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
- Creating Submittal Email Templates
- Configuring Candidate Documentation in Submittal Emails
Sending Submittal Emails
There are three 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 it 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.
Each of these methods generates a Submittal Emai that allows you change the content of the submittal email before it actually gets sent out to its recipient.
- On the far left, 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.
- In the middle section, 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 drop down arrow.
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.
Creating Submittal Email Templates
Before you can send submittal emails, you should configure the default submittal email template.
To start, navigate to Your Profile & Preferences
Next, navigate to My Templates and use the plus sign to begin.
That will then display the New Submittal Template editor.
1. Template Name: This is required to save your template
2. 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
3. Subject: You may enter fre text or use the drop down arrow (to the far right) to pull in mail merge data
4. Tags: You may tag submittal emails to help search and categorize them
5. Attachments: Selecting the Configure Submittal Attachments will allow you to include which attachments you'd like to default to pull into your submittal email. (More on this below)
6. Share this Template: You may share this template with other users in your organization
7. 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
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 email 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 Crelate's Edvanced Submittal feature to learn how to audit client vies and prevent back-door hires!