Send email from template

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If you want to send an email from a template to multiple people:

  • Check the boxes for the people you want to include
  • Select “Send email(s) from template” at the bottom of the table or, when working with a distribution list, in the Action bar
  • Click on the “Apply” button
  • Using the search tool above the table, you can display the template you want, then select it and apply it by clicking “Use”
  • Check the template for completeness. If you want to make any changes, use the relevant link and pay attention to the help text to see whether these changes are applied to the template for this mailing only or permanently.
  • Specify whether the email is to be sent at a later time:

Send date (optional)

  • Send later (date)
If you do not want to send out the email immediately, you can specify a future date on which to send it. On that day, the email will be sent at about the same time of day as when you entered the email request.
  • Send in (number of days)
Another option is to have the email sent out a certain number of days from now. On that day, the email will be sent at about the same time of day as when you entered the email request.
  • Application status after using the email template:(Status)
This status is stored in the template (/Contact/Templates/ID/Basics/General) as a new status after using the email template and will be set automatically after sending.

Status and archiving (optional)

  • New application status: (Status)
If you do not want to change the status, please leave this field without selection value. The value selected here will be applied immediately after saving.
  • Comment on status: (Free Text)
This field appears only if a New Application Status is selected in the upper field.
  • Archive application
  • Reactivate application
  • Once you have filled out all the settings, click “Send”.

If one or more of the selected recipients of the email does not have an email address stored in the system, the following warning is displayed:
Caution: One or more recipients do not have an email address stored in the system and will not receive this email.

Rule for automatism on applications

If you clicked on or create rule in the upper section, you can create an automation rule.

Automation rule

Note: Automation rules are brought to application every 6h and thus react very quickly to search hits. Please make sure that each rule is self-contained and does not form a circular relationship with other rules. Therefore set the search criteria accordingly.

  • Designation *:
Enter a meaningful designation.
  • Description, purpose :
Describe why exactly the selected searches are important.
  • Order position of this rule :
If more than one rule applies to an application, then it may be crucial which rule should be applied first. This setting can be readjusted afterwards.
  • Security limit *:
Automation is useful and makes work easier, but can also lead to unwanted surprises, for example, if you define the search titeria too broadly. Please specify here how many search hits of this rule per execution are still considered plausible. The corresponding search for the rule is executed every 6h and the hits are processed accordingly. e.g. 100. If the safety limit is exceeded once, the rule is automatically deactivated and the creator is notified.
  • Activate automatism

Check the box to activate this automatism.

Action
  • Action to perform : AutoRuleAction_SendMailToApplicant
  • Email template : (display the selected email template, e.g. "DE_Rejection after job interview").
  • New Status:
Please make sure you are not looking for the same status you set here.
  • Comments :
Applications where status changes have been made automatically will have the entry "autostatus" in the "Remarks on status" field. This can be customized or extended by adding an individual entry. Thus, for example, additional information on the (new) status can be viewed, which significantly improves traceability.
  • O Remove from supervisor area at the same time as status change
  • O Withdraw access from bodies at the same time as status change
Rule to be applied to
  • Branches*:
Selection of branches to which the rule should be applied.
  • Apply also to subordinate branches
Rule searches for
Note: You can still readjust the selected searches, but you cannot select additional searches.

Recommendation: Should you wish to add additional searches, click on the "Test Search" link in the overview, expand or modify the search parameters accordingly and enter a new rule. Then delete or deactivate the rule to be replaced.

  • Application Status *:
Select the status(es)
  • Status last changed more than (days) ago :
Searched for applications whose status was last adjusted more than n days ago.

What do I do if emails are not received?

  • If individual emails are not received, please check the Communication history to see whether there is a icon next to the email. If there is, click on the email title to go to the details, where the specific error message is displayed.
  • Review the corresponding email template.
  • If no or very few emails are being received, it might be because the emails are being filtered out by recipients. The person in your company responsible for email should then check an SPF entry.

You can apply this multiple action in the following overviews==


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