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Administrator Guide
Last Updated: 2023-06-23
Concept: Templates for Send Message and Invite to Apply

Concept: Templates for Send Message and Invite to Apply

When you use the
Send Message
 or
Invite to Apply
 tasks to communicate with candidates, you can use message and notification templates to customize your recruiting communications.

Message Templates

Use message templates to draft frequently sent messages to candidates because they make it easier to deliver a consistent message. There are several different types of message templates with notification types for recruiting ad hoc communications:
  • Active Candidates messages are specifically targeted at individuals who have already submitted an application. These messages keep the candidate informed about the status of their application, next steps in the Recruiting process, or other relevant updates.
  • Recruiting Marketing messages are designed to attract potential candidates or leads and encourage them to apply for open jobs. You might send these messages to a wider audience of leads and potential candidates, and might include information about the company or links to a specific job posting.
You can send these ad hoc communications through the
Send Message
 or
Invite to Apply
 tasks, where you can select an existing message template tied to either type. The location of these tasks determines which type of notification that you can use:
Location
Active Candidate
Recruiting(ment?) Marketing
Job Requisition Candidate List Grid
✔
Job Applications Candidate List Grid (Recruiting Hub)
✔
Candidate Pools
✔
Embedded Fetch
✔
Find Candidates report
✔
My Candidates report
✔
Related Actions of the Candidate or Prospect Profile
✔
The
Send Message
 and
Invite to Apply
 tasks each have their own use cases and requirements. Workday recommends that you use custom message templates to invite fetched candidates to apply.

Notification Templates

You can use the Notification Designer to create notification templates. With these templates, you can enable users to add rich branding to custom business process notifications and message templates. Notification templates add branding to the message content provided by message templates. They are complementary and work together. Administrators can create multiple notification templates for each type of notification, and can be used as an alternative to email templates.

Invite to Apply

You can send message templates configured with the Recruiting Marketing notification type using the
Invite to Apply
 task. Use these templates to invite candidates to apply to a job requisition. Invite to Apply messages require a Job Posting selection because the standard job posting URL fields depend on the posting details.
Workday recommends that you use separate message templates for your External and Internal Invite to Apply messages, as these might require different fields.
When using Notification Designer, avoid duplicated links if Invite to Apply or Job Alerts are enabled, by configuring the job posting links in the notification template and not in the message template.
Example: Invite to Apply
Message Template: Invite to Apply - