You can create email templates and use them to send an email to an employee/candidate. To create a new email template:

1. Select Setup > E-mail > Email templates from the main menu
2. Click New
3. Choose a name and the entity from which your email will be generated. The entity can only be selected at this stage
4. Click Save

The form includes the following fields:

• Name: an internal reference name to identify the email. It should be a descriptive name
• Entity: the reference entity for selecting the view (see below) and for determining in which section the template is available
• View: used to generate the email fields to be used as the recipient and the labels available for the message text. For examples, look in "Manage Views & Forms" for the views called "Module: view for sending emails." See also Creating a new views
• Type: indicates how the template will be used (preselected by the system) and does not require user modifications

• Allow multiple emails to the same recipient:  check this box to allow multiple emails to be sent to the same addresses

  
  Example:
  Notification to course participants about the start of the Edition with the schedule of Lessons.
  For each lesson, an email will be sent to the participant with the time. (the View must be configured so that the rows reflect the desired results)

   

• Active: indicates if the template is available for use (active) or in "Draft" status (inactive)
• Public: indicates whether the template is public or private (available only to the user who created it)
• Sender: Enter the sender’s email address
• Receiver: Select the field containing the email address to which the message will be sent. For example, the email of the selected employee/candidate or the manager of the selected employee
• iCalendar configuration: here you can find the fields that allow you to integrate the email into your messaging or calendar application (depending on the applications used by your company)
• Importance: Select the priority of the email (High, Normal, Low)

• Recurring: enable this option if you want the notification to be sent multiple times automatically, according to a predefined frequency. When you enable the toggle, the fields Period and Quantity will appear

  • Period: select the recurrence interval (Day, Month, Year).

  • Quantity: indicate the number of times the system should resend the notification according to the chosen period.

  Example: if you set Period = Month and Quantity = 3, the notification will be sent once a month for three consecutive months.

• Subject: the title of the email
• Message text: the body of the email

You can use the available placeholders both in the subject and in the body of the email template. The list of tags you can use is available in the user interface.

The placeholders shown in the list correspond to the fields contained in the previously selected view, below are some examples:

• Employee: %Employee%
• Manager: %Manager%
• Hire date: %Employees.hire_date%

Or for a Candidate:

• Email: %email%
• First name: %name%
• Last name: %surname%