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

Routing Emails

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The following emails are all related to the routing process.  A "Routing" is the process of sending applicant information to a user of Cyber Recruiter for evaluation.   

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.

Routing Email

This email can be triggered in the following ways.  Specifiying that "Responses" are allowed via the email will ensure the task is added to the Home page as well.  Not checking this option will only send the email to the user.

1) Automatically triggered based on the setup under Admin > Website > Careers Portal > Actions to the Recruiter of the position when an applicant applies via the Online Application.

2) Automatically triggered based on the setup under Admin > Website > Careers Portal > Actions to the Manger of the positon when an applicant applies via the Online Application.
 
3) Automatically triggered based on the setup under Admin >Website > Careers Portal > Self Service module > Main page > Browse Open Jobs to the Recruiter of the position when an applicant applies via the Self Service module.

4) Automatically triggered based on the setup under Admin >Website > Careers Portal > Self Service module > Main page > Browse Open Jobs to the Manager of the position when an applicant applies via the Self Service module.

5) Automatically triggered based on the setup under Admin > Website > Agency Portal > Actions to the Recruiter of the positon when an agent adds an applicant via the Agency Portal.

6) Automatically triggered based on the setup under Admin > Website > Agency Portal > Actions to the Manger of the positon when an agent adds an applicant via the Agency Portal.

7) From the Inbox view, check-mark the applicant record and press 'Route'.  Specify that the email should be sent via a seperate email for each applicant. 

8) From within an applicant's record, add a new requisition to this applicant on the Activity page. Highlight a user name (or names) and check the option to email to trigger this email during the process.

9) From within an applicant's record, add a new routing to this applicant on the Routings tab of the Activity page. Highlight a user name (or names) and check the option at the bottom of the page to Email this record. 

10) From within the Applicants page of the requisition record, check-mark the applicant record and press 'Route'.  Specifiy that the email should be sent out via a seperate email for each applicant.

11) From the search results page, check-mark the applicant record and press 'Route'. Specifiy that the email should be sent out via a seperate email for each applicant.


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. 
Note Enabled Check this option to allow the user responding to the email to enter in a note which will be saved as part of the applicant's record.
Ranking Enabled Check this option to allow the user to code this applicant with a ranking response.  The responses are pulled from the Admin > Codes > Applicant Ranking code list.  The response will show as part of the Ranking reports and as part of the Inbox view if the User Ranking is selected as a column option.

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.  This can be used for the Self Service login.
Application Date "Application Date" stored on the Status/History page.
Overall Status "Overall Status" stored on the Status/History page.
Attached Req Status "Status" connected to the requisition referenced on the Routings tab but stored on the Attached Reqs tab of the Activity 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.
List of Status Responses (Links) List of possible responses available for feedback.  List of responses is based on the Applicant Status codes under Admin > Codes and is narrowed based on the User Security setup of this person.  Meaning, only the statuses designed as being viewd by the "Manager" will be shown to someon who is specified as a Manager on the User Security page.
Person Routed To (Full Name) Name of the person receiving this routing.
Person Routed To (User ID) User ID of the person receiving this routing.
Person Routed From (Full Name) Name of the person sending this routing.
Person Routed From (User ID)     User ID of the person sending this routing.
Routed Date Date the routing record was added to the system.
Route Note Note typed in by the user who changed the status.
Requisition Description "Job Title" connected to the requisition for which the routing is being sent.
Requisition Code "Code" connected to the requisition for which the routing is being sent.
Manager of Requisition (Full Name) "Manager" connected to the requisition for which the routing is being sent.
Manager of Requisition (User ID) User ID for the Manager connected to the requisition for which the routing is being sent.
Recruiter of Requisition (Full Name) "Recruiter" connected to the requisition for which the routing is being sent.
Recruiter of Requisition (User ID) User ID for the Recruiter connected to the requisition for which the routing is being sent..
Req Questions/Answers List of requisition questions and answers connected to the requisition for which the routing is being sent.
Requisition Job Description "Job Description" (tab 1 of the Job Description page) connected to the requisition for which the routing is being sent.
Requisition Requirements "Requirements" (tab 2 of the Job Description page) connected to the requisition for which the routing is being sent.
Requisition Public Job Description "Public Job Description" (tab 3 of the Job Description page) cconnected to the requisition for which the routing is being sent.
Requisition Other Description "Other Description" (tab 4 of the Job Description page) connected to the requisition for which the routing is being sent.
Reason Open of Requisition "Requisition Reason" connected to the requisition for which the routing is being sent.
'Employee Replacing' of Requisition "Employee Replacing" connected to the requisition for which the routing is being sent.
Requisition Organizational Level (1-5) "Organizational Level" (1-5) field description connected to the requisition for which the routing is being sent.
Requisition Miscellaneous (1-20) Field description from the specified field connected to the requisition for which the routing is being sent.
Current Date Automatically fills in the current date in a mm/dd/yyyy format.
Current Time Automatically fills in the time of the addition of the record.
Link to Login This is a mail merge field which creates a hyperlink to login page for 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.
Req Note Add a specific requisition note (stored on 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.
App Note Add a specific applicant note (stored on the Notes page of the applicant). Multiple line items will appear depending on the number of note types defined under Admin > Codes > Note Types > Applicant.

