicant’s job alert criteria. This email can be sent to Alert Recipient (Internal) or Alert Recipient (External). 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 Management.

For external recipients who elect to receive daily job alerts, the job alerts are sent at 1:00am PST each day but only if there is at least one open requisition that meets the criteria the applicant defined for the job alert. Note: If a requisition opens and closes in the same day, the closed requisition is not included in the daily job alert.

For external recipients who elect to receive weekly job alerts, the job alerts are sent each week at 1:00am PST beginning one week from the date on which the job alert is created. However, the email is only triggered if there is at least one open requisition that meets the criteria the applicant defined for the job alert.

Use Case: Use this trigger to send job alerts to internal and/or external applicants, informing them of open requisitions that match their job interests. For external recipients, the email is triggered on either a daily or weekly basis, depending on how the external applicant configures the job alert on the career site. For internal recipients, the email is triggered immediately when a job, for which the user has expressed an interest, is posted to Career Center, provided the user meets the availability criteria for the requisition.

This email is triggered when a duplicate applicant is merged under a target profile. The email can be sent to Hiring Manager, Merged Applicant, Requisition Owner(s), Target Applicant (this is defined as the applicant with whom the merged applicant is merged), 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 Recruiting action type section of Email Management.

Use Case: Use this trigger to send notifications that duplicate applicant profiles have been merged and that all merged applications are compiled under the target profile.

When a user posts a new comment for an applicant, a notification email can be sent to Requisition Owner, Hiring Manager, OU Approver, or Applicant Reviewers.

Use Case: Use this trigger to send notifications to users who are interested in receiving emails when new comments are posted for applicants. Reviewers may want to see what other reviewers are commenting about an applicant.

When a user creates a new applicant profile, a notification email can be sent to User. This trigger is used to inform applicants that they created a new profile. Note: This trigger only works for profiles created from the Create Profile page and does not trigger emails when applicants use LinkedIn or other 3rd party profile generation tools.

The Availability setting for this email can be configured so that the email triggers for external candidates. The system checks the indirect OU designations for external candidates and sends the appropriate emails for which they meet the availability criteria.

The PASSWORD.RESET.URL email tag is a link that opens a page on which the user can create a password. If this email is sent multiple times to the same recipient, then this URL is regenerated each time and the previous URL is no longer valid. Also, the password reset URL is only valid for 48 hours. If the user does not reset their password within the 48-hour validity period, then the user must click Forgot Password? again to get a new password reset URL.

Use Case: Use this trigger to send emails to applicants to confirm that they created a new applicant profile. This trigger could be used to drive applicants back to a Career Site after they create a profile.

Use Case: Use this trigger to notify recipients that an offer letter approval decision has been made by an approver.

This email is triggered when an offer requires approval. The email can be sent to Next Approver, Requisition Owner, Hiring Manager, Next Level Hiring Manager, or a specific user.

Reminder emails are triggered when an offer that requires approval has not been responded to by the approver. The email continues to fire based on the interval configured for the reminder.

Use Case: Use this trigger to notify recipients of an offer that requires their approval. It is possible (and likely) to send multiple emails using this trigger at multiple times.

• If the approval workflow utilizes sequential approval by multiple recipients, then the email is sent to the next approver only after the previous recipient approves the offer.
• If the approval workflow utilizes concurrent approval by multiple recipients, then the email is sent to all recipients within a tier simultaneously.

Use Case: Use this trigger to remind recipients of an offer that requires their approval. It is possible (and likely) to send multiple emails using this trigger at multiple times.

Note: If the recipient is "Next approver(s) if offer is pending" and there is at least one approver who is configured on the offer letter as "Approver," then the Offer Pending Approval email is only sent to the "Next approver(s) if offer is pending" recipient. This means that users who are defined as "Notification-Only Approver" on the offer letter will not also receive this email.

This email is triggered when the Send button is clicked in the Send Onboarding Notifications pop-up from the Applicant Profile page. This email can be sent to External Applicant, Hiring Manager, Internal Applicant, Next Level Hiring Manager, Requisition Owner(s), 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 Management.

