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Article

Composing Emails

Release: 16.3

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Overview

Users with appropriate permissions can compose emails from the iCIMS Talent Platform in a number of ways.

Recipients of emails will have a copy of the email display in the appropriate mailbox found in the Email Tab on their profiles, and will receive the email via their external email provider as well.

Warnings:

  • Emails may only be sent to individuals with a profile in the Platform (e.g., contacts, candidates, employees, etc.). This is because each time an email is sent, it is saved to the sender and recipient profiles. (If an intended recipient does not have a profile in the Platform, users can create a profile for them by selecting Create Contact — within the To, CC, or BCC dropdown lists, and then inputting the desired recipient's First Name, Last Name, and a valid email address.)
  • The To, CC, and BCC dropdown lists can only be populated with valid email addresses. Any email addresses that have previously bounced within the Platform will not be searchable within the dropdown list and cannot be selected.
  • The system prevents a user from placing the same recipient in multiple recipient fields. If the selected person's email address already exists among the recipients in the current email being drafted, an alert will display and the person will not be added as a recipient.
  • The iCIMS Talent Platform does not currently accept accented characters in email addresses (e.g., josé@email.com). Any email addresses with an accented character will be flagged as invalid, and users will be unable to send email to those addresses.
  • Once an email has been sent, the message cannot be recalled.

Compose Email Options

An image of the Compose Email window.

An email composed in the Platform, with variables (i.e., automatically populated fields) highlighted in green.

  • From: View the sender for the message in the From dropdown list. (Users with access to send messages from other email addresses, such as a corporate do-not-reply address, can select another email address in the From dropdown list.)
  • To: Enter or select a recipient in the To dropdown list.
  • CC/BCC: Click this link (to the right of the To dropdown list) to carbon copy (CC) and blind carbon copy (BCC) recipients.
  • Email Template: Select an existing mail template to use for your message.
  • Manage Email Templates and Save: Click the Manage Email Templates icon (available to the right of the Email Template dropdown list) to review or edit existing mail templates. Click the Save icon (available to the right of the Manage Email Templates icon) to save the current email as an email template.
  • Subject: Provide an email subject in the Subject field.
  • Format Controls: Manage File Library attachments, format, add images, or spellcheck the message using the Format Controls toolbar.
    • Add Variable: Click the Add Variable button to include variables in the email subject or message.
  • Text Area: Compose the body of email message in the text area. (If the Formatting Controls do not immediately display, click into the Text Area.)
  • Drag and Drop Area: Drag and drop files or click here to upload them to the email message.
  • Send: Click the Send button to send the email message.
  • Cancel: Click the Cancel button to cancel the message and close the Compose Email popup.

Composing an Email in the Platform

The steps below describe composing an email from the Job Profile People Tab, which will allow the user to leverage Associated Recruiting Workflow variables, as well as Sender and Recipient variables in their email.

Emails can also be composed from various profiles in the system and by selecting Communicate > Compose Email from the menu bar, though the range of variables available in each case will vary.

