< back

BalanceTRAK > Settings > Email Templates

KEY TOPICS:

  • About Email Template Content
    • About the Link to Form Field
  • Default Email Templates for Job Seekers
  • Default Email Template for Collaborating with Colleagues
  • Add a Custom Email Template
  • Choose a Template for Editing
    • Enter Merge Text into a Template
    • About the Link to Form Field
  • Manage an Email Template's Settings
  • Edit an Email Template's Message

Manage Email Templates to Support balanceTRAK User Collaboration

By accessing Administrative Settings > Email Templates, the Administrator may edit the system's default Email Templates and create custom templates for transmittal by balanceTRAK users when communicating with Job Seekers or colleagues. The [Add] and [Remove] buttons in the header toolbar display with custom Email Templates, while a [Rename] button is available for all Email Templates.

Once any changes are made to the template or its settings, click [Save] to make it available for use when users or the system send new email messages.

Note: Default Email Templates may not be removed.

About Email Template Content

[Edit Information]

An Email Template is comprised of threethe elements:following components:

  • Recipient audience
  • Subject Line
  • MessageMessage, bodyor Body Text

Within the Message are two types of content:

  • Text — orOr plain words of the Message. The same Message will go to all recipients for the type of communication.
  • Tags — Also known as predefined text, tags are placeholder for variable text that will be "merged" into the message when it is sent. Typically, tags, which are surrounded by brackets, reflect identifying elements that will vary, depending on the recipient and the communication.

About the Link to Form Field

The [Link to Form] field is a special tag, used in several default Email Templates having havefor Job Seeker audiences.recipients. This field places a link in the Message body toso anthe uncompletedrecipient APPLICATIONcan complete a SELF-ID, BACKGROUND CHECK, or other Form.

The [Link to Form] tag only functions when the email is sent from the Review Job Seeker detail. Otherwise, this tag will not be merged when the email is sent.

Default Email Templates for Job Seekers

The following default Email Templates send links to Forms for completion by the Job Seeker:

  • Send Application Form
  • Send Background Check Form
  • Send Self-ID Form

The following default Email Template acknowledges receipt of the Job Seeker's completed APPLICATION:

  • Send Auto-Acknowledgement
  • About Default Email Templates for Application Reviews

Default Email Template for Collaborating with Colleagues

Th following default Email Template allows balanceTRAK users and external addressees to review the Job Seeker’s APPLICATION:

  • Forward Job Seeker's Application to Others

Choose a Default Template for Editing

To edd an existing Template, first select an Email Template from the Template drop-down, a menu located in the header toolbar.

Add an Email Template

Create additional templates by choosing the [Add] button from the header toolbar. Enter a Template Name, and click [Save].[Save]. The Email Template will display, and its name will show in the Template drop-down atin the topheader of the page.toolbar.

Manage an Email Template's Settings

Once a Template is selected from or added to the upper drop-down, choose to:

  • Have balanceTRAK use the template when automatically sending emails

OR

  • Leave the box unchecked

Note:Important Quick Tip: By selecting the automated option, some merge fields, [Your Name], [Your Email Address], [Your Phone Number], and [Link to Form] will not be available. IfLeave the check box is left unchecked, theand template can still be used viause the [Send Bulk Email] buttonbutton, which is available in Job Seekers and Requisitions,. whichThis method puts you in control of when an email, based on a template, is sent.

Next, use the Email Template Recipient options to identify the audience, either:

  • Job Seekers

OR

  • Other balanceTRAK users

Edit an Email Template's Message

Enter the appropriate title for the: Subject Line; and compose the corresponding Message in the provided text editor.

(Optional) Change the appearance of the text (e.g., color, font, alignment, size, format, bulleting, numbering), using the text editor toolbar. For examples,

  • To paste already formatted text from a Microsoft Word document, select the [Paste from Word] button.

  • (Optional) AddTo add links to additional documentsdocuments, posted on the WebWeb, by usingclick the [Insert Edit URL/Link] button. These links can later be removed by using the [Remove Link] button, while the text is highlighted in the text editor.editor.

Enter Merge Text into an Email Template

Click on [Insert Predefined Text], a button located below the text editor.editor. From the Insert Predefined Text menu, use the radio buttons to select either either:

  • Body Text or

OR

  • Subject Line. Line

From the provided drop-down menu, select the appropriate tag to include. Click [Insert] to apply the action.

Example: To send an email thanking Job Seekers who applied for an Account Executive position, click the [Insert Predefined Text] button, which is located below the text editor. Next, use the radio buttons to select: Subject Line; and select the tag [Job Title] from the drop-down.

With these settings, this Job Seeker would receive an email that reads, “Thank you for applying for the Account Executive position…”.