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Home > Guides > Administrator Guide > Communication Templates > Standard Templates > Offer Emails

Offer Emails

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The following emails are all related to the offer request for approval process. 

NOTE: Many of the fields can be renamed for display on the Miscellaneous page of the applicant. So if the name below does not match the name on the Miscellaneous page of the applicant, go to Admin > Page Builder > Applicant> Miscellaneous to look up the name that is being used in the system for the screen caption to ensure the proper field is merged to the email.

NOTE: Many of the fields can be renamed for display on the Main page of the requisition. So if the name below does not match the name on the Main page of the requisition, go to Admin > Page Builder > Requisition > Miscellaneous or Admin > System Setup (for Organizational titles) to look up the name that is being used in the system for the screen caption to ensure the proper field is merged to the email.

Offer Request Email

This email is triggered by adding an offer to the Offers tab of the Activity page inside an applicant's record and checking the box to 'Email Approver'.

Field  Description
Name  This is the name of the email.  This is not editable.
Subject  This is the subject line of the email which the user 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. 

Merge fields can be added to the emails to make them custom to the user 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 
Applicant Number Automatically assigned number for the applicant.
Applicant First Name "First Name" stored on the Demographics page.
Applicant Last Name  "Last Name" stored on the Demographics page.
Applicant Nickname "Nickname" stored on the Demographics page.
Applicant in Last Name, First Name format Name in the specified order.
Applicant in First Name Last Name format  Name in the specified order.
Applicant Street Address "Street 1" and "Street 2" stored on the Demographics page. 
Applicant City, State/Province, Zip/Postal "City", "State/Provence" and "Zip/Postal Code" stored on the Demographics page.
Applicant Home Phone "Home Phone" stored on the Demographics page.
Applicant Email Address  "Home Email" stored on the Demographics page. 
Application Date "Application Date" stored on the Status/History page.
Referral Source "Referral Source" stored on the Application page.
Applicant Resume     Text version of the Resume typed in or parsed during the creation process.  Stored on the Demographics page and to the Resume page.
Formatted Resume Attached/Formatted version of the Resume stored on the Resume page.
Applicant Cover Letter Text Cover Letter stored on the Cover Letter tab of the Resume page.
LinkedIn Profile Displays a link in the email which will launch a website displaying the content of the applicant's LinkedIn profile.
Person Approving Offer (Full Name) Name of the user receiving the offer approval request.
Person Approving Offer (User ID) User ID of the user receiving the offer approval request.
Person Requesting Offer (Full Name) Name of the user submitting the offer for approval.
Person Requesting Offer (User ID) User ID of the user submitting the offer for approval.
Miscellaneous Fields (1-20)  Miscellaneous fields from the applicant Miscellaneous page.
Offer Start Date "Start Date" from the offer on the Offer tab of the Activity page.
Offer Start Month Month based on the Start Date from the offer on the Offer tab of the Activity page.
Offer Start Day Day of the week based on the Start Date from the offer on the Offer tab of the Activity page.
Offer Start Year Year based on the Start Date from the offer on the Offer tab of the Activity page.
Offer Starting Sal "Starting Salary" from the offer on the Offer tab of the Activity page.
Offer Expires Date "Expiration Date" from the offer on the Offer tab of the Activity page. 
Offer Expires Month Month based on the expiration date from the offer on the Offer tab of the Activity page.
Offer Expires Day Day of the week based on the expiration date from the offer on the Offer tab of the Activity page.
Offer Expires Year Year based on the expirtation date from the offer on the Offer tab of the Activity page.
Offer Note Note entered by the user submitting the offer.