For more information about email variables, please see the Using Email Variables article.
  1. Select Job from the list of Quick Search options. Search for a job with at least one candidate whom you would like to email.
  2.  Access the People Tab on the Job Profile and select the By Status grouping option.
  3.  Expand the bins and statuses to locate and select a candidate. (Alternatively, select one or more bins or statuses to select multiple candidates at once.)
  4. Expand the More Actions menu, available at the bottom right of the People Tab. Then, select Email. The Compose Email window will display. 
  • Tips:
    • If many candidates have been selected, their names will not all be listed on the Compose Email window. However, the number of Associated Recruiting Workflows will indicate how many recipients will receive the email.
An image that highlights where the Associated Recruiting Workflow is displayed.
  • People with invalid email addresses or whose email addresses have been marked as bounced will be removed from the email. For more information, please see the Resetting a Candidate's Email Status article.
  1. If desired, begin typing a template name into the Email Template dropdown list, or simply click into the Email Template dropdown list to display templates. Select an email template from the list.
  2. Review and edit the message content, and then click the Send button to send the email.
Tips:
  • Message variables are highlighted in green and will populate with the appropriate data when the email is sent. Unavailable variables (which will not populate with data) are displayed with a strikethrough. As a best practice, do not send out emails with unavailable variables. For more information about email variables, please see the Using Email Variables article.
  • If the email has been launched from the Job Profile People Tab, a Person Search, Recruiting Workflow Search, a Person Profile, or from a Recruiting Workflow Profile, a Save Current Email as Additional Document icon may be available when composing the message. Select this option to save a copy of the current email as an attachment to each recipient’s profile. (Note that this option is not available when composing an email from the Communicate menu or when utilizing the Share Profile feature.)
An image that highlights the Save Current Email as Additional Document icon in the Compose Email window.
  • The Compose Email window allows users to preview a message before they send it by clicking the Preview button at the bottom of the email. The Preview button launches an Email Preview window that shows how that email will look for recipients, including resolved variables. Note that sensitive variables, such as the Password Reset URL, will not display in preview mode.
An image that highlights the Email Preview screen.
  • Use the Preview As dropdown to set the preview to a specific recipient.
  • Click the Download Email icon beside the Preview As dropdown to download a copy of this email. Select this icon to download the email and print it, if necessary; the Microsoft Word document will have variables populated correctly. Note that this will only work for up to 20 recipients.
  • An alert will display if any of the variables will not resolve correctly. Unresolved variables can be fixed by clicking Cancel, then making the necessary edits to the email message.
  • For information about email templates, please see the Creating and Editing Email Templates article.

Composing a Mass Email Message in the Platform

The iCIMS Talent Platform supports mass emailing from within the Platform. A mass email may be sent to specific recipients by following the steps in the Composing an Email in the Platform section of this article (above) and repeating step 3 for all desired recipients. A mass email may also easily be sent to multiple candidates or other contacts from a search result screen or using the Communicate > Compose Email menu path.

The steps below describe composing a mass email from the Job Profile People Tab, which will allow the user to leverage Associated Recruiting Workflow variables, as well as Sender and Recipient variables in their email. 
  1.  Select Job from the list of Quick Search options. Search for a job with multiple candidates whom you would like to email.
  2. Access the People Tab on the Job Profile and select the By Status grouping option.
  3. Expand the bins and statuses to locate and select multiple candidates. (Alternatively, select one or more bins or statuses to select multiple candidate groups at once.)
  4. Expand the More Actions menu, available at the bottom right of the People Tab. Then, select Email. The Compose Email window will display.
  5. Complete steps 5 and 6 in the Composing an Email in the Platform section of this article. Click Send to send the email.
Tips:
  • Users with appropriate permissions will receive a mailing summary via email that includes the results of an email blast, including the number of successful sent messages and any bounced email addresses.
  • When a user sends out a mass email, all bounced and invalid email addresses will be automatically removed from the recipient list. For more information, please see the Resetting a Candidate's Email Status section of this article.
  • An opt-out link variable will automatically be applied to all email campaigns and mass emails (i.e., emails with more than one recipient) sent from the system. This variable can also be manually added to emails by selecting the Email Opt-Out URL recipient variable (Click Add Variables and locate the Recipient Variables section, then select Recipient > General > Email Opt-Out URL).
Warning: The system actually sends one copy of the email to each of the listed To recipients. For example, if 100 recipients are selected, the system will send 100 different copies of the same email to 100 different people. For this reason, iCIMS strongly recommends against CCing or BCCing anyone on a mass mail, as they will receive a copy per each individual recipient.

Working with Email Curriculum

iCIMS has created a series of articles to assist iCIMS users in composing emails and managing email templates successfully.

The iCIMS introductory curriculum for working with email includes the following articles:
iCIMS also offers a training webinar on this topic: iCIMS 105: Working with Email and Appointments.