See Auto Mailer, for information on opening this page. This page allows you to send an adhoc or templated email to a list of preselected recipients along with attachments from the system, your own PC or the your consultant area in the system.

The following fields are displayed.

From – Select the consultant from whom this mail is being sent (this defaults to yourself).

To – This is a list of recipients (client contacts or candidates).
If these are client contacts,  the names will become selectable. When clicked, the Contact Selector small window appears that allows you to select more contacts (if available) from the same client.

If there are multiple recipients, you will see a check box that allows you to select the required recipients.

Note: Recipients in the To box will not see each other as recipients, each person is sent an entirely separate email.

BCC – Select another consultant who would need to receive a copy of this email.

Master Templates – This is a list of master templates where you can select a predefined template for this particular type and method of contact (set by the admin user in mail templates), please see Automailer Templates for more details.

Included Jobs Docs – This option appears only if you initiate the Auto Mailer from the Shortlist tab of a Candidate Record or a Vacancy Record.
Click Mail this Job’s Details to these Candidates in the Contact Chooser window of the Auto Mailer. The shortlisted job specifications for the candidate appear here. You can click the icons to edit or upload any documents.
Included Candidates docs – This option appears only if you initiate the Auto Mailer from the Shortlist tab of a Candidate Record or a Vacancy Record.
Click Mail these CV’s to this Contact in the Contact Chooser window of the Auto Mailer. The public CV’s of all the shortlisted candidate appear here. You can click the icons to add, edit or delete the CVs.
Select the check boxes corresponding to the candidate CVs to be emailed.
Select the Send in one mail check box to send the selected CVs in a single mail to the recipient.

Attachments – Click this to add additional documents to the mail out. You will presented with the Upload manager, this has three tabs…

Capture

The first tab is My PC Docs, this allows you to browse local documents on your PC, upload them and then attach them to the current email that you are preparing.

The second tab is My Consultant Docs, this is a holding area of commonly used documents that stay available in the system (more details on how to add to this are here). Simply choose the appropriate file and click attach to add them to the current email you are preparing.

The last tab is Our Shared Docs, its identical to the previous tab except that everyone has access to it (again you can find out how to share your consultant docs here).

 

Subject – This is a dynamic text box that sets the subject of the email. It can use all the mailmerge tags based on the email content (this will be covered later in more detail).

My Templates – Select a list of the current consultant’s templates for this particular type and method of contact. Consultants can save their own customized templates by clicking Save As at any time. It will then appear here in the list of templates.

Email Content Editor (the large white box at the bottom of the auto mailer window) – This is where the email content is compiled and edited using the array of text formatting tools provided. You can format the text by selecting the required font and size. The text can be justified left, right, or centre and also indented.
If you choose a template, this is where the content appears. You can edit the content and then save it.
Consider the following example:
You have a candidate Harry Smith and you are submitting his CV to client contact Sally Brown, in relation to a vacancy that she is recruiting for. Assume that a master template has not been set up. So, we are creating a new template.
Right-click the email content area to get the following window.
CreatingMasterTemplate
 This is the mailmerge field chooser that contains a list of context sensitive tags, where you can double-click to add a tag to the Email Content Editor.
So if you wanted to have an email that said:
Dear Sally,
Please find attached the email of candidate Harry Smith in relation to your current vacancy TB-321.
regards
Bill Bloggs
You would create a template that looked like:
[CONT-SALUTATION],
Please find attached the email of candidate [CAND-FNAME] [CAND-SNAME] in relation to your current vacancy [JOB-REF].
regards
[CONSULT-NAME]
The selection of the tags that you have to choose from is based on the type of contact you chose at the beginning of the auto mail process.
For example, if you started from a candidate’s shortlist and then chose to send a CV to a client contact, then you would have candidate, job, client and contact tags to choose from. But if you came from a list of clients, then you would only have client and contact related tags. Hence, each contact types and methods have their own master and consultant templates.In addition to the above, you can also change the signature template if more than one exists.

Once everything is ready you can then send the email by clicking either Send via outlook or Send via AX.

Send via Outlook will send the email you created via your own copy of MS Outlook where as Send via AX will use Applicantextra’s own mail service to send the email. Use the former if you want a copy of the email in your Outlook sent items or you are finding mail delivery to be a problem using the other method.

 

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