Recruit Help

Managing Email Templates

 Create an Email Template

Communicating with Candidates/Contacts is an important activity in any business scenario. Zoho Recruit provides Email Templates to send one email to multiple recipients. In instances like sending Interview notifications to Candidates or follow up mails to Candidates, you can make use of email templates rather than having to type the same content every time a new customer signs up. You can design mail templates to make them more enticing rather than sending emails in plain text.

To create a new template

  1. Go to Setup > Customization > Templates > Email.
  2. Click on the + New Template button.

  3. Select the module for which the Email template has to be created from the drop-down list and click Next.
  4. Enter the Template Name and the Template Subject
  5. In the Email Template Body section, create the Email message body by incorporating the fields from various modules:
    • Select the required fields from the Available Merge fields drop-down list. When sent, the merge fields are automatically replaced with relevant data so that the template is personalized for each and every reciepient.
    • Select the relevant field name based on the category (User, Organization, Specific Module or Related Module).
    • Copy the field (for example, ${Contacts.FirstName}) from the Copy Merge Field value and paste it in the body of the email template.
      You can also provide merge fields for the Subject of the email template.
  6. As per the CAN SPAM Act, provide an Unsubscribe form (Opt-out) link for users to remove their Email ID from your mass mailing list.
  7. Click Preview to view your email.
  8. Click Save.

Note

  • You can create a template with a maximum of 100,000 characters.
  • You can give a link to your video in your email template. You cannot embed the video in the template itself.
  • If you are creating an email template for sending emails to candidates, do not merge the contact-related fields and vice versa.
    If you try to merge both fields, you will experience errors while creating the email template.
  • Email Templates are Record specific. It is created for a specific record type.
    For example, you can create a template for candidates or contacts. When you send emails to candidates, only the templates created for candidate records will be available.
  • You can add attachments in the template by clicking on the attachment button and inserting them. You can attach a maximum of 10 files and the total size limit is 3MB.

Sample Email Template

Dear ${Candidatess.Salutation} ${Candidates.First Name} ${Candidates.Last Name},

Thank you for your interest in Zoho Recruit.
We welcome your suggestions and comments in improving the product further.

Sincerely,
${User.First Name}

Email Output

Dear Mr. Larry King,

Thank you for your interest in Zoho Recruit.
We welcome your suggestions and comments in improving the product further.

Sincerely,
Zoho Recruit Team

Create Newsletter templates

  1. In Zoho Recruit, go to Setup > Customization > Templates > Email.
  2. In the Email Template editor, click the Edit HTML button.
  3. In the Code View mode, paste your Newsletter HTML code and click Insert.
  4. Click Save.

 Organize Email Templates

 Preview Email Templates

You can view the preview and the analytics of the template on the list page itself making it easier to view one template after another if needed. With this you can get an idea of how the template looks and how well it is performing, helping you in deciding if any improvements have to be made.

 Delete and move templates

At times you may want to delete templates that are not much in use, junk templates and templates that do not perform well. You can delete a template by selecting it and clicking on the Delete button.

 View Template Analytics

With template analysis you can get to know about the performance of each template. When changes are made to the template, it is considered as a new version of the template. This lets you analyze how each version of the template has performed and gives you an idea of how well the implemented changes have been accepted. Know more .

  1. Go to Setup > Customization >Templates > Email.
  2. Click on the required email template and select the Analytics tab or you can click on the open rate under the stats column. A graph with the template statistics will be shown.
  • You can toggle between:
    • Open Rate: Opened rate is the percentage that tells you many times the email containing the template has been opened by the customers.
    • Click Rate: Clicked rate is the percentage that tells you how many clicks were registered by the customers for that particular email containing the template.
  • You can choose to view the graph based on the Percentage, Count or Version from the drop-down list.
  • You can choose if you want a specific version or all versions to appear on the graph.
  • You can define the range of dates for which the data should appear on the graph.


Clone Email Templates

At times, there might be a slight change that has to be made to the content of an existing template before send them to another customer. Rather than having to go through the trouble of creating a whole new template, you can clone the old template, make the necessary changes and save it. To clone a template, click on a template and click the clone button that appears on the preview section of the template.

 Working With Template Folders

With template folders you can group similar templates together. When you have a large number of templates, searching for them can become exhausting. By grouping similar templates together, you can easily access all the similar templates in a single place.

Create a New Folder

By creating a new folder, you can categorize the templates by adding similar templates to the folder. You can create a folder only when you want to save a template or move templates from one folder to another.

  1. Create a new template.
  2. Click on Save.
  3. While saving the template, you will be asked to save it to a folder. To create a folder, click on + New Folder.
  4. Enter the name of the new folder and choose with whom the folder should be shared.
    You can choose to share it with all users, specific users or just yourself.

  5. A new folder will be created and the template will get added to it automatically.

Note

  • If you want to create a folder when moving templates, click on the + New Folder after creating the template and enter the folder details and click Create.
  • You have default folders in Email Templates like All Templates, Favorites, Associated Templates, Created by me and Shared with me.
    These folders cannot be deleted or customized.

 Merge Fields

Merge fields are used in places where the value for that particular text keeps changing. For example, in the greeting section of the template the name of the person will keep changing depending the recipient. In such cases, the merge field retrieves data based on the value of the merge field.

To add a merge field, all you have to do is select the appropriate vales from the drop-down list and copy them where ever needed in the template.

Note
  • Signature is now provided as a merge field. So the signature of the user can be added where needed, rather than having to configure it at the end of the template.
  • Companylogo is also provided as a merge field so that you can insert it where ever it is needed.

Unsupported Merge Fields

Unsupported fields are those fields that no longer exist in Zoho Recruit for various reasons. If you try to create an email template with the merge field values of such unsupported fields, a popup prompts you to Remove Unsupported Merge Fields before you can save the template.

The list of unsupported merge fields are displayed in the popup window. If Zoho Recruit is unable to identify the exact merge field that is no longer supported, that field will simply be displayed as ${Unsupported_Field}.

Following are specific instances when merge fields get unsupported in Zoho Recruit.

Deleted Custom field

If your email template continues to have the merge field value of a deleted field, it will be listed as an unsupported merge field.

Deleted Custom fields of a look-up module

If your email template has a merge field inserted from a [Module] lookup and then the field gets deleted, it will be listed as an unsupported merge field.

That is, assume you have a Candidate-lookup in the Job Openings module. An email template you have created for the Job Openings  module includes a merge field value from the Candidates module, populated via the look-up. Now if you delete that field from Candidates, then it will be listed in the template as an unsupported merge field.

Field not related to the selected module

If you have used a merge field that is not related to the module for which you are creating the template, then it will be listed as an unsupported merge field.

For example, if you insert the merge field value ${Candidates.Candidate Id} in an email template for the Job Openings module, it will be listed as an unsupported merge field.

Note

  • Unsupported merge fields may be seen in the subject and body email templates. Make sure these values are removed from these sections in an email template.

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