The Availability setting for this email can be configured so that the email triggers for external candidates. The system checks the indirect OU designations for external candidates and sends the appropriate emails for which they meet the availability criteria.

Use Case: Use this trigger to notify the applicable personnel of a new hire's start date to ensure that the necessary provisions will be provided in preparation for beginning employment.

Use Case: When a hiring manager brings on a new person in a Sales position, the recruiter needs to work with a number of different groups within the organization to prepare for the new employee’s first day. At the very least, this involves six departments and personnel, including the following:

• The Technology team needs to provision a new computer and telephone.
• The Facilities team needs to ensure building access and parking for the new employee, as well as a clean workspace.
• Human Resources needs to distribute new hire materials and gather personnel information.
• Finance needs to set up accounts for the new employee.
• The Training team needs to register the employee for trainings.
• The new hire’s manager should be notified of the start date and should be prompted to prepare for the new employee’s arrival.

By configuring emails to be sent to each of these departments and personnel, the hiring manager can ensure that all pertinent parties are notified of their responsibilities well in advance of the employee's start date.

Best Practice: It is a best practice to provide a clear title for each email template. Typically, this email is only sent by recruiters who do not have access to Email Management from which to view the email content. Recruiters select one or more of the email templates from the Applicant Profile page, but they are not able to preview the email before sending it. Providing a clear title for each email helps recruiters know which template(s) are appropriate to select when sending onboarding notifications. Without a clear title, recruiters may send the wrong emails and fail to notify the appropriate personnel about upcoming new hires.

This email is triggered when an On Demand Video Interview is assigned to an applicant. The email can be sent to Applicant Interviewer(s), External Applicant, Hiring Manager, Internal Applicant, Requisition Owner(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 Management.

The Availability setting for this email can be configured so that the email triggers for external candidates. The system checks the indirect OU designations for external candidates and sends the appropriate emails for which they meet the availability criteria.

Use Case: Use this trigger to send notifications to applicants when they have been assigned an On Demand Video interview. This email may include a link for the user to complete their video interview, if the appropriate tag for the link is included in the body of the email.

This email is triggered when an applicant completes an On Demand Video interview. The email can be sent to External Applicant, Hiring Manager, Internal Applicant, Requisition Owner(s), Applicant Interviewer(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 Management.

The Availability setting for this email can be configured so that the email triggers for external candidates. The system checks the indirect OU designations for external candidates and sends the appropriate emails for which they meet the availability criteria.

Use Case: Use this trigger to send notifications to requisition owners and interviewers when an applicant completes an On Demand Video interview. Interviewers may want to use this email trigger as a notification to let requisition owners and interviewers know when to review an applicant’s submitted video interview.

This email is triggered when a user refers a requisition in the internal career site or Career Center (Legacy). The email can be sent to Hiring Manager, Referral Recipient, 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 in Email Management.

Note: A custom message can be added by the sender. In order for a custom message to appear to the recipient, the EMAIL.CUSTOM.MESSAGE email tag must be included when configuring the email in Email Administration.

This email is triggered when an applicant expresses interest in a job by creating a job alert. The email reminds applicants to apply for the job after creating a job alert for the requisition. The email displays to the applicant in the applicant's browser language.

The content of the email is as follows:

Use Case: An administrator activates the Reminder to Apply email in Email Management to ensure that applicants are reminded to apply to job requisitions for which they express interest.

This email fires when a final approval or denial decision is reached for a requisition that is pending approval. The email is used to send notifications about the final status of a requisition to the requisition owner, reviewer, and other users. The email can be sent to a specific user or the role of Requisition Owner, Hiring Manager, or OU Approver.

Use Case: A hiring manager would like to be informed when a requisition for which they are an approver is approved or denied. The administrator configures the Requisition Approval Final Status email to be sent to the hiring manager when the requisition has a final approval or denial status.

This email is triggered when a requisition is closed or cancelled. The email can be sent to Requisition Owner, Requisition Reviewer, Hiring Manager, Recruiting Agencies, Active Applicants, or a specific user. Note: Sending to Recruiting Agencies includes the email address that is associated with the default user defined for the agency by the administrator.

