TABLE OF CONTENTS

Explanation of term

Correspondence templates are pre-written texts that can be used for repeated message sending. They enable consistent communication and reduce errors. These templates can be used in various areas of the system, such as applicant management or onboarding.


Configuration

To create or edit a correspondence template, open the page Correspondence Templates and click on the button + Correspondence Template.

Find a detailed guide here: Create Correspondence Template


System behavior

Permissions

  • Permission
    To create or edit correspondence templates, you need the right Edit Correspondence Templates in the user role. 
  • Availability
    The availability of templates can be controlled via the organizational unit. A template created at the top level is available in all subordinate organizational units.
  • Components
    Correspondence always consists of several elements:
    1. Formatting Template: Contains static elements such as salutation, signature, and legal notices.
    2. Correspondence Template: Includes the variable text that is adapted to the specific message.
    3. The email address or postal address to which the correspondence should be sent.

Notes on configuration

  • Language
    Set the language of the template. The template will only be displayed if it matches the language of the application.
  • Placeholders
    Use placeholders to insert dynamic content such as names or dates.
  • Formatting Template
    This defines the framework of the message and should not be changed.
  • Target Status
    Define the application status at which the template should be available.


How our customers use this

  • Applicant Tracking
    Many customers use correspondence templates for confirmations of receipt, interview invitations, or rejections. Separate templates are often created for different forms of address (e.g., "You" or "Dear").
  • Onboarding
    In onboarding, correspondence templates are used to inform new employees about tasks or important information. Automated templates simplify communication and ensure consistency.

Further articles on this topic