Manage Correspondence Templates
- 27 Feb 2024
- 6 Minutes to read
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Manage Correspondence Templates
- Updated on 27 Feb 2024
- 6 Minutes to read
- Print
- DarkLight
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Abstract
Correspondence templates control the content and usage of emails automatically generated or manually sent via the Talent Suite system.
Introduction
There are two types of templates:
System Correspondence. Included with the system.
Custom Correspondence. Created by administrators or deity users.
You can link correspondence templates to organization levels, activities, disposition codes, ratings, or events to specify when the email associated with the template is generated. If you do not link the template to any of these items, you can send the email manually.
The new_user_created template allows the welcome email in the correspondence log to be resent to a hire. It is available by default. If a new hire hasn't logged in, then the [welcome] email is resent. Otherwise, the [forgot] password email is sent.
Clients can decide which templates they want to use, and configure them to be automatically sent (upon completion of a trigger task). For example, an email can be automatically sent to new hires after the Onboard Start activity is completed.
You use the Manage Correspondence Templates screen to work with correspondence templates.
How to Access the Screen
In the Global Toolbar, display the Settings menu and select Settings.
Select the System Configuration tab, if necessary, to display system configuration options.
Display the Show drop-down list and select Correspondence. The Manage Correspondence Templates screen displays. Note: You can use the Show statement to limit the display of templates in the list pane to either system or custom templates.
Tasks You Can Do on This Screen
- Create a new template.
- Make a copy of the currently selected template that must be saved with a different name.
- Modify and save the currently selected template.
- Display a preview of the email generated with the template. Note: Regarding a preview for resending a new user email, the following message displays: [Preview option for this email template only available from the Talent Suite Admin page (Navigation Path -> ...). Access to Admin page dependent on user privileges.]
- Delete the currently selected template.
Field Descriptions on This Screen
Screen Item | Description |
|---|---|
Active Check box | Makes the selected template active or inactive. |
Status (list pane) | Lists the status of each template. |
Name (list pane) | Lists the name of each template. |
Name | Indicates the name of the selected template. |
Organization Level(s) | Specifies the organization levels that have access to the template. Select this link to open the Organization Structure window, which you can use to select organization levels. Note: If the client is not using organization levels, this link does not appear on the screen. |
Activity Name | Links the template to a workflow activity. Select this option and then select an activity from the drop-down list that displays next to the option. When a template is linked to a workflow activity, the correspondence is sent when the activity becomes current. |
Disposition Code | Links the template to a disposition code. Select this option and then select a disposition code from the drop-down list that displays next to the option. When a template is linked to a disposition code, the correspondence is sent only if an employee is dispositioned with the specified disposition code. |
Rating | Links the template to the action of rating an applicant. Select this option and then select a rating from the drop-down list that displays next to the option. |
Event Name | Links the template to an event (for example, the dismissal of a task, initiation of a tax credit check, and so on). Select this option and then select an event from the drop-down list that displays next to the option. |
None | Select this option if you do not want to link the template to an activity, disposition code, rating, or event. Note: Many core correspondence templates have None selected. |
Send Type | Specifies whether the correspondence is sent automatically, sent only upon confirmation, or never sent. |
Include Attachment(s) | Specifies any applicant attachments (resume, cover letter, or additional documents) included by default. |
From | Specifies the email sender. This defaults to an email address determined by the client organization. |
To | Specifies who receives the email. The system contains predefined database tags that identify individuals or groups of recipients. You can enter % in this field to display a list of available tags from which you can choose. |
Reply To | Specifies the reply to address for the email. This address is specified in email system settings; there is no need to specify an address unless it differs from what is specified in the email system settings. |
CC and BCC | Specify any recipients you want to copy or blind copy. As with the To field, you can enter <% to display a list of available tags. |
Language | Displays fields for specifying options for the template in an additional language. Note: If the client has not purchased additional languages, this field displays as read-only. |
Subject | Specifies the subject of the email. |
Body | Specifies the email text. You can format the appearance of this text. As you enter text, you can insert database tags to pull in information from the system database. For example, in your salutation, you might insert a tag to pull in an employee’s first name. To insert a database tag, select the Suggest Content icon
to display the Suggestion Box pop-up. You can display a list of appropriate database tags by entering <% followed by the first few letters of the entity with which it is associated (for example, job for job tags, app for employee (applicant) tags, act for activity tags, and so on). Select the Add Content button in the Suggestion Box pop-up to insert the tag in the correspondence template. |
Use Company Logo | Includes the company logo in the template. |
Use Company Watermark | Includes the company watermark in the template. |
Use Personal Outgoing E-mail Encoding | If you are using double-byte character languages, select this check box to ensure that your emails are sent correctly. |
Creating a Correspondence Template
Abstract
When creating a new correspondence template, you can build one from scratch or clone an existing template.
You can link the template to an organization level, an activity, a disposition code, a rating, or an event.
You can also specify the recipients and the content and indicate whether the correspondence includes the company logo or the company watermark, and whether it uses personal outgoing email encoding.
The following procedure describes how to create a new correspondence template from scratch.
Display the Manage Correspondence Templates screen.
Select the Create New Template icon
to refresh the screen and display blank fields.Provide information for each section. Note: You can preview the email by selecting the Preview icon
.Select the Save icon
.
.Modifying a Correspondence Template
Abstract
You can modify an existing correspondence template by changing its options and content, or by making it active or inactive.
When a template is:
Active, it is available for use.
Inactive, it is unavailable, but still stored within the system.
Tip: Inactivation is recommended instead of deleting a template. If an organization changes its mind about using the template, it is easier to reactivate it rather than create it again.
To modify a correspondence template:
Display the Manage Correspondence Templates screen.
Select the name of the template you want to work with to display its content and options.
Make your changes and then select the Save icon
.
To make a correspondence template active or inactive:
Display the Manage Correspondence Templates screen.
Select the name of the template you want to work with to display its content and options.
Select the Active check box to make the template active or clear the check box to make the template inactive.
Select the Save icon
.
Deleting a Correspondence Template
Abstract
You can delete a correspondence template only if it is not currently in use.
If you cannot delete a template, you can deactivate it to prevent it from being used.
Display the Manage Correspondence Templates screen.
Select the template you want to delete.
Select the Delete icon
.When the confirmation message appears, select the OK button.
Select the Save icon
.