Merging emails and documents
Once you have selected the action required (Refer to Processing applicants through the vacancy process) the document that is assigned to that action will then appear in one of the following
E-mail Merge
Any time an action triggers an email it will be held in E-Mail Merge.
- Select Recruitment from the top menu.
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Select Tasks and then E-Mail Merge.
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Any E-Mails that are waiting to be merged will be listed.
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Select from Vacancy Ref and/or E-mail and select Search to filter the list.
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Select the appropriate applicant(s) from the list and select E-Mail Merge.
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Once the merge is complete users can click the title in the Email column to view it.
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Select Send E-Mails to send the email to the applicant(s). Alternatively, you can view and/or amend the email before it is sent. Select from the Email column where you can then review the email and edit where appropriate. When you have made any required changes select Send and the email will be sent.
Once sent, your email can be viewed by clicking the hyperlink, but it can no longer be edited. Emails can be resent from this preview screen by selecting Resend.
- Select Include Produced and select Search to view any email which has been merged but not yet sent.
- Select Include Sent and select Search to view any email which has been sent to the applicant.
An exclamation mark next to an applicant indicates they do not have an email address. This will need adding in the Home Address screen against the applicant.
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If you wish to delete any applicants in the list, select them, then select Remove from List.
Document merge
Any time an action triggers a document it will be held in Document Merge.
- Select the Launch icon, then select Recruitment.
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Select Tasks and then Document Merge.
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Any documents waiting to be merged will be listed.
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Select from Vacancy Ref and/or Document and select Search to filter the list.
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Select each applicant in the list you want to process and select Merge.
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Select OK on the confirmation message.
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The documents will be merged and automatically downloaded to the users PC as MS Word documents.
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Once the process is complete you will be prompted, Do you wish to mark the document(s) as produced?. Select Yes to mark today’s date as the Date Produced. Select No to leave the Date Produced unchanged.