BalanceTRAK > Settings > Email Templates
KEY TOPICS:
- About Email Template Content
- About the
Link[Link toFormForm] 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
An Email Template is comprised of the following components:- Recipient audience
- Subject Line
- Message, or Body Text
Within the Message are two types of content:
- Text — Or 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[Link to FormForm] Field
The [Link to Form] field is a special tag, used for Job Seeker recipients. This field places a link in the Message body so the recipient can 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]. The Email Template will display, and its name will show in the Template drop-down in the header 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
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. Leave the box unchecked, and use the [Send Bulk Email] button, which is available in Job Seekers and Requisitions. This 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., which contains common word processing tools. For examples,examples of other shortcuts, you can:
To paste alreadyPaste formatted text from a Microsoft Word document,selectby selecting the [Paste from Word] button.(Optional)AddToaadd linkslink to additionaldocuments,WebposteddocumentsonortheaWeb,Website,clickby clicking the[Insert Edit URL/Link][Link] button.These links can later be removed by using the[Remove Link]button, while the text is highlighted in thetext editor.
Enter Merge Text into an Email Template
Click on [Insert Predefined Text], a button located below the text editor. From the Insert Predefined Text menu, use the radio buttons to select either:
- Body Text
OR
- Subject 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…”.