The Availability setting for this email can be configured so that the emails trigger for external candidates.

Use Case: Use this trigger to send notifications to owners, reviewers, or recruiting agency users that a requisition has been closed or cancelled.

When a requisition requires approval, a notification or reminder email can be sent to Next approver if requisition is pending, Requisition Owner, or Hiring Manager.

When configured as a reminder email, the emails are triggered when the approver has not yet submitted an approval decision for a requisition by the time the reminder time has elapsed. The email continues to fire based on the interval configured for the reminder.

Use Case: Use this trigger to notify recipients of a requisition that requires their approval. It is possible to send multiple emails using this trigger at multiple times.

• If the approval workflow utilizes sequential approval by multiple recipients, send email to next approver only after previous recipient approves the requisition.
• If the approval workflow utilizes concurrent approval by multiple recipients, send email to all recipients within a tier simultaneously.

Use Case: Use this trigger to remind approvers repeatedly that they have one or more requisitions pending approval. The reminder helps to ensure that requisitions are approved in a timely manner.

This email notifies recruiting agencies that a new requisition has been posted. This email can be sent to Recruiting Agencies, Hiring Manager, Requisition Owner(s), and Requisition Reviewer(s). This email can be configured as a Notification type email. This email is active by default and can be found in the Recruitment t action type section of Email Management.

Note: This email will fire each time the Post button is clicked in the Recruiting Agencies section of the Edit Postings page, even if there are no changes to the postings for the agencies that are listed. For example, a requisition is posted to Agency A. The next day, the same requisition is posted to Agency B. Agency A will receive the Requisition Posted to Agency email both times the requisition is posted.

This email is triggered any time a requisition moves to the Open status, regardless of whether or not the requisition is being posted at that time to any career sites, job boards, etc. The email can be sent to Requisition Owner, Requisition Reviewer, Hiring Manager, or a specific user.

Open Status Note: If there is no approval workflow, a requisition moves into an Open status immediately upon submission. If there is an approval workflow, the requisition moves into an Open status when the approval workflow is completed.

Use Case: Use this trigger to send notifications to owners, reviewers, or recruiting agency users that a requisition has been posted. This trigger will also send notifications when a requisition is edited and re-opened.

This email is triggered when a requisition request is accepted or declined. The email can be sent to Request Reviewer(s), Requester, 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 Management.

Use Case: Hiring managers would like to be notified when a reviewer responds to their requisition request. This email is used by hiring managers to view the response to their requests.

This email is triggered when a requisition request is successfully submitted. The email can be sent to Request Reviewer(s), Requestor, 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 Management.

Use Case: Requisition reviewers would like to be notified when a hiring manager submits a requisition request. This email is used by reviewers to know when they have a request to review.

This email is triggered when an applicant is moved into a Review status type. The email is also triggered when a new reviewer has been added, and the applicant is already in a Review status type.

This is a Notification type email and can be sent to External Applicant, Hiring Manager, Internal Applicant, OU Approver, Requisition Owner, or Requisition Reviewer.

The Availability setting for this email can be configured so that the email triggers for external candidates. The system checks the indirect OU designations for external candidates and sends the appropriate emails for which they meet the availability criteria.

When configuring this email, you can include the REVIEW.APPLICANT.RESUME.LINK tag. This tag displays the applicant's full name as a link that opens the Resume/CV Review page.

Use Case: Use this email to send notifications to reviewers and hiring managers when an applicant is ready to be reviewed.

This email provides applicant reviewers with a daily summary of applicants who have been moved to the first instance of the status type of Review, whether for open or closed requisitions. In addition, a new email tag is added.

This email is triggered once a day at 5:00pm GMT. This email only fires if there is at least one applicant who has been moved into the first instance of the Review status type for a requisition during the past day.

This email can be sent to Applicant Reviewer and cannot be carbon copied. This email can only be configured as a notification type email and is active by default.

Note: This email is only available to users with permission to review requisitions.

