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Using Email Variables

Release: 16.3

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Users with permissions to compose emails in the Platform can leverage variables to include common information that will vary based on the specific sender, recipient, job, talent pool, company, or form. Message variables are highlighted in green and will populate with the appropriate data when the email is sent. For example, users can include the Full Name sender variable at the end of an email template and the Platform will automatically populate the name based on the individual sender.

Note: If an Email Template says that it Contains Unavailable Variables, then there are variables saved in the template that the Platform cannot access. For example, Associated Recruiting Workflow variables are only available when sending emails from a Recruiting Workflow Search. If the variable is unavailable, it will display with a strikethrough. As a best practice, do not send out emails with unavailable variables.

When an available field has no value, the system will not be able to resolve that variable, either. For an easy way to see which variables will not resolve for specific recipients, use the Preview button on an email. If an email or email campaign will not resolve correctly when received by one or more recipients, the Email Preview window indicates how many variables are broken and what percentage of valid emails would resolve correctly if sent.

An image that displays the Preview window.

The system warns the user before an email with unresolved variables is sent via a popup window.

Using Email Variables 


  • The steps below describe adding the Recipient Full Name: First Last variable to an email, which will resolve as the email recipient’s full name (e.g., John Smith). The steps are similar to add other variables.
  • The steps below describe composing an email from the Job Profile People Tab, which will allow users 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.)
  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.
  5. Choose an existing template to build on one that already exists. Alternatively, enter a subject and body for the email.
  6. Place your cursor where you would like to add a new variable. Then, click the Add Variable(s) button.
  7. Select Recipient, and then search for “full name.” Then, select Contact Tab > Full Name: First Last.
  8. Click the Add Selected button to include the variable.
  9. Review the newly-added variable within the email, which will display in green highlighting. Repeat steps 6-8 of this section of the guide as needed for different variables and continue composing your email as described in the Composing Emails article. Click Send to send the email.
  • There are three categories of email variables: sender variables, which populate with information about the email’s sender; recipient variables, which populate with information about the email's recipients; and associated recruiting workflow variables, which populate with information about the recruiting workflow associated with the email’s recipients. Note that recruiting workflow variables are only available when launching the compose email window from a recruiting workflow search or from the Job Profile People Tab.
  • The variable picker supports keyword searching to easily direct the user to the desired variables. Enter the desired keyword to identify matches among applicable variables.
An image highlighting the search functionality of the Add Variable popup.
  • For more information about composing emails within the Platform, please see the Composing Emails article.
  • Users may send portal-specific password reset URL variables to candidates through email using the Password Reset URL recipient variable. (Please note that the portal-specific password reset URL variable will not work if recipients have been carbon copied (CC) or blind carbon copied (BCC) on an email.)
  • 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.

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.