Find out how to create an email template and how to use meta-tags to customize your email. Define your email as a time-saving template.


 

Create a template

  • Go to Settings > Emails (or Administration > Emails).
  • Click on Add.
  • Fill in the fields :
    • subject : which is the subject of your email ;
    • sender : to indicate a sender name (ex: The platform team) ;
    • email of the sender : to give an email different from the email used by default to send emails from the platform ;
    • message : to enter the text of the email ;
    • email type : to define if the template is a template (usable for sending emails to candidates), a mailing campaign, a system email (which will be sent on some triggers).
  • Save.

Use meta-tags

You can use meta-tags to personalize your emails. These are presented in a form[META_TAG] which, in the email, will be transformed according to the desired information.

These meta-tags are very useful in the case of repeated emails to several people that must contain different information (program name, date, first and last name of the person...).

General meta-tags

Here is a list of general meta-tags you can use :

  • [FNUM] for the candidate's file number ;
  • [USER_NAME] for the candidate's username ;
  • [COURSE_LABEL] for the name of the program ;
  • [CAMPAIGN_LABEL] for the name of the campaign ;
  • [SITE_URL] for the address of the application platform ;
  • [USER_EMAIL] for the user's email.

Form-specific meta-tags

To create templates with program/form specific information, you must use form element IDs. You can retrieve them in Administration > Programs, then by clicking on the icon next to the targeted program.

For these tags, keep the format ${...}, do not add brackets [].

Meta Tags Id

Find out how to set up email triggers to send emails automatically to optimize your management. Create your own triggers by program....


 

Go to Settings > Emails > Triggers (or Administration > Emails > Triggers), then click Add.

The form is divided into 2 parts : information about the message, and information about the recipients.

Information about the message

  • When the status of the file changes to : choose when in the application procedure the trigger should be set. This is done through the file status.
  • Program : determine which program the automatic email corresponds to. To select several or deselect a program, use the CTRL key (command on mac).
  • Email template : choose the email template you have previously created from the list.

The recipients of the email

  • Send email to connected candidates : choose to send an email to users connected to the platform.
  • Send the email to candidates whose file has undergone a manual status change : choose to send the email to all candidates whose file status has been modified by a manager, a coordinator, an evaluator...
  • Send the email to candidates with the profile : choose to send the email to all candidates belonging to a profile.
  • Send mail to groups : choose to send the email to user groups.
  • Send the email to the selected users : select one or more specific users to send them the email.

Note : to select.deselect, use the CTRL key (command on mac).

Follow each of the steps to see how to send an email to one or more candidates easily, including with one or more attachments: documents to send for example.


 

Sending documents is linked to sending emails.

  • In Folders, choose one or more folders ;
  • go to Actions > Send > Send an email ;
  • in the window, enter a message and your recipients (to find out more, go to the email sending) ;
  • at the bottom of the window, choose the document(s) to attach to your message in the "Select an attachment type" > Mail ;
  • click on Send the email

Envoyer Emails

Follow each of the steps to see how to send an email to one or more candidates easily (email with attachment...). There are different ways to do this.


 

  • In the Folders view, select one or more candidates using the filters.
  • Go to Actions > Send > Emails to candidates.
  • Choose an email template (= template) or enter your message directly in the text box.
  • Check that the sender's address and subject matter match what you want.
  • Select an attachment type if you want to add one and then select it from the list.
  • Click on Send the email

Envoyer Emails

You can also send an email to an applicant directly from their file using the Actions menu.

See how to create your own mail template. A useful tool to send similar mail in a mass mailing, but adapted to each candidate thanks to meta-tags.


 

Create a new document template

  • Go to Settings > Mail
  • Click on Add

Static documents

You have the possibility to add static documents that you can then attach to your emails.

Documents built in Word

Build your document in Word. To customize it, insert meta-tags from the form attached to the program, the meta-tags built in ${...}.

The file sent will be in.docx format

Documents built in the platform

Create a document yourself in the platform using the different text editors (message body, header, footer). To customize it, use the general meta-tags and form meta-tags.

The file is sent in PDF format.

How to use meta-tags ?

General meta-tags

Here is a list of general meta-tags you can use :

  • [FNUM] for the applicant's file number ;
  • [USER_NAME] for the candidate's username ;
  • [COURSE_LABEL] for the name of the program ;
  • [CAMPAIGN_LABEL] for the name of the campaign ;
  • [SITE_URL] for the address of the application platform ;
  • [USER_EMAIL] for the user's email.

Form-specific meta-tags

To create templates with program/form specific information, you must use form element IDs. You can retrieve them in Administration > Programs, then by clicking on the icon next to the targeted program.

For these tags, keep the format ${...}, do not add brackets [].

Meta Tags Id