Use Case: An executive is an Applicant Reviewer for several open requisitions within a corporation. The executive currently receives one email for each applicant who is moved to the first instance of a Review status type for each requisition for which the executive is an applicant reviewer. This results in a large quantity of emails. Instead, the executive would like to receive one email daily that lists all applicants who have been moved into the first instance of the status type of Review for all of the requisitions for which the executive is listed as a reviewer.

Implementation Note: A status type of Review must be active in Applicant Statuses in order for the Review Applicant Daily Summary email to trigger. The email must also be configured and active in Email Management.

Email Tag SSO Note: The REVIEW.APPLICANT.RESUME.SUMMARY email tag is SSO enabled. Hiring managers can click the link and access applicants without having to log in to the portal. For organizations that do not use SSO, hiring managers will be directed to the custom login page.

Use Case: Use this trigger to notify a candidate that they have an offer letter pending approval in their candidate profile. This trigger can also be used to notify other users that an offer letter has been sent to the candidate.

This email is triggered when an SHL assessment is assigned to an applicant. One email is sent per assessment, even if there are multiple assessments in the same application workflow. The email can be sent to External Applicant, Hiring Manager, Internal Applicant, OU Approver, Requisition Owner(s), or a specific user. This email can also be sent to a specific job role, which includes Hiring Manager, OU Approver, and Requisition Owners(s). 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 Management.

Use Case: An applicant begins an application and requests an assessment. The applicant does not finish the assessment. At a later date, the applicant needs a way to return to assessment. The applicant can access the Assessment Assigned email that includes a link to their applicant profile for the specific position.

This email is triggered when an SHL assessment is completed by an applicant within the vendor integration site. The email can be sent to External Applicant, Hiring Manager, Internal Applicant, OU Approver, Requisition Owner(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 Management.

Use Case: Hiring managers would like to be notified when an applicant has completed an assessment so that they can view the assessment results on the Manage Applicants page.

Note: Once the applicant submits the application, if the assessment completion email is configured for the portal, then the email is triggered for each completed assessment in the application. A single completion email is not sent for all of the assessments in an application.

This email is triggered when a submission is accepted as a qualified applicant, which is also known as the point at which the submission receives a candidate date in the database. The email can be sent to External Applicant, Hiring Manager, Internal Applicant, Requisition Owner, Requisition Reviewer, Responsible Recruiting Agent, or a specific user.

The Availability setting for this email can be configured so that the email triggers for external candidates. The system checks the indirect OU designations for external candidates and sends the appropriate emails for which they meet the availability criteria.

Use Case: Use this trigger to send notifications to owners, reviewers, or recruiting agency users that a submission was accepted into the Applicant pool for a requisition. The accepting of a submission indicates that the submission is a qualified applicant and may trigger cost updates for the Recruiting Agency.

This email is triggered at the beginning of each day and provides a list of the interviews that are scheduled for the day on which the email is triggered. The email can be sent to Applicant Interviewer(s). This email can be configured as a Notification type email. This email is sent at 5 a.m. each day if the email is active, but the email is only sent to interviewers who have one or more interviews scheduled for the day on which the email is sent. This email is active by default and can be found in the Recruitment action type section of Email Management.

Use Case: Use this trigger to send notifications to owners and interviewers when they have interviews scheduled. Interviewers and recruiters may want to a full day summary of all interviews that they have scheduled for the current date.

Use Case: Use this trigger to send notifications to owners and reviewers when an applicant chooses to withdraw from an application. Administrators may also want to send a confirmation email to the applicant after they have withdrawn their application.

Note: See the Overview topic in the Agency Portal section of Online Help for more information about the Responsible Recruiting Agent role. See Agency Portal Overview.

This email is triggered when a user record change that was set with a future effective date attempts to process and an error is generated. The email can be sent as a notification to User, User's Manager, User's Approver, or a specific user.

The EFFECTIVE.DATING.ERROR.DESCRIPTION tag can be included in the email message to include the description of the effective dating error. If there are multiple errors, then each error description is displayed on its own line in the message.

