Reference Letter Form for References

When applicants complete the Reference Letter Request task, their references fill out the reference letter form that was selected by the recruiter when assigning the task.

To access the form, the applicant's references click the form link in the Reference Letter Request email, provided that the email is configured and active in Email Administration.

Note: The email that is sent to references is not sent to the applicant.

EMAIL NAME EMAIL DESCRIPTION ACTION TYPE
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

Launch & Submit Reference Letter

The following is the workflow for completing reference letter requests:

  1. The reference clicks the form link in the email. This opens the form that the recruiter selected when assigning the reference letter task. Note: Forms are created in Form Management. See Create Form Overview.
  2. The reference fills out the form, including any required field.
  3. The reference clicks Submit. Or, the reference can click Cancel on the form to cancel creating the reference letter.
  4. Once submitted, t confirmation message appears, indicating the form was submitted successfully.
  5. The form is automatically added to the Documents tab on the Applicant Profile page for the applicant.
  6. The Reference Form Completed email is triggered, if configured and active in Email Administration.

Link Validity and Expiration

The link to the form in the Reference Letter Request email is only valid for the current applicant and cannot be reused or resubmitted for a different applicant.

The link expires within 30 days of the date on which the Reference Letter Request email is sent.