Create Offer Letter Template

The Create Template page enables administrators to create offer letter templates. Templates can be created using formatting design tools as well as dynamic tags that pull information from the system.

To create offer letter templates, go to Admin > Tools > Recruit > offer letter templates. On the Offer Letter Template Management page, click the Create Template link.

Name

Enter the name of the offer letter in the Name field. The character limit is 50. This is a required field.

Description

Enter the offer letter description in the Description field. The character limit is 500. The description appears in the Description column on the Offer Letter Template Management page and is used for administrative identification purposes only.

Availability

The Availability option enables you to create/edit offer letter templates for specific Location OU. The Location OUs that are selected will be the only OUs for which the template will be available to select when creating offer letters.

To define the availability:

  1. Click the Availability drop-down. The following two options display:
    • All Users
    • Location
  2. Select All Users to make the template available for all Location OUs when configuring the offer letter on the Applicant Profile page. Then, click Add to add the selection to the template.
  3. Select Location to make the template available for a specific Location OU that is selected when configuring the offer letter on the Applicant Profile page.
  4. If you select the Location option, click the Select icon to open the Select Location pop-up and add a Location OU. Only one Location OU can be added at a time. To add more OUs, click the Select icon again and add another OU.
  5. Check the Include Subordinates option to include subordinate Location OUs.
  6. Click Save to save the template settings.

Active

The Active box is checked by default and determines the active status of the template. Active templates populate the Offer Letter Template field on the Offer Letter step when creating a job requisition template or job requisition, as well as when configuring the offer letter on the Applicant Profile page.

Inactivating an offer letter template only affects future use of the template and does not affect requisition templates, requisitions, or offer letters that are currently using the template.

View Tags

Click the View Tags link to display the tags that are available for use in an offer letter template. The information for the tags is pulled from the Offer Details section of the Applicant Profile page first, and then from the job requisition if the information is not available on the Applicant Profile page.

If the information for a tag is not available from the offer details or job requisition, then there is no information that appears for the tag on the offer letter. Note: In such cases, the actual tag does not appear on the offer letter. The place where the tag information would have appeared is blank. For example, if the Pay Cycle field is not completed for the offer letter and the OFFER.PAY.CYCLE tag is included in the letter, then the tag is replaced with a blank space.

Custom Recruiting Fields

In addition to the standard tags, custom fields for Recruiting can be added to the offer letter. The custom fields are added via tags, which can be viewed by clicking the View Tags link. This opens the View Tags pop-up. The custom fields that display in the tags pop-up are the fields for which the administrator meets the availability criteria. If the user does not have availability to see the Custom Field, the tag is hidden in the View Tags pop-up.

Custom Offer Letter Fields

If offer letter custom fields are active and available, then the associated tags display in the View Tags pop-up. All tags for offer letter custom fields begin with OFFER.CUSTOM. The Description column for such tags is blank.

View PDF

Click the PDF icon to preview the letter in Adobe Acrobat®.

Offer Letter

Create the template using the WYSIWYG editor. The WYSIWYG (What You See Is What You Get) tool provides configuration tools, such as images, fonts, colors, formatting, and tables. There is also a Copy from Word feature that enables administrators to import from Microsoft Word, preserving the formatting used in the Word document. For more information about the WYSIWYG tool, see the WYSIWYG Tool Considerations section in the Create New Email topic in Online Help.

Once all fields are completed, click Save to save the template.

Editing an Offer Letter Template

Editing a template follows the same steps as the offer letter template creation process. Edits made to a template that is currently associated with a job requisition template, job requisition, or offer letter only affect future instances of the template.