As soon as you use any of your workflow activities which allows communication with the applicant, there will pop up a window where you can choose the type of communication.
There could be 3 possibilities:
- telephone
- letter
We would like to provide you some more information about e-mail communication:
Let's assume you got a new online application and after checking the documents you decide to reject the application. In your eRecruiter workspace you use the activity "Reject application" and in the following pop up you choose "e-mail":
Now you will get a pop up for the e-mail communication with the applicant:
| 1 | Overview | On the left side you can see the name of the applicant who will receive this mail. On the right side you can see which job is concerned. |
| 2 | Templates | You can choose from different templates here.You can either show "only suitable templates" (for this workflow activity) or all. When creating new e-mail templates you have the possibility to connect the suitable activity for each template. In this case only these suitable templates could be shown here. |
| 3 | e-mail text | When using e-mail templates you can already find the suggested text here. Of course you can edit this text. |
| 4 | time delay | Without a time delay this e-mail will be stored in your outbox immediately when saving it. Then you can send it from the outbox to the applicant at any time. But you can also prepare an email for delayed sending. Choose the desired date here and you will find this mail exactly on this date in your outbox in the folder of unsent mails. |
| 5 | signature | If you only have one signature in the eRecruiter, you won't find this option at all. But if you have several signatures you can use your desired signature here. (the default signature will be suggested automatically). |
| 6 | attachments | You can upload an attachment from your computer here. If you have global documents in your eRecruiter (global documents are those that every user has access to, e.g. a map), you can simply attach this documents here. |
Important:
As soon as you finished editing your mail, click on the symbol 
to save it.
This doesn't mean your e-mail will be sent immediately to the applicant, this just stores the e-mail in your outbox. You have to open your outbox and sent the e-mail.
Open the outbox in your notification center. The red number indicates unsent emails.
In your outbox you will have an overview of unsent mails. With the filter above you can also view the delayed e-mails.
You can click through the e-mails and can edit, send, or delete each.
If you are sure you want to send all of them, you can use the button "send all e-mails" on the bottom to send all at once.
communication with several applicants at once
If you want to reject several applications at once, you don't have to do it seperately. You can choose all concerned applicants and use the activity:
Now you will find the pop up for e-mail communication for the first of the applicants. If you tick the checkbox "perform similar activities automatically" all of the other applicants will get the same e-mail.
Using placeholders in the email templates assures to address each applicant correctly.