Accept/Deny Links Hyperlink buttons which allow the user to accept or deny the offer.
Offer Approval Questions/Answers Displays all the custom Offer Questions regardless of if the user answered the question as part of the submittal process.
Only Offer Questions with Answers Displays only the custom Offer Questions if the user answered the question as part of the submittal process.
List of Approvers Displays the list of approvers for this offer including the name, response, response date and any notes added during the approval process.
Offer Requisition Description "Job Title" stored on the Main page based on the offer on the Offer tab of the Activity page.
Offer Requisition Code "Code" (typically automatically assigned) based on the offer on the Offer tab of the Activity page.
Manager of Requisition (Full Name) "Supervisor" saved to the General tab of the Main page based on the offer on the Offer tab of the Activity page.
Manager of Requisition (User ID) User ID connected to the Supervisor identified on the General Tab of the Main page based on the offer on the Offer tab of the Activity page.
Recruiter of Requisition (Full Name) "Recruiter" saved to the General tab of the Main page based on the offer on the Offer tab of the Activity page. 
Manager of Requisition (User ID) User ID connected to the Recruiter identified on the General Tab of the Main page based on the offer on the Offer tab of the Activity page.
Requisition Salary Grade "Salary Grade" stored on the Job Info tab of the Main page based on the offer on the Offer tab of the Activity page.
Requisition Exempt Status "Exempt" stored on the Job Info tab of the Main page based on the offer on the Offer tab of the Activity page.
Requisition From Salary "Salary From" stored on the Job Info tab of the Main page based on the offer on the Offer tab of the Activity page.
Requisition To Salary "Salary To" stored on the Job Info tab of the Main page based on the offer on the Offer tab of the Activity page.
Requisition FT/PT Status "Full Time/Part Time" stored on the Job Info tab of the Main page based on the offer on the Offer tab of the Activity page.
Requisition Direct Status "Direct" stored on the Job Info tab of the Main page based on the offer on the Offer tab of the Activity page.
Requisition EEO Class "EEO Classification" stored on the Job Info tab of the Main page based on the offer on the Offer tab of the Activity page.
Requisition Functional Title     "Functional Title" stored on the Job Info tab of the Main page based on the offer on the Offer tab of the Activity page.
Reason Open "Reason Open" stored on the General tab of the Main page based on the offer on the Offer tab of the Activity page.
Employee Replacing "Employee Replacing" stored on the General tab of the Main page based on the offer on the Offer tab of the Activity page.
Organizational Levels (1-5) Organizational field values stored on the Job Info tab of the Main page based on the offer on the Offer tab of the Activity page.
Miscellaneous Fields (1-20) Miscellaneous field values stored on the Misc. tab of the Main page based on the offer on the Offer tab of the Activity page.
Approval Note (Additional Info) Displays the note typed in on the Approval page by the person submitting the request.
Current Date Date connected to the date/time this email is generated.
Current Time Time connected to the date/time this email is generated.
Link to Login Page Link to the login page of Cyber Recruiter.
Print Requisition Hyperlink to print all of the details related to this requisition.  Format and information contained in the report is defined under Admin > Page Builder > Requisition > Print Req Form
Print Application Hyperlink to print all of the details related to this applicant.
Print Score Report Hyperlink to print all of the details related to the application, requisition and interview questions.  Report includes the questions, answers and point values associated with the questions.

Offer Request Reminder Email

This email is triggered by 1) When on the Offer tab, edit the offer and view the Approvers tab.  Or, 2) when viewing the "Open Activities" view, checkmark the approvers to notify and select to email reminders .

Field  Description
Name  This is the name of the email.  This is not editable.
Subject  This is the subject line of the email which the user 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. 