If the Password Reset Option in Password Preferences is set to Reset By Email Notification, then the Forget Password email is triggered when a user clicks Forgot Password? on the Login page. This email can be sent to External User or Internal User. If the user clicks Forgot Password? multiple times and a password reset URL is included in the email, then a new URL is generated for each email and the previous URL is no longer valid.

This email must be configured for administrators to select the "Send Password Reset Email to user's email address" option when resetting a user's password on the Admin - Users page.

The PASSWORD.RESET.URL email tag is a link that opens a page on which the user can create a password. If this email is sent multiple times to the same recipient, then this URL is regenerated each time and the previous URL is no longer valid. Also, the password reset URL is only valid for 48 hours. If the user does not reset their password within the 48-hour validity period, then the user must click Forgot Password? again to get a new password reset URL.

Defining Availability

The availability settings do not apply to external users when External User is added as a recipient in the Send To field.

When Internal User is added to the Send To field, the availability settings defined in the Availability field apply to internal users based on the organizational unit (OU) to which they belong. The following rules apply by OU:

This email is triggered when a learning assignment draft is created, and the following are true:

• The High User Count threshold is exceeded
• The Restrict Submission setting is enabled
• The administrator who created the draft does not have permission to submit the draft

This email is triggered an additional time if an administrator edits and saves the same draft if all of the criteria are still true.

Example 1: Administrator A creates a draft assignment with a user count that is above the High User Count threshold, but the Restrict Submission setting is disabled. The email is not triggered.

Example 2: Administrator A attempts to create a learning assignment that exceeds the High User Count threshold, and the Restrict Submission setting is enabled. Administrator A does not have permission to submit draft assignments. Administrator A receives the High User Count restriction and the can only save the assignment as a draft, and this triggers the LAT Draft Review email.

This email can be configured to be sent to Draft Reviewers or specific users. When this email is sent to Draft Reviewers, this includes all administrators who have the Assignment Tool - Submit Draft permission regardless of permission constraints. Administrators may further restrict the recipient list by adding specific users or by restricting with availability.

This email can be configured as a notification and is triggered when a new user record is created via the Admin - Users page. This email is not sent to users who are created via a data feed. This email can be sent to the User Created, User Creator, or the User's Manager.

The PASSWORD.RESET.URL email tag is a link that opens a page on which the user can create a password. If this email is sent multiple times to the same recipient, then this URL is regenerated each time and the previous URL is no longer valid. Also, the password reset URL is only valid for 48 hours. If the user does not reset their password within the 48-hour validity period, then the user must click Forgot Password? again to get a new password reset URL.

This email is triggered when a training item is about to be deactivated. This email is only triggered when the course is set to deactivate on a specific date via the Deactivate this course setting in the Course Catalog > General settings. This email is not triggered when the course is deactivated by via the Active checkbox. The email can be sent to Training Contact and Training Owner. This email can be configured as a Reminder type email. This email is active by default and can be found in the System Administration action type section of Email Management.

Use Case: An administrator would like to be reminded that a training item is set to deactivate on December 31st. The Training Deactivation email is configured to trigger one week before the training item deactivates. When the administrator receives the email, the administrator reviews the training item to determine whether or not to reset the deactivation date, allow the course to become inactive, or remove the deactivation settings altogether.

Training has been updated to a new version, or pre-work, post-work, or a prerequisite is has been updated or added to the LO.

This is triggered by the user getting automatically updated to a new version of a LO. This email is only triggered by updates to LOs that are versioned, such as an online course, material, test, or curriculum. This email will not trigger for child LOs when they are versioned; in case of child LO versioning, the email will only trigger for the curriculum on the user's transcript.

The TITLE tag enables email recipients to know which learning object (LO) is updated. This tag displays the name of the LO.

The MATERIAL.START.DATE tag displays the material's start date. If the material has multiple versions, then this tag is specific to the material version. If this field is not defined for the training, then this tag is not included in the email.

The MATERIAL.END.DATE tag displays the material's end date. If the material has multiple versions, then this tag is specific to the material version. If this field is not defined for the training, then this tag is not included in the email.