Routing Reminder

This email can be triggered on the Routing tab of the Activity page or from the Open Activities view.

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. 
Note Enabled Check this option to allow the user responding to the email to enter in a note which will be saved as part of the applicant's record.
Ranking Enabled Check this option to allow the user to code this applicant with a ranking response.  The responses are pulled from the Admin > Codes > Applicant Ranking code list.  The response will show as part of the Ranking reports and as part of the Inbox view if the User Ranking is selected as a column option.

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.  This can be used for the Self Service login.
Application Date "Application Date" stored on the Status/History page.
Overall Status "Overall Status" stored on the Status/History page.
Attached Req Status "Status" connected to the requisition referenced on the Routings tab but stored on the Attached Reqs tab of the Activity 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.
List of Status Responses (Links) List of possible responses available for feedback.  List of responses is based on the Applicant Status codes under Admin > Codes and is narrowed based on the User Security setup of this person.  Meaning, only the statuses designed as being viewd by the "Manager" will be shown to someon who is specified as a Manager on the User Security page.
Person Routed To (Full Name) Name of the person receiving this routing.
Person Routed To (User ID) User ID of the person receiving this routing.
Person Routed From (Full Name) Name of the person sending this routing.
Person Routed From (User ID)     User ID of the person sending this routing.
Routed Date Date the routing record was added to the system.
Route Note Note typed in by the user who changed the status.
Requisition Description "Job Title" connected to the requisition for which the routing is being sent.
Requisition Code "Code" connected to the requisition for which the routing is being sent.
Manager of Requisition (Full Name) "Manager" connected to the requisition for which the routing is being sent.
Manager of Requisition (User ID) User ID for the Manager connected to the requisition for which the routing is being sent.
Recruiter of Requisition (Full Name) "Recruiter" connected to the requisition for which the routing is being sent.
Recruiter of Requisition (User ID) User ID for the Recruiter connected to the requisition for which the routing is being sent..
Req Questions/Answers List of requisition questions and answers connected to the requisition for which the routing is being sent.
Requisition Job Description "Job Description" (tab 1 of the Job Description page) connected to the requisition for which the routing is being sent.
Requisition Requirements "Requirements" (tab 2 of the Job Description page) connected to the requisition for which the routing is being sent.
Requisition Public Job Description "Public Job Description" (tab 3 of the Job Description page) cconnected to the requisition for which the routing is being sent.
Requisition Other Description "Other Description" (tab 4 of the Job Description page) connected to the requisition for which the routing is being sent.
Reason Open of Requisition "Requisition Reason" connected to the requisition for which the routing is being sent.
'Employee Replacing' of Requisition "Employee Replacing" connected to the requisition for which the routing is being sent.
Requisition Organizational Level (1-5) "Organizational Level" (1-5) field description connected to the requisition for which the routing is being sent.
Requisition Miscellaneous (1-20) Field description from the specified field connected to the requisition for which the routing is being sent.
Current Date Automatically fills in the current date in a mm/dd/yyyy format.
Current Time Automatically fills in the time of the addition of the record.
Link to Login This is a mail merge field which creates a hyperlink to login page for 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.
Req Note Add a specific requisition note (stored on 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.
App Note Add a specific applicant note (stored on the Notes page of the applicant). Multiple line items will appear depending on the number of note types defined under Admin > Codes > Note Types > Applicant.

See also