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Home > Guides > User Guide > Managing Applicants > Correspondence

Correspondence

Page Location: Applicant File > Correspondence

This page was updated with version 9.1. 

Based on Group Security settings, users can add, edit or delete correspondence records.

The Correspondence Page is where email and letter communication with the applicant is stored.  For this overview, the focus will be items triggered by manual addition to the Correspondence page.


Letters can be created on this page or via the Offers tab of the Activity page. 

Emails can be created via any of the following methods. 

  1. Automatically triggered when the applicant applies for a position.
  2. Triggered from the Inbox view.
  3. Triggered from the Applicants page of the Requisition.
  4. Triggered after searching for applicant using the Applicant Find  option
  5. Triggered after performing a Search
  6. Emails are added manually via the Correspondence page. 

 

Logic is built into the page in such as way to prompt the user for information based on the records listed on the Activity page.  

  1. The 'Letter' assumes the information is going to be about an offer so the user will be prompted for information about the offer.  
  2. The 'Email' will look to the template selected and IT there are multiple options (more than one interview, for example) it will then prompt the user for which record to use in the merging process.

Summary View

Field/Column/Option  Purpose 
Add new Record Click this link to add a new correspondence (email or letter) to the applicant file.
    Click this icon to edit or view the current record.
  Date Sent Displays the date the letter was created or the email was sent.
  Sent By Displays the Name of the user who triggered the creation of the record. 
Name Displays the name of the template used to create the record.
Details Hover over this field to see the details of the letter or the email without having to edit the record.
    Click this link to remove the correspondence  from the applicant.
Emails Check this box to see all the emails connected to this applicant.
Letters Check this box to see all the letters connected to this applicant.

Adding Correspondence Records

Upon pressing 'Add New Record' the page will prompt the user as to what type of correspondence is being created 

Field  Purpose 
... EMAIL Template ... Select this option if there is already a template set up under Custom Templates which includes the general wording to be used in the email.
Upon selecting this option, the page will refresh and the user will be presented with the available email template.  Select which template to use and press Continue.
... EMAIL from Scratch ... Select this option of there is NOT a template already setup in the system and this will be a simple email to the application.  Press Continue to move to the next page.
... LETTER Template ... Select this option if there is already a template set up under Custom Templates which includes the general wording to be used in the letter.

If there is not a letter template set up yet, go back to the Admin section to create the letter and then come back to this page.
Upon selecting this option, the page will refresh and the user will be presented with the available letter template.  Select which template to use and press Continue.
 

Emails

After reviewing or adding the wording and adding attachments, press the  to save the record and trigger the email.

      Field  Notes  From a Template  From Scratch 
  Subject This will be the subject line of the email.  This will default from the template but can be changed.
This will be blank and should be filled in before the email is sent.
  Body This will be the body of the email.
This will default from the template but can be changed.
This will be blank and should be filled in before the email is sent.
  Email This is the email address where this email will be sent.  The email address displayed is either the Home or Work email address stored on the Demographics page depending on the status of the Primary Email field.
   
  Attachments The box displays all the standard email templates stored in Admin which can be leveraged in the emails out to applicant.  Highlight any which should be included with in the email.
If the template has defaulted attachments connected, these will already be highlighted.  They can be unhighlighted and/or additional items can be selected if needed.
  Select If there are documents which are unique to this applicant, use the Select button to find them on the network or individual workstation to attach to the email.
   
  Clear If an attachment was added accidently, press the Clear button to remove the attachment from the email.
 
   
  Add If additional attachments are needed, press the Add button for as many documents that are needed. Then use the Select button to find the attachment and connect it to the email.
   
  Delete If too many rows are added, press the Delete button to remove the unnecessary rows. If more than one row should be removed, use the checkbox, to check multiples and then press Delete.
   

Letters

The body of the letter will display in an HTML editor based on the template defined in Admin.  Review the content, make changes or additions and then press the .  Upon pressing this icon, the letter is saved to the correspondence page.  The next page which appears looks very similar to the previous page but has an additional item on the bottom to email this letter to the applicant.  If the letter just needs to be printed, use the printer icon IN the HTML editor (not the File > Print option) to print just the content of the letter.

Press the Email button to continue on to sent out an email or press the Save Changes button to simply store the letter.

Emailing Letters


After reviewing the letter, if the email option is selected, the user will be prompted to select an email template.  It is not an option to send out a letter via an email from scratch.  So, if there is not template established, close this page and go to Admin > Page Builder > Correspondence Template > Custom Templates  in order to create a new email template.

Select the correct email template and press Preview.

After reviewing or adding the wording and adding attachments, press the Send button to save the record and trigger the email.


      Field  Notes 
  Subject This will be the subject line of the email.  This will default from the template but can be changed.
  Body This will be the body of the email. This will default from the template but can be changed.

  Email This is the email address where this email will be sent.  The email address displayed is either the Home or Work email address stored on the Demographics page depending on the status of the Primary Email field.
  File Name This will fill in with the last name of the applicant.pdf.  This is the letter which was created in the previous step, saved as a PDF document.
  Preview Letter Press this link to see what the PDF copy of the letter looks like.
  Copy Me Check this box to tell the system to send another email to the user who is triggering the email.
  Margins The margins on the letter can be defined using the field provided.  If there are margins defined in the letter template, the previously set margins will be displayed.  To update the margins type in a new number.  This number is pixel number that is the equivalent of space on the page.  So, 72 = 1 inch, 90 = 1 1/2 inches.
  Attachments The box displays all the standard email templates stored in Admin which can be leveraged in the emails out to applicant.  Highlight any which should be included with in the email. If the template has defaulted attachments connected, these will already be highlighted.  They can be unhighlighted and/or additional items can be selected if needed.
  Select If there are documents which are unique to this applicant, use the Select button to find them on the network or individual workstation to attach to the email.
  Clear If an attachment was added accidently, press the Clear button to remove the attachment from the email.
 
  Add If additional attachments are needed, press the Add button for as many documents that are needed. Then use the Select button to find the attachment and connect it to the email.
  Delete If too many rows are added, press the Delete button to remove the unnecessary rows. If more than one row should be removed, use the checkbox, to check multiples and then press Delete.


Editing / Details

Press the   icon to review the details behind the correspondence. Emails and Letters can't be changed once the record is created.  However there are some additional details relate to the records which can be seen.

Emails

From the read only view, the user will be able to see the content of the message, the names of any attachments connected and will be able to print a copy of the email.

Letters

From the read only view, the user will be able to see the content of the letter, can print another copy of the letter and can trigger the email again with the letter attached (see the section above).

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See also