System e-mails
As an administrator, you can access the system emails through the settings. Some of these can be turned on and off under email notifications.
Configure system emails
Click on the title of the email you want to work with, and edit the message and the subject line. If you would like to insert new or additional variables, you can find them with the variable finder. When you are done editing the system email, click on "Save". You will be taken back to the overview, where you can edit other system emails as desired.
Take note of the tips/suggestions for using the WYSIWYG text editor.
Note that email attachments are limited to a maximum size of 14 MB.
Tip from consultants: IF condition for comment
To prevent the word "Comment" from appearing alone in the email, with no associated text, when no comment is present (e.g. when forwarding an application to a hiring manager), the following condition can be used:
[IF Message.Kommentar] Comment: [Message.Kommentar] [END]
Settings for sender addresses
For the sender address of system emails, you can define both a general sender address and a branch office-specific sender address.
Sender address for system emails (in the main settings):
This address will be used as the sender for all automatically generated system emails, if no dedicated sender address has been provided for the branch office (see "Email settings" in the profile settings for a branch office).
Email (in the profile settings for a branch office):
This address is used as the sender for all automatically generated branch office-specific system emails. This sender address overrides the email address stored in the main settings as the sender address for system emails. If no branch office-specific email address is specified here, then the "System email sender address" from the organizational profile in the main settings will be used.
Required configurations
- If you have set up the solution for access via Single Sign On, then all links in emails must pass through the page where authentication takes place.
- If you have integrated external pages like the job board into your website using an iframe, then all links in emails must point to the corresponding page of your website.
System emails and languages
System emails are offered in a number of languages, and can be configured language-specifically.
Note- Languages for which there are no translations cannot be configured.
System emails and languages with no translation
Languages which are active, but for which there are no translations, cannot be configured or set up manually. The corresponding entries in the system email overview do not exist, and must first be delivered separately by Umantis.
If you do use a language (e.g. Norwegian) for which no translation is available, the corresponding system emails will not be sent out. For example, if an applicant has selected Norwegian as their correspondence language, then that applicant will not receive general system emails. Functions like “ Reset password ” cannot be used.
Welcome email for applications
For branch office-specific emails, such as the welcome email for applications, the language of the job board will be used in the email. If no template is available in that language, then the system's default language will be used instead; applicants will receive an email no matter what. Furthermore, these emails only need to be filled out at the head office (assuming that they should have the exact same content everywhere). If a subordinate branch office has no email text of its own, then the system will use the email texts from the head office by default. If the head office has a version of the email in the selected correspondence language, then that version will be used; if not, the default language is used.
For more information about creating emails (text and HTML), see Create an email template.
No email will be sent to applicants whose application has received the status "Application incomplete". In this case, the responsible HR expert must intervene on their own.
System emails for passwords
- If you execute the action Send new access data, the system e-mail SystemTemplate_ApplicantGrantAccess is sent.
- If an applicant clicks on the link "Forgot password", the system e-mail SystemTemplate_PasswordForgotten will be sent.
Both system e-mails contain the variable [Company.Name] in the footer, which displays the name of the branch to which the candidate has applied.
System emails for employee review meetings
As part of the process for employee review meetings, you can customize and use specific system emails (/Administration/SystemTemplates). Presented below are three templates with a brief description:
- Code: SystemTemplate_Ask4ConfirmationAgreementSuperior
- Title: Employee review meeting: Request to manager to confirm contents of employee review meeting
- Subject: Please confirm contents of [Absender.Vorname] [Absender.Name]'s employee review meeting
- Code: SystemTemplate_Ask4ConfirmationAppraisalSuperior
- Title: Employee review meeting: Request to manager to confirm assessment
- Subject: Please confirm [Absender.Vorname] [Absender.Name]'s assessment
Example: The following email template is sent out when employee review meetings have been modified: In this case, an email is sent to both participants. If HR experts reopen employee review meetings that had been agreed upon, then employees and managers are informed with this email.
- Code: SystemTemplate_MAGChangeNotification
- Title: Notification of modification to employee review meeting
- Subject: Employee review meeting has been modified
Contents:
[Empfaenger.AnredeFormell] [Empfaenger.Name]
(The agreement has been opened:) [IF Setting.Action == 'UnfreezeAgreement'] [IF Setting.SelfAction] (The manager receives this text:) [Absender.Vorname] [Absender.Name] has reopened the agreement on the contents of their own employee review meeting for [Periode.Name] ([Stelle.Bezeichnung]). [ELSE] (The employee receives this text:) [Absender.Vorname] [Absender.Name] has reopened the agreement on the contents of the employee review meeting for [Periode.Name] for [Person.Vorname] [Person.Nachname] ([Stelle.Bezeichnung]). [END] [END] (The assessment has been reopened:) [IF Setting.Action == 'ReOpenAppraisal'] [IF Setting.SelfAction] (The manager receives this text:) [Absender.Vorname] [Absender.Name] has reopened the assessment for their own employee review meeting for [Periode.Name] ([Stelle.Bezeichnung]). [ELSE] (The employee receives this text:) [Absender.Vorname] [Absender.Name] has reopened the assessment for the employee review meeting for [Periode.Name] for [Person.Vorname] [Person.Nachname] ([Stelle.Bezeichnung]). [END] [END] Use the following link to access the employee review meeting in the [Setting.AreaName] area: [IF Setting.SelfService] (The employee receives this link:) https://[Special.Hostname]/SelfService/MyProfile/MyPositions/[Setting.AreaLink]?SwitchPeriodID=[Periode.ID]&SwitchPositionID=[Stellen.ID] [ELSE] (The manager receives this link:) https://[Special.Hostname]/Employment/Current/[Stellen.ID]/[Setting.AreaLink]?SwitchPeriodID=[Periode.ID] [END] With kind regards, [Unternehmen.Name] This email was generated automatically.