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Article

Creating and Editing Email Templates

Release: 16.3

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Overview

Email templates save users time and keep company messaging consistent. Users with appropriate permissions are able to create email templates and edit their own templates, as well as decide whether or not other users should be able to use, edit, or delete their templates.

Template administrators can manage sharing and editing settings of other users’ private templates, as well as edit the contents of the templates. Permission to fully access and edit other users' templates is typically only granted to user admins. 

Creating an Email Template

Users can create email templates from any email that they are creating.

The steps below describe creating an email template from a Recruiting Workflow search, as this will allow the user to leverage Person, Job, and Recruiting Workflow 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 Search from the menu bar, and then select Recruiting Workflow.
  2. Run the search with or without filters, depending on your preference.
  3. Select at least one person from the search results, and then click the Email button. (Note that depending on the number of search actions you have access to, the Email button may be located within the More menu.)
  4. Enter a Subject for your template.
  5. Write a message, including any desired variables, branding, messaging, or attachments from the File Library. Click the Save icon to add the message to the template library. 
  • Tip: To add variables to your message, click the Add Variables button. Then select the associated profile variable group (e.g., sender, recipient, recipient form URL) from the available list and search for a variable using the provided search box. Select the desired variable and click Add Selected to proceed. Repeat the process as necessary, and see the Using Email Variables article for more information. 
 
An image highlighting the Save Template icon.
  1. On the Save Mail Template popup, add a Title and a Description (not required), select users who should be able to use and/or edit your template, and finally click the Save button to save the template to the library.
  2. Continue editing the email as necessary and click Send to send a message using the newly-saved template (if desired). 
 
Tips:
  • For more information about composing emails within the Platform, please see Composing Emails.
  • Email templates may include attachments that are stored in the Platform’s File Library, such as driving directions.
Editing an Email Template

Users who have been given access to edit/delete a template may update templates using the steps below.

The steps below describe accessing the Compose Email tool and editing an email template from a Recruiting Workflow search, as this will allow the user to leverage Person, Job, and Recruiting Workflow variables in their email.

Emails and templates can also be composed or modified 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 Search from the menu bar, and then select Recruiting Workflow.
  2. Run the search with or without filters, depending on your preference.
  3. Select at least one person from the search results, and then click the Email button. (Note that depending on the number of search actions you have access to, the Email button may be located within the More menu.)
  4. Select the template you would like to edit from the Email Template dropdown list. 
  5. Make changes to the subject or message, and then click the Save Current Email as Email Template button (to the right of the Email Template field).
  6. To overwrite the existing email template, click Overwrite Existing Template. Verify that the correct template name displays in the Template dropdown list and make any additional desired updates to the description and/or sharing options, then click Save to overwrite this template.

Managing Email Templates

User admins and internal iCIMS staff may serve as template administrators, allowing them to manage both their own email templates, as well as the templates of others within the organization (including private templates).

Note that this is an optional permission. If you are a user admin and cannot perform the steps listed below, please contact iCIMS Technical Support.

  1. Select Communicate on the menu bar, and select Compose Email.
  2. Click the Manage Email Templates icon from the Compose Email window to open the Manage Mail Templates screen.
 
An image of the Manage Email Templates icon highlighted.
  1. Review the available information, including the template name, what user created the template, if the template is currently shared, and when the template was last used (available only to template administrators).
  2.  Click the Edit (pencil) icon to rename a template or to modify its sharing properties. Or, click the Delete (x) icon to delete a template. 
 
 

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.