Many Crelate users have a workflow in which one of the steps is to submit a list of potential candidates to a customer or client for review or approval.
Crelate makes this step easy by allowing users to generate and send a client-facing submittal (or send out) email. The email that is sent is generated from a template that can be customized in the Crelate Settings area, and the email will automatically include attachments of all the submitted candidates' resumes.
This article will discuss 3 main items regarding submittals.
Sending Submittal Emails
There are multiple ways you can send a submittal email:
1. When on the dashboard for a Job, select the candidate you want to submit (either click-and-drag or ctrl-click to select multiple), then click Selected Contacts in the menu and choose Submit.
2. When on the contacts page, select the contacts you want to submit in the table, click the Selected Contacts button above the list of contacts, then click Submit to Job. Then pick which job you want to submit to in the window that pops up.
3. When on a contact page, click This contact, then Submit for Job, then select which job to submit to.
4. When on an Opportunity Record, select This Opportunity | Submit Candidates.
You'll be able to choose the candidate(s) you wish to submit via the left panel.
5. When on an Opportunity Record and viewing the Submittal Items Grid, you may also generate a Submittal by selecting the New option.
Each of these methods generates a Submittal Email that allows you to change the content of the submittal email before it actually gets sent out to its recipient.
On the Email tab, you can change the content of the email body, subject, To, CC, and BCC fields. These fields will all have default content based on the submittal template that was used (and also based on the Job and candidates being submitted), but you can change them before sending if necessary. You will also be able to leave internal Notes & Details on the left side. Notes & Details are strictly internal and will not be shared as part of the email.
In the Documents tab, you can see which documents will be attached for each candidate. Depending on the submittal template you used, you will see a tile for each document-type and for each candidate. For example: if the submittal template indicates that Resumes should be included in the submittals, then you will see a red "Resume" tile for each candidate. You can click on the tile to preview the document, and if necessary upload or select a different document. If the tile is gray instead of red, then that means the candidate doesn't have a resume available.
Pro Tip: If you do have multiple Submittal Templates, swap to a new template by selecting the magnifying glass.
Bonus Pro Tip: Do you have a submittal template that you want to align with a client or job each time? You may navigate to a Company or an Opportunity record to select Submittal Template. This will allow you to select a template that pulls in by default each time you submit to this Client or Opportunity.
Saving a Submittal Draft Email
If you start a submittal and need to finish it later, you can save the email as a draft and revisit it when ready by using the Save as Draft option.
When you're ready to revisit your draft, you can access it again by double-clicking on the Submittal via the Submittals Items Grid.
Creating Submittal Email Templates
Before you can send submittal emails, you should configure the default submittal email template.
To start, navigate to Menu | Manage Your Profile & Preferences.
Next, navigate to My Templates and use the plus sign to begin under My Submittal Templates.
That will then display the New Submittal Template editor.
1. Template Name: This is required to save your template.
2. Template Type: You will have options for both Single and Bulk. Single will send an email for a single submitted candidate. Bulk will send one email which includes all of the submitted candidates if you submit more than one candidate per email. Another difference between Single and Bulk is how the Candidate insert data fields are added. For Single, you will use a Candidate option. For Bulk, you will use the Submitted Candidate List option.
3. From, CC, BCC, and To: Each option here allows you to automatically pull in a mail merge field based on a contact type (such as Hiring Manager Primary Email). You may also enter in an email address via free text.
4. Subject: You may enter free text or use the drop-down arrow (to the far right) to pull in mail merge data.
5. Tags: You may tag submittal emails to help search and categorize them.
6. Attachments: Selecting the Configure Submittal Attachments option will allow you to include which attachments you'd like to default to pull into your submittal email. (More on this below).
7. Generate PDF Package: When this setting is enabled, all attachments in the email will be packaged into a single PDF for each candidate.
8. Share this Template: You may share this template with other users in your organization.
9. Email Editors + Body: You may change the style and font of your email body. Additionally, selecting the Insert Data field will allow you to pull in mail merge fields to the body of your submittal template.
From there, you may select drop-down arrows at the end of each column to choose mail merge fields to include in the email. The "insert data" option can be used for the body of the email.
How to Configure which documents are included in the submittal
By default, each candidate's resume will be attached to the submittal email, but additional documents can be included too (for example: you might want to also include a cover letter document for each candidate).
To configure which document types are included in a submittal:
1. Click the link next to Attachments on the submittal template. A window containing a list of attachments will pop up. This is the list of document types that will be included in the submittal for each submitted candidate.
2. To add additional document types, click the green plus icon at the top of the list.
Pro Tip: Want to add a new type to display? Consider Adding a New Document Type.
3. Optionally, you can check the "This document type is a required attachment" and "Allow multiple of this document type" check boxes at the bottom:
Checking the "Required" box means that you will not be able to send a submittal email without this document for each candidate. If the "Allow multiple" box is checked, then the submittal email will include all documents of this type for each candidate. Otherwise, it will just include the most recent document.
Learn more about the Submittal Items Grid below!