Edit email templates

Client Administrators can use the Edit Email Templates page to customize default email templates for your application. The default templates used for your application are determined based on your application hierarchy (for example is your application a "parent" or a "child" application). For more information about parent and child applications, see Application hierarchy.

If your application is a:

Standalone application (meaning the parent is Hirevue), then the default email templates are the Hirevue defaults.
Child application in a parent-child client configuration, then the default email templates are those of the parent application. For example, if the parent application for Acme Travel has customized email templates, then all child apps of the parent default to those customized templates. Any time that the parent app makes changes to the email templates, the child app will inherit those changes and update their default email templates accordingly.

Regardless of the default application, as long as you have the appropriate permissions, you can customize the default templates within a parent or child application. Specifically, you can use the Edit Email Templates page to:

Specify whether to use client-specific branding in emails.
Configure available fields (also called "merge fields") and static text within the email.
Specify the elements that can be edited by recruiters (with edit job permissions) within the interview stage.

You can revert to the default settings at any time by using the "Revert to Default" feature described below.

Edit Email Templates Page

The following image displays the Edit Email Templates page and highlights areas where you can perform actions.

1 - Template information

Displays the name and description of the email template, as well as the interview type to which it corresponds.

2 - Email design

Defines the design (colors and logo) that HireVue uses when generating emails from the selected template.

By default, email templates are configured with a branded email design. Branded email designs use the client colors and logo defined by the client to customize the following elements:

Email header background color
Logo used in email header
Call to Action button color

3 - Recruiter edit permissions

If recruiters have permission to edit a job, then you can also give them permission to edit the following elements of the email template from within the interview stage:

Subject
Body
Button Text
Closing

When recruiters edit email templates within an interview stage, the edited template is used to generate all candidate invitation emails within that stage. Edits that recruiters make within a stage are only used by that job stage.

If recruiters do not have permission to edit a job, then they will not be able to edit any element of the job, including email templates. However they will be able to preview the template prior to inviting candidates to that stage.

To learn more about the recruiter experience, see Email Invitations.

4 - Language selector

Sets the language for the active email template that you are editing, so that you can edit or update the translated version. For example, if you want to edit the Spanish version of the on-demand video interview template, then you would select "Spanish" from the drop down menu and edit the Spanish translated text that appears.

Once you customize a translation, the Custom tag is displayed next to the language name in the drop-down menu. The Custom tag remains until the template is reset to default, at which time all customizations are discarded. For more information, see "Reset to Default," below.

Note: When templates are released to clients, they are translated in all 21 supported languages. To understand how languages and translations work in Hirevue, see Languages.

5 - Last modified

Displays information about the user, time, and date on which the email template was last changed. If the email template is still the default template, this area remains blank.

6 - Reset to Default

Discards any edits made to the email template and returns it to its default state. If you have customized translated versions of this template, then you will be given the opportunity to either reset all translated versions of the template back to the default, or reset only the selected version.

When you reset an email template to its default state, a success message appears at the top of the screen, and the Last Modified message is removed from the page.

7 - Email sections

Displays editable fields within each area of the email that you can customize. You can customize fields by typing static text or adding/removing available fields.

If you want to:

Add an available field, then click the blue field from the Available Fields list to copy it to your clipboard. Paste the field in the location within the email field that you want it to appear.
Remove an available field, then select and delete the related string (for example ${Customer.Name} from within the email field).

Select the links below to preview the sections that you can edit within each email template:

Header

Body

Closing

Support

8 - Available fields

Available fields (also known as "merge fields" are variables that contain database information, intended to personalize the email for the recipient. Some merge fields pull a value from Language Resources, while others calculate based on database records and are not translated (for example, job title, candidate name, etc).

For example, in the From line of an email template, the merge field ${FromUser.FirstName} contains the first name of the email recipient.

9 - Action Buttons

Lets you save or preview changes that you are making to the email template. Specifically, you can click:

Save to save changes that you made to the template.
Preview to view the email that will be generated based on the email template that you are editing. The email will open in a new window, where you can choose to view the desktop or mobile version.
Cancel to discard any changes made to the email template and return to the Email Templates page.