Merge fields can be added to the emails to make them custom to the user 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 
Applicant Number Automatically assigned number for the applicant.
Applicant First Name "First Name" stored on the Demographics page.
Applicant Last Name  "Last Name" stored on the Demographics page.
Applicant Nickname "Nickname" stored on the Demographics page.
Applicant in Last Name, First Name format Name in the specified order.
Applicant in First Name Last Name format  Name in the specified order.
Applicant Street Address "Street 1" and "Street 2" stored on the Demographics page. 
Applicant City, State/Province, Zip/Postal "City", "State/Provence" and "Zip/Postal Code" stored on the Demographics page.
Applicant Home Phone "Home Phone" stored on the Demographics page.
Applicant Email Address  "Home Email" stored on the Demographics page. 
Application Date "Application Date" stored on the Status/History page.
Referral Source "Referral Source" stored on the Application page.
Applicant Resume     Text version of the Resume typed in or parsed during the creation process.  Stored on the Demographics page and to the Resume page.
Formatted Resume Attached/Formatted version of the Resume stored on the Resume page.
Applicant Cover Letter Text Cover Letter stored on the Cover Letter tab of the Resume page.
Person Approving Offer (Full Name) Name of the user receiving the offer approval request.
Person Approving Offer (User ID) User ID of the user receiving the offer approval request.
Person Requesting Offer (Full Name) Name of the user submitting the offer for approval.
Person Requesting Offer (User ID) User ID of the user submitting the offer for approval.
Miscellaneous Fields (1-20)  Miscellaneous fields from the applicant Miscellaneous page.
Offer Start Date "Start Date" from the offer on the Offer tab of the Activity page.
Offer Start Month Month based on the Start Date from the offer on the Offer tab of the Activity page.
Offer Start Day Day of the week based on the Start Date from the offer on the Offer tab of the Activity page.
Offer Start Year Year based on the Start Date from the offer on the Offer tab of the Activity page.
Offer Starting Sal "Starting Salary" from the offer on the Offer tab of the Activity page.
Offer Expires Date "Expiration Date" from the offer on the Offer tab of the Activity page. 
Offer Expires Month Month based on the expiration date from the offer on the Offer tab of the Activity page.
Offer Expires Day Day of the week based on the expiration date from the offer on the Offer tab of the Activity page.
Offer Expires Year Year based on the expirtation date from the offer on the Offer tab of the Activity page.
Offer Note Note entered by the user submitting the offer.
Accept/Deny Links Hyperlink buttons which allow the user to accept or deny the offer.
Offer Approval Questions/Answers Displays all the custom Offer Questions regardless of if the user answered the question as part of the submittal process.
Only Offer Questions with Answers Displays only the custom Offer Questions if the user answered the question as part of the submittal process.
List of Approvers Displays the list of approvers for this offer including the name, response, response date and any notes added during the approval process.
Offer Requisition Description "Job Title" stored on the Main page based on the offer on the Offer tab of the Activity page.
Offer Requisition Code "Code" (typically automatically assigned) based on the offer on the Offer tab of the Activity page.
Manager of Requisition (Full Name) "Supervisor" saved to the General tab of the Main page based on the offer on the Offer tab of the Activity page.
Manager of Requisition (User ID) User ID connected to the Supervisor identified on the General Tab of the Main page based on the offer on the Offer tab of the Activity page.
Recruiter of Requisition (Full Name) "Recruiter" saved to the General tab of the Main page based on the offer on the Offer tab of the Activity page. 
Manager of Requisition (User ID) User ID connected to the Recruiter identified on the General Tab of the Main page based on the offer on the Offer tab of the Activity page.
Requisition Salary Grade "Salary Grade" stored on the Job Info tab of the Main page based on the offer on the Offer tab of the Activity page.
Requisition Exempt Status "Exempt" stored on the Job Info tab of the Main page based on the offer on the Offer tab of the Activity page.
Requisition From Salary "Salary From" stored on the Job Info tab of the Main page based on the offer on the Offer tab of the Activity page.
Requisition To Salary "Salary To" stored on the Job Info tab of the Main page based on the offer on the Offer tab of the Activity page.
Requisition FT/PT Status "Full Time/Part Time" stored on the Job Info tab of the Main page based on the offer on the Offer tab of the Activity page.
Requisition Direct Status "Direct" stored on the Job Info tab of the Main page based on the offer on the Offer tab of the Activity page.
Requisition EEO Class "EEO Classification" stored on the Job Info tab of the Main page based on the offer on the Offer tab of the Activity page.
Requisition Functional Title     "Functional Title" stored on the Job Info tab of the Main page based on the offer on the Offer tab of the Activity page.
Reason Open "Reason Open" stored on the General tab of the Main page based on the offer on the Offer tab of the Activity page.
Employee Replacing "Employee Replacing" stored on the General tab of the Main page based on the offer on the Offer tab of the Activity page.
Organizational Levels (1-5) Organizational field values stored on the Job Info tab of the Main page based on the offer on the Offer tab of the Activity page.
Miscellaneous Fields (1-20) Miscellaneous field values stored on the Misc. tab of the Main page based on the offer on the Offer tab of the Activity page.
Approval Note (Additional Info) Displays the note typed in on the Approval page by the person submitting the request.
Current Date Date connected to the date/time this email is generated.
Current Time Time connected to the date/time this email is generated.
Link to Login Page Link to the login page of Cyber Recruiter.
Print Requisition Hyperlink to print all of the details related to this requisition.  Format and information contained in the report is defined under Admin > Page Builder > Requisition > Print Req Form
Print Application Hyperlink to print all of the details related to this applicant.
Print Score Report Hyperlink to print all of the details related to the application, requisition and interview questions.  Report includes the questions, answers and point values associated with the questions.

Offer Request Notification Email

There are two emails triggered by the approval process designed to go the Supervisor or the Recruiter of the requisition. They are set up in the Admin section so they can contain different pieces of information but are triggered by one of three actions.

1) The approver denies the offer.  The recruiter and manager specified on the requisition are notified immediately.

2) The last approver approves the offer. The recruiter and manager specified on the requisition are notified immediately.

3) An approver approves the offer, thus triggering the next email to be sent to the next approver in the chain defined during the creation process.  The recruiter and manager specified on the requisition are notified based on the pre-set notification preference.  If the preference is to be notified after each approver approves, the user is notified immediately.  If the preference is to be notified at the end of the process, the notification is not triggered. 


Field  Description
Name  This is the name of the email.  This is not editable.
Subject  This is the subject line of the email which the user 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. 

Merge fields can be added to the emails to make them custom to the user 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 
Applicant Number Automatically assigned number for the applicant.
Applicant First Name "First Name" stored on the Demographics page.
Applicant Last Name  "Last Name" stored on the Demographics page.
Applicant Nickname "Nickname" stored on the Demographics page.
Applicant in Last Name, First Name format Name in the specified order.
Applicant in First Name Last Name format  Name in the specified order.
Applicant Street Address "Street 1" and "Street 2" stored on the Demographics page. 
Applicant City, State/Province, Zip/Postal "City", "State/Provence" and "Zip/Postal Code" stored on the Demographics page.
Applicant Home Phone "Home Phone" stored on the Demographics page.
Applicant Email Address  "Home Email" stored on the Demographics page. 
Application Date "Application Date" stored on the Status/History page.
Referral Source "Referral Source" stored on the Application page.
Applicant Resume     Text version of the Resume typed in or parsed during the creation process.  Stored on the Demographics page and to the Resume page.
Formatted Resume Attached/Formatted version of the Resume stored on the Resume page.
Applicant Cover Letter Text Cover Letter stored on the Cover Letter tab of the Resume page.
Person Approving Offer (Full Name) Name of the user receiving the offer approval request.
Person Approving Offer (User ID) User ID of the user receiving the offer approval request.
Person Requesting Offer (Full Name) Name of the user submitting the offer for approval.
Person Requesting Offer (User ID) User ID of the user submitting the offer for approval.
Miscellaneous Fields (1-20)  Miscellaneous fields from the applicant Miscellaneous page.
Offer Start Date "Start Date" from the offer on the Offer tab of the Activity page.
Offer Start Month Month based on the Start Date from the offer on the Offer tab of the Activity page.
Offer Start Day Day of the week based on the Start Date from the offer on the Offer tab of the Activity page.
Offer Start Year Year based on the Start Date from the offer on the Offer tab of the Activity page.
Offer Starting Sal "Starting Salary" from the offer on the Offer tab of the Activity page.
Offer Expires Date "Expiration Date" from the offer on the Offer tab of the Activity page. 
Offer Expires Month Month based on the expiration date from the offer on the Offer tab of the Activity page.
Offer Expires Day Day of the week based on the expiration date from the offer on the Offer tab of the Activity page.
Offer Expires Year Year based on the expirtation date from the offer on the Offer tab of the Activity page.
Offer Note Note entered by the user submitting the offer.
Accept/Deny Links Hyperlink buttons which allow the user to accept or deny the offer.
Offer Approval Questions/Answers Displays all the custom Offer Questions regardless of if the user answered the question as part of the submittal process.
Only Offer Questions with Answers Displays only the custom Offer Questions if the user answered the question as part of the submittal process.
List of Approvers Displays the list of approvers for this offer including the name, response, response date and any notes added during the approval process.
Offer Requisition Description "Job Title" stored on the Main page based on the offer on the Offer tab of the Activity page.
Offer Requisition Code "Code" (typically automatically assigned) based on the offer on the Offer tab of the Activity page.
Manager of Requisition (Full Name) "Supervisor" saved to the General tab of the Main page based on the offer on the Offer tab of the Activity page.
Manager of Requisition (User ID) User ID connected to the Supervisor identified on the General Tab of the Main page based on the offer on the Offer tab of the Activity page.
Recruiter of Requisition (Full Name) "Recruiter" saved to the General tab of the Main page based on the offer on the Offer tab of the Activity page. 
Manager of Requisition (User ID) User ID connected to the Recruiter identified on the General Tab of the Main page based on the offer on the Offer tab of the Activity page.
Requisition Salary Grade "Salary Grade" stored on the Job Info tab of the Main page based on the offer on the Offer tab of the Activity page.
Requisition Exempt Status "Exempt" stored on the Job Info tab of the Main page based on the offer on the Offer tab of the Activity page.
Requisition From Salary "Salary From" stored on the Job Info tab of the Main page based on the offer on the Offer tab of the Activity page.
Requisition To Salary "Salary To" stored on the Job Info tab of the Main page based on the offer on the Offer tab of the Activity page.
Requisition FT/PT Status "Full Time/Part Time" stored on the Job Info tab of the Main page based on the offer on the Offer tab of the Activity page.
Requisition Direct Status "Direct" stored on the Job Info tab of the Main page based on the offer on the Offer tab of the Activity page.
Requisition EEO Class "EEO Classification" stored on the Job Info tab of the Main page based on the offer on the Offer tab of the Activity page.
Requisition Functional Title     "Functional Title" stored on the Job Info tab of the Main page based on the offer on the Offer tab of the Activity page.
Reason Open "Reason Open" stored on the General tab of the Main page based on the offer on the Offer tab of the Activity page.
Employee Replacing "Employee Replacing" stored on the General tab of the Main page based on the offer on the Offer tab of the Activity page.
Organizational Levels (1-5) Organizational field values stored on the Job Info tab of the Main page based on the offer on the Offer tab of the Activity page.
Miscellaneous Fields (1-20) Miscellaneous field values stored on the Misc. tab of the Main page based on the offer on the Offer tab of the Activity page.
Approval Note (Additional Info) Displays the note typed in on the Approval page by the person submitting the request.
Current Date Date connected to the date/time this email is generated.
Current Time Time connected to the date/time this email is generated.
Link to Login Page Link to the login page of Cyber Recruiter.
Notification Preference Sentence which will appear allowing the user to change the preference of notification for the emails.  Two options are available (1) Notification after each approver or (2) Notification at the end of the process.  The sentence will change based on the current preference. 
Print Requisition Hyperlink to print all of the details related to this requisition.  Format and information contained in the report is defined under Admin > Page Builder > Requisition > Print Req Form
Print Application Hyperlink to print all of the details related to this applicant.
Print Score Report Hyperlink to print all of the details related to the application, requisition and interview questions.  Report includes the questions, answers and point values associated with the questions.

See also

 

Request an Offer

Create Offer Letter


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