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

Requisition Emails

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The following emails are all related to the requisition process.

NOTE: Fields in the emails pull directly from the requisition.  If the field is not used in the creation process then it will not merge onto the "New Requisition" email or the 1st email for the approver.  

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.

New Requisition Email

This email is automatically triggered and sent a pre-defined list of users.  To define this list go to Admin > Page Builder > Requisition > Create Req Form.  Select the "Auto Email" tab.  Hold down the Ctrl key to highlight or un-highlight users on the list.

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 
Requisition Description "Job Title" saved to the Main page.
Requisition Code "Code" (typically automatically assigned). 
Req Job Description "Job Description" saved to the 1st tab of Job Description page.
Req Requirements "Requirements" saved to the 2nd tab of Job Description page.
Req Public Job Description "Public Job Description" saved to the 3rd tab of Job Description page.
Req 'Other' Description  "Other Description" saved to the 4th tab of Job Description page.
Req Type "Job Type" saved to the Job Info tab of the Main page.
Req Status "Status" saved to the General tab of the Main page. Typically set to "Needs Approval"
Req Status Date "Status Date" saved to the General tab of the Main page.  Typically the current date.
Req Open Date "Open Date" saved to the General tab of the Main page. May be blank at this point.
Date Needed "Date Needed" saved to the General tab of the Main page.
Created By Name of the person who entered in the record during the creation process.
Manager of Requisition (Full Name) "Supervisor" saved to the General tab of the Main page. 
Manager of Requisition (User ID) User ID connected to the Supervisor identified on the General Tab of the Main page. 
Recruiter of Requisition (Full Name) "Recruiter" saved to the General tab of the Main page.
Manager of Requisition (User ID) User ID connected to the Recruiter identified on the General Tab of the Main page.
Requisition Salary Grade "Salary Grade" saved to the Job Info tab of the Main page.
Req From Salary "Salary From" saved to the Job Info tab of the Main page. 
Req To Salary "Salary To" saved to the Job Info tab of the Main page.
Requisition Reason "Reason Open" saved to the General tab of the Main page. 
Full Time/Part Time Status "Full Time/Part Time" saved to the Job Info tab of the Main page. 
Direct Status "Direct" saved to the Job Info tab of the Main page.
Exempt Status "Exempt" saved to the Job Info tab of the Main page.
Employee Replacing "Employee Replacing" saved to the General tab of the Main page.
Organizational Levels (1-5) Organizational field values saved to the Job Info tab of the Main page.
Miscellaneous Fields (1-20) Miscellaneous field values saved to the Misc. tab of the Main page.
Approval List List of the approvers specified for the requisition.  Includes the order of the approver, response, response date and notes from the approver.
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

Requisition Approval Email

This email can be triggered five ways.

1) When Approvers are defined in the creation process.  The automation is based on the settings defined in the creation process. To define this list go to Admin > Page Builder > Requisition > Create Req Form.  Select the "Wizard Layout" tab and edit the "Approvals" page. 

2) When a user goes into a requisition and navigated to the "Approvals" page and manually adds a new approver.  When taking this action, there is an option to email the new approver.  Check-marking this box will trigger this email to be sent to the new approver.

3) When on the "Approvals" page of the requisition. Click the link for Send Reminder.

4) When on the "Approvals" page of the requisition.  Click the link to Restart Approval Process.

5) 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 
Requisition Description "Job Title" saved to the Main page.
Requisition Code "Code" (typically automatically assigned). 
Req Job Description "Job Description" saved to the 1st tab of Job Description page.
Req Requirements "Requirements" saved to the 2nd tab of Job Description page.
Req Public Job Description "Public Job Description" saved to the 3rd tab of Job Description page.
Req 'Other' Description  "Other Description" saved to the 4th tab of Job Description page.
Req Type "Job Type" saved to the Job Info tab of the Main page.
Req Status "Status" saved to the General tab of the Main page. Typically set to "Needs Approval"
Req Status Date "Status Date" saved to the General tab of the Main page.  Typically the current date.
Req Open Date "Open Date" saved to the General tab of the Main page. May be blank at this point.
Date Needed "Date Needed" saved to the General tab of the Main page.
Openings "Openings" saved to the General tab of the Main page.
Manager of Requisition (Full Name) "Supervisor" saved to the General tab of the Main page. 
Manager of Requisition (User ID) User ID connected to the Supervisor identified on the General Tab of the Main page. 
Recruiter of Requisition (Full Name) "Recruiter" saved to the General tab of the Main page.
Manager of Requisition (User ID) User ID connected to the Recruiter identified on the General Tab of the Main page.
Requisition Salary Grade "Salary Grade" saved to the Job Info tab of the Main page.
Req From Salary "Salary From" saved to the Job Info tab of the Main page. 
Req To Salary "Salary To" saved to the Job Info tab of the Main page.
Requisition Reason "Reason Open" saved to the General tab of the Main page. 
Full Time/Part Time Status "Full Time/Part Time" saved to the Job Info tab of the Main page. 
Direct Status "Direct" saved to the Job Info tab of the Main page.
Exempt Status "Exempt" saved to the Job Info tab of the Main page.
Employee Replacing "Employee Replacing" saved to the General tab of the Main page.
Organizational Levels (1-5) Organizational field values saved to the Job Info tab of the Main page.
Miscellaneous Fields (1-20) Miscellaneous field values saved to the Misc. tab of the Main page.
Approver (Full Name) Name of the current approver for this record. Used to customize the email to that user. 
Approver (User ID) User ID of the current approver for this record. Used to customize the email to that user.
Approval Requested By Name of the person who submitted the request.  Generally this will be the person who created the requisition, but could be someone else if the approver was added manually to the requisition via the Approvers page.
Approval Note (Additional Info) Displays the note typed in on the Approval page by the person submitting the request.
Approval List List of the approvers specified for the requisition.  Includes the order of the approver, response, response date and notes from the approver.
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
Req Notes Add a specific requisition note (saved to the Notes page of the requisition).  Multiple line items will appear depending on the number of note types defined under Admin > Codes > Note Types > Requisition.

Requisition Status 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 requisition.  The recruiter and manager specified on the requisition are notified immediately.

2) The last approver approves the requisition, thus triggering the email to update based on the Posting Rules. The recruiter and manager specified on the requisition are notified immediately.

3) An approver approves the requisition, 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 
Requisition Description "Job Title" saved to the Main page.
Requisition Code "Code" (typically automatically assigned). 
Req Job Description "Job Description" saved to the 1st tab of Job Description page.
Req Requirements "Requirements" saved to the 2nd tab of Job Description page.
Req Public Job Description "Public Job Description" saved to the 3rd tab of Job Description page.
Req 'Other' Description  "Other Description" saved to the 4th tab of Job Description page.
Req Type "Job Type" saved to the Job Info tab of the Main page.
Req Status "Status" saved to the General tab of the Main page. Typically set to "Needs Approval"
Req Status Date "Status Date" saved to the General tab of the Main page.  Typically the current date.
Req Open Date "Open Date" saved to the General tab of the Main page. May be blank at this point.
Date Needed "Date Needed" saved to the General tab of the Main page.
Manager of Requisition (Full Name) "Supervisor" saved to the General tab of the Main page. 
Manager of Requisition (User ID) User ID connected to the Supervisor identified on the General Tab of the Main page. 
Recruiter of Requisition (Full Name) "Recruiter" saved to the General tab of the Main page.
Manager of Requisition (User ID) User ID connected to the Recruiter identified on the General Tab of the Main page.
Requisition Salary Grade "Salary Grade" saved to the Job Info tab of the Main page.
Req From Salary "Salary From" saved to the Job Info tab of the Main page. 
Req To Salary "Salary To" saved to the Job Info tab of the Main page.
Requisition Reason "Reason Open" saved to the General tab of the Main page. 
Full Time/Part Time Status "Full Time/Part Time" saved to the Job Info tab of the Main page. 
Direct Status "Direct" saved to the Job Info tab of the Main page.
Exempt Status "Exempt" saved to the Job Info tab of the Main page.
Employee Replacing "Employee Replacing" saved to the General tab of the Main page.
Organizational Levels (1-5) Organizational field values saved to the Job Info tab of the Main page.
Miscellaneous Fields (1-20) Miscellaneous field values saved to the Misc. tab of the Main page.
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
Approval List List of the approvers specified for the requisition. Includes the order of the approver, response, response date and notes from the approver.
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. 

Requisition Expiring in 7 Days

This email is designed to work in conjunction with the Alert titled 'Posting Expiring in 7 Days'.  This email should be filled in prior to the alert setup so that if the alert is triggered the email has valid information for review.

Available Merge fields include:

Field  Merges ... Information 
Requisition Description "Job Title" saved to the Main page.
Requisition Code "Code" (typically automatically assigned). 
Req Job Description "Job Description" saved to the 1st tab of Job Description page.
Req Requirements "Requirements" saved to the 2nd tab of Job Description page.
Req Public Job Description "Public Job Description" saved to the 3rd tab of Job Description page.
Req 'Other' Description  "Other Description" saved to the 4th tab of Job Description page.
Req Type "Job Type" saved to the Job Info tab of the Main page.
Req Status "Status" saved to the General tab of the Main page. Typically set to "Needs Approval"
Req Status Date "Status Date" saved to the General tab of the Main page.  Typically the current date.
Req Open Date "Open Date" saved to the General tab of the Main page. May be blank at this point.
Date Needed "Date Needed" saved to the General tab of the Main page.
Date Posted Internally "Date Posted Internally" saved to the General tab of the Main page.
Date Posted Externally "Date Posted Externally" saved to the General tab of the Main page.
Date Posting Removed "Remove Posting" saved to the General tab of the Main page.
Supervisor of Requisition (Full Name) "Supervisor" saved to the General tab of the Main page. 
Supervisor of Requisition (User ID) User ID connected to the Supervisor identified on the General Tab of the Main page. 
Recruiter of Requisition (Full Name) "Recruiter" saved to the General tab of the Main page.
Manager of Requisition (User ID) User ID connected to the Recruiter identified on the General Tab of the Main page.
Requisition Salary Grade "Salary Grade" saved to the Job Info tab of the Main page.
Req From Salary "Salary From" saved to the Job Info tab of the Main page. 
Req To Salary "Salary To" saved to the Job Info tab of the Main page.
Requisition Reason "Reason Open" saved to the General tab of the Main page. 
Full Time/Part Time Status "Full Time/Part Time" saved to the Job Info tab of the Main page. 
Direct Status "Direct" saved to the Job Info tab of the Main page.
Exempt Status "Exempt" saved to the Job Info tab of the Main page.
Employee Replacing "Employee Replacing" saved to the General tab of the Main page.
Organizational Levels (1-5) Organizational field values saved to the Job Info tab of the Main page.
Miscellaneous Fields (1-20) Miscellaneous field values saved to the Misc. tab of the Main page.
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

See also