Email Templates

You can use email templates for creating your own pre-defined email formats for common types of messages sent frequently such as messages for birthday greetings, request for updated resumes from candidates, etc.

RBox comes with a library of templates for common scenarios. You can modify these for your use, make copies of these or create new ones from scratch.

You can define templates for communicating with specific types of recipients as well as for a predefined set of actions:

Recipient types include:

• Candidates
• Contacts

Common Tasks

1. Create a new email template
2. Create a copy of an existing template
3. Delete a template

1. Create a new email template

Follow these steps:

- Point to Configuration in the main menu and select User Configuration. The User Configuration Navigator will open.
- In the Navigator tree-view, expand 'Email' and click on the 'Templates' data view.
- On the right pane, from the File menu select 'New'. The New Email Template page will come up.
- From the Action drop-down, select whether you will use the template for communicating with Candidates or Contacts. Select 'General Communication' if you will use it for communications like birthday greetings, thank-you mails etc.

- Enter a name for the template in the 'Name' field.

- Enter an optional description in the 'Description' field.
- Enter the subject content in the 'Subject' field.
- In the 'Attachments' section you can specify files that should get automatically attached with the message when it is generated. These files can be specified from different File Categories available for an object. Different file categories are available for each object such as Vendors, Candidates etc.

To specify a file attachment,
- Click on the 'File Category' drop-down and select a file type from the relevant category. For e.g. if you're creating a template for forwarding resumes, you can select 'Formatted Resume'. 

- In 'Pick Option', 
- Select 'Latest' if you always want to attach the most recent version of the file.
- Select 'Pick Intelligently' if you want the system to automatically attach the most relevant version of a file.
- Select 'Ask' if you want the system to display a selection dialog so that you can select the file to attach.
- Select 'All' if you want all available versions of the file to be attached.

- If you need to attach additional related documents such as educational certificates etc. you can use each 'File Category' set for a specifying each type of file. You can click on the 'More' link to add more 'File Category' fields.

- In the drop-down adjacent to the 'Pick Option' drop-down specify whether the file category you've specified is to mandatory to be attached or optional

- Type the message body content.

For each point in the message where you want a candidate/position related value to be inserted automatically do the following:
- Position the mouse cursor at the spot in the message body and then from the Parameter drop-down just above the message body box select the parameter corresponding to the value.

- Click on the Add Parameter link adjacent to the drop-down.

- Repeat the above 2 steps for each value to insert automatically.
- Once done, click on the 'Save' button.

2. Create a copy of an existing template

Follow these steps:

- Point to Configuration in the main menu and select User Configuration. The User Configuration Navigator will open.
- In the Navigator tree-view, expand 'Email' and click on the 'Templates' data view.
- On the right pane, the list of existing email templates will be displayed. Click on the name of the template to copy.
- In the detail page, point to the 'Template' menu and select 'Copy As'. In the dialog that comes up enter a name for the copy and click OK.
- Now in the list of email templates the copy will also be shown or just apply filter on the Template Name column to locate the copy you created.
- Now you can open the copy, make the desired changes and save it.

3. Delete a template

Follow these steps:

- Point to Configuration in the main menu and select User Configuration. The User Configuration Navigator will open.
- In the Navigator tree-view, expand 'Email' and click on the 'Templates' data view.
- On the right pane, the list of existing email templates will be displayed. Tick next to the template to delete.
- Point to the 'Edit' menu and select 'Delete'.