In this article, you can read about Templates, how to create them, and customize them to your business needs.
Creating templates in RecMan
There are several places in RecMan you can make use of templates. These places include places like rejecting candidates, candidate presentations, offers/agreements, and more.
There are three different types of templates in RecMan:
- Templates: Typically used in agreements (order confirmations, offers etc.), candidate presentations and general documents.
- Message templates: Can be used for emails. for instance, if you send an offer to a customer using an offer template, you may wish to have a short text describing how they should sign electronically or just have a template for your signature.
- SMS templates: These are made to enable quick text messaging from the system with a predefined text.
Templates and Message templates may use mScript, the merge tag system in RecMan, to automatically fetch information from the system and input it into an agreement or email. By adding these to your templates, you can start to automate your workflow, as a single template can be used to send to thousands of recipients, leaving the information gathering to the system itself. You can read more about mScript here.
Templates are something every user has access to once created, while Message templates can be limited to some selected co-workers if desired. In a company with different roles and tasks, it’s good to have a small bank of Message templates suited for each co-worker’s needs.
You will find a rich text editor in all the template types, enabling you to customize your templates easily. You can change the sizes of text and font and insert links and pictures as you wish. It is not recommended to have a lot of pictures and links in your templates, as some email providers and software do not support this. Please note that SMS Templates have a limited text editor.
When creating a Template and Message template, it is suggested to name it appropriate to its intended use, as there will be no preview of the templates before selecting it, only its name. When creating a Message Template, you may also add a Subject; this will be put into the Subject field of the mail you are writing. If left blank, the name of the message template will be pasted in here if the subject field is empty.
Warning
While writing a template in a text editor in advance (Word, etc.) may be tempting, this is not recommended. If text is pasted from such a program, hidden formatting may cause much confusion and errors in your Template.
Sharing a Message template
As previously mentioned, you can select which users have access to each Message Template. With the template selected, you will see three buttons on the top right. The middle one lets you share your template with your colleagues.
Once shared, the co-worker will find the Message templates in areas where they send emails and under their Profile page (located just below the user’s name and picture in the top right). From their profiles, the co-workers may customize the Message templates to suit them; however, if a major change is done to the template, you may want to check Update template for those who already have selected template on the bottom. This will overwrite any changes they have made and apply the freshly made template to their profile.
Assign Message template
You can also automatically assign a message template to new co-workers. This does so that all new co-workers who create an account will be shared with this template.
SMS Templates
You may also make templates for sending text messages from RecMan. You similarly create these as the other types; however, your options for input and text editor are somewhat limited. This is put in place to reflect the simple nature of SMS text. Creating SMS Templates enables you to quickly send messages to one or more candidates or company contacts, as you can see below.
Adding a picture to a template
Should you wish to add one or more pictures to your Template or Message Template, you must complete the following steps:
Step 1
The first thing you need is the picture to exist on the Internet. If you have a different source for the picture other than your computer, you may skip step 2.
The first thing you need to do is to locate your Document Archive. Hover over the blue Home icon and select Files.
Then click on the +Add button.
Press Browse files to open your computer’s file browser. You may also drag and drop the picture from your computer to the grey area. Once you have located the file stored on your computer, select it and Open it. This will initiate the upload.
Once uploaded, press the back arrow to navigate back to the Drive. Locate your file, and follow the line to the Shared area. Here, you will find a small chain; click it. This will present you with a URL linking directly to the picture itself. Copy this URL; we will need it in step 2.
Step 2
Now that the picture exists in the system and we have the link to it navigate back to the Template or Message template you wish to put your picture. Once located, press the small Image Icon.
This will bring up a box. In the URL field, paste the URL you copied from the Document Archive. You will get a small preview of the image, and you can change the size of the image with the Width and Length values.
Once satisfied, press OK to input the picture. Please note that you can, at any time, right-click the image and bring up the Picture Options once again.
Adding a link
If you wish to link to a website or online file, you are able to link to this directly. You have two options here: you can press the Link symbol in the text editor and paste your link directly, or you can select a piece of text before clicking the link. The words you selected will then become a clickable link to the location you specified.