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Home > Guides > Administrator Guide > Communication Templates > Custom Templates

Custom Templates

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These templates are designed to be sent to the Applicant. Emails and letters can be set up with pre-set working and merge fields to make communicating out to the Applicants quick and consistent.

To add a new document simply press the "Add New Record" link above the table of templates.
To  modify a template press the pencil icon to the left of the row.
If a template is no longer needed, press the "X" button on that row to remove the template.

Emails

These templates are designed to be sent via email to the Applicant and can pull information from the Applicant file, the Assigned Reqs connection, Offer information and Costpoint information . Emails can be set up with pre-set working and merge fields to make communicating out to the Applicants quick and consistent.

Email templates can be created for any topic of communication going out to an applicant.  The setup page of the template is shown in a text only format.  However, HTML coding can be used in the text which will create HTML effects when the email is used.

Field  Description
Name  Name of the Template (Unique).  The user will see this when picking a template to use.  The Applicant will never see this name.
Subject  This is the subject line of the email which the Applicant will see.
Text/Merge Fields This is the body of the email.  Merge fields show in curly brackets { } will pull information from Cyber Recruiter to post into the email. 
Attachments  The box at the bottom of the page displays all the Available Attachments which can be added to this email by default.  Highlight the name of an attachment to include it with this email.

Merge fields can be added to the emails to make them custom to the Applicant who will receive it.  To add a merge field, place the cursor on the page where the merge field should appear.  Then, go to the "Fields" drop-down box and find the field to add and press the "Add" button. 

Available Merge fields include:

Field  Merges ... Information 
Company Name  "Company Name" field stored on the Admin > System Setup page
Applicant Number Automatically assigned number for the applicant.  Can be used as the Self Service login.
Applicant First Name "First Name" field from the Demographics page.
Applicant Last Name  "Last Name" field from the Demographics page.
Applicant in Last Name, First Name format Name from the Demographics page in the specified order.
Applicant in First Name Last Name format  Name from the Demographics page in the specified order.
Applicant Street Address "Street 1" and "Street 2" from the Demographics page. 
Applicant City, State/Province, Zip/Postal "City", "State/Provence" and "Zip/Postal Code" from the Demographics page.
Applicant Home Phone "Home Phone" from the Demographics page.
Applicant Home Email  "Home Email" from the Demographics page.  This can be used for the Self Service login.
Application Date "Application Date" from the Status/History page.
Referral Source "Referral Source" from the Application page.
Print Application Posts a link to the printable version of the Application.
Formatted Resume Posts a link to the formatted resume. 
Public Job Page Displays a link to the job which will take the applicant to the careers module so he/she can apply.
SS Job Page Displays the URL to the job as it shows in the Self Service Portal.  The applicant must still log in but if using this link, he/she will go directly to the job.
Miscellaneous Fields (1-20) Any of the miscellaneous fields from the Applicant miscellaneous page.
Offer Req Code "Code" connected to the offer stored on the Offers tab of the Activity page.
Offer Req Title "Job Title" connected to the offer stored on the Offers tab of the Activity page. 
Offer Req Recruiter "Recruiter" connected to the offer stored on the Offers tab of the Activity page.
Offer Req Manager  "Manager" connected to the offer stored on the Offers tab of the Activity page.
Offer Expires "Expires Date" from the offer stored on the Offers tab of the Activity page.
Offer Start Date "Start Date" from the offer stored on the Offers tab of the Activity page.
Offer Start Date (Long) "Start Date" in a long format.
Offer Start Date Day of the Week Day of the week for "Start Date".
Offer Starting Salary "Salary" from the offer stored on the Offers tab of the Activity page.
Offer Req Note Notes connected to the offer stored on the Offers tab of the Activity page.
Offer Req Salary Grade "Salary Grade" field description connected to the offer stored on the Offers tab of the Activity page.
Offer Req Organizational Level (1-5) "Organizational Level" (1-5) field description connected to the offer stored on the Offers tab of the Activity page.
Print Requisition Posts a link to the printable version of the requisiton information. 
Offer Req Functional Title "Functional Title" field connected to the offer stored on the Offers tab of the Activity page.
Offer Req Exempt Yes or No from the "Exempt" field connected to the offer stored on the Offers tab of the Activity page.
Offer Req Schedule "FT/PT" field description connected to the offer stored on the Offers tab of the Activity page.
Offer Req Miscellaneous (1-20) Field description from the specified field connected to the offer stored on the Offers tab of the Activity page.
Position Appied for (Description) "Job Title" connected to the requisition stored on the Assigned Reqs tab of the Activity page.
Position Applied for (Code) "Req Code" connected to the requisition stored on the Assigned Reqs tab of the Activity page.
Date Assigned to Position Date person applied to the requisition stored on the Assigned Reqs tab of the Activity page.
Position Job Description "Job Description" (tab 1 of the Job Description page) connected to the requisition stored on the Assigned Reqs tab of the Activity page.
Position Public Job Description "Public Job Description" (tab 3 of the Job Description page)  connected to the requisition stored on the Assigned Reqs tab of the Activity page.
Position Requirements "Requirements" (tab 2 of the Job Description page) connected to the requisition stored on the Assigned Reqs tab of the Activity page.
Position Other Description "Other Description" (tab 4 of the Job Description page) connected to the requisition stored on the Assigned Reqs tab of the Activity page.
Recruiter of the Position Applied For "Recruiter" connected to the requisition stored on the Assigned Reqs tab of the Activity page.
Manager of the Position Applied For "Manager" connected to the requisition stored on the Assigned Reqs tab of the Activity page.
Position Functional Title "Functional Title" field description connected to the requisition stored on the Assigned Reqs tab of the Activity page.
Position Organizational Level (1-5) "Organizational Level" field description (1-5) connected to the requisition stored on the Assigned Reqs tab of the Activity page.
Interview Date "Date"  field from the interview stored on the Interview tab of the Activity page.
Interview Time "Time" field from the interview stored on the Interview tab of the Activity page.
Interviewer "Interviewer" field from the interview stored on the Interview tab of the Activity page.
Interview Duration "Duration" field from the interview stored on the Interview tab of the Activity page.
Interview Location "Location" field from the interview stored on the Interview tab of the Activity page.
Interview Requisition Requisition Code based on the requisition selected for the interview stored on the Interview tab of the Activity page.
Interview Req Description Requisition Job Title based on the requisition selected for the interview stored on the Interview tab of the Activity page
Interview Note "Note" field from the interview stored on the Interview tab of the Activity page.
Interview Evaluation Post a link to the interview evaluation.
Costpoint Fields Costpoint fields listed map back to the same field on the standard Costpoint page.
Current Date Automatically fills in the current date in a mm/dd/yyyy format.
Current Date (Long Format) Automatically fills in the current date in a longer format (for example: Thursday January 2, 2011)
Sender Signature Pulls the signature block for the user sending this email from the tab stored under My Preferences.
SS Login "Self Service Login" field on the Application page.  This will not be the actual login for the self service module if the "Custom Login" option is not being used.
Self Service Link This is a mail merge field which creates a hyperlink to the Self Service login page.  The field has two parts to the merge field. "SSLink" is the programming that goes to the self service page, overwrite the text "Enter Caption Here" with what should be shown in the email as the hyperlink to click. 
Offer Letter Link This is a mail merge field which creates a hyperlink to a page where the Applicant can respond to the Offer Letter. The field has two parts to the merge field. "OLLink" is the programming that goes to the response page, overwrite the text "Enter Caption Here" with what should be shown in the email as the hyperlink to click.

Letters

These templates are designed to be printed or sent via email as attachments to the Applicant and can pull information from the Applicant file, the Assigned Reqs connection, and Offer information. Letters can be set up with pre-set working and merge fields to make communicating out to the Applicants quick and consistent.

Letter templates can be created for any topic of communication going out to an applicant.  The setup page of the template is shown in an HTML format and leverages a wyswig editor to create the content of the letters. 

Field  Description
Name  Name of the Template (Unique).  The user will see this when picking a template to use.  The Applicant will never see this name.This cannot be changed once the template is saved.
Text/Merge Fields This is the body of the email.  Merge fields show in curly brackets { } will pull information from Cyber Recruiter to post into the email. 
Margins Enter a number to create margins for printing.  If this is left blank, the letter will write to the edges of pages.  Click on the "default" to enter in the system recommendations.  1 inch = 72.

Merge fields can be added to the emails to make them custom to the Applicant who will receive it.  To add a merge field, place the cursor on the page where the merge field should appear.  Then, go to the "Fields" drop-down box and find the field to add and press the "Add" button. 

Available Merge fields include:

Field  Merges ... Information 
Company Name  "Company Name" field stored on the Admin > System Setup page
Applicant First Name "First Name" field from the Demographics page.
Applicant Last Name  "Last Name" field from the Demographics page.
Applicant in Last Name, First Name format Name from the Demographics page in the specified order.
Applicant in First Name Last Name format  Name from the Demographics page in the specified order.
Applicant Street Address "Street 1" and "Street 2" from the Demographics page. 
Applicant City, State/Province, Zip/Postal "City", "State/Provence" and "Zip/Postal Code" from the Demographics page.
Applicant Home Phone "Home Phone" from the Demographics page.
Applicant Home Email  "Home Email" from the Demographics page.  This can be used for the Self Service login.
Application Date "Application Date" from the Status/History page.
Position Appied for "Job Title" connected to the requisition stored on the Assigned Reqs tab of the Activity page.
Manager of the Position Applied For "Manager" connected to the requisition stored on the Assigned Reqs tab of the Activity page.
Recruiter of the Position Applied For "Recruiter" connected to the requisition stored on the Assigned Reqs tab of the Activity page.
Current Date Automatically fills in the current date in a mm/dd/yyyy format.
Current Date (Long Format) Automatically fills in the current date in a longer format (for example: Thursday January 2, 2011)
Applicant PIN Applicant's password stored on the Application page.
Offer Req Code "Code" connected to the offer stored on the Offers tab of the Activity page.
Offer Req Description "Job Title" connected to the offer stored on the Offers tab of the Activity page. 
Offer Req Recruiter "Recruiter" connected to the offer stored on the Offers tab of the Activity page.
Offer Req Manager  "Manager" connected to the offer stored on the Offers tab of the Activity page.
Offer Expiration Date "Expires Date" from the offer stored on the Offers tab of the Activity page.
Offer Start Date (Short) "Start Date" from the offer stored on the Offers tab of the Activity page.
Offer Start Date (Long) "Start Date" in a long format.
Offer Start Date Day of the Week Day of the week for "Start Date".
Offer Starting Salary "Salary" from the offer stored on the Offers tab of the Activity page.
Offer Note Notes connected to the offer stored on the Offers tab of the Activity page.
Offer Req Salary Grade "Salary Grade" field description connected to the offer stored on the Offers tab of the Activity page.
Offer Req Organizational Level (1-5) "Organizational Level" (1-5) field description connected to the offer stored on the Offers tab of the Activity page.
Offer Req Functional Title "Functional Title" field connected to the offer stored on the Offers tab of the Activity page.
Offer Req Exempt Yes or No from the "Exempt" field connected to the offer stored on the Offers tab of the Activity page.
Offer Req Schedule "FT/PT" field description connected to the offer stored on the Offers tab of the Activity page.
Offer Req Miscellaneous (1-20) Field description from the specified field connected to the offer stored on the Offers tab of the Activity page.
Applicant Miscellaneous Fields (1-20) Any of the miscellaneous fields from the Applicant miscellaneous page.

Adding Images to Custom Letters

Images can be added to letters using the Image Manager   tool of the wysiwyg editor.  This tool allows the user to upload new images to the Images folder of Cyber Recruiter and allows images already loaded to this area to be merged onto the letter.

To upload an image:
  1. Click on the Image Manger icon
  2. Click on the +Upload option
  3. Click on the Select button to search for the image on the network or work station
  4. Click on the Upload button to finish the upload process
To Use an Image:
  1. Open the Letter to which an image should be added
  2. Click on the Image Manager icon
  3. Find the image in the list and press Insert
  4. Click the HTML < > icon on the bottom of the page to display the HTML coding for the letter 
  5. Update the image link to include the actual link and not just a reference to the image inside the folder. Look for text that looks like below:

  6. img alt="" src="/CyberRecruiter/images/Logo.jpg" /
  7. Make sure that it has the full URL to Cyber Recruiter so it looks similar to the URL below:

  8. img alt="" src="http://www.visibilitysoftware.com/CyberRecruiter/images/Logo.jpg"

NOTE: If the letter/email when sent has the words running off the page and looks truncated review that the image is not too large. Standard A4 size can support up to 595px. To verify, right click on the image in the editor and choose properties. If the width is larger than 595px lower it - it will auto adjust the height to remain proportionate. 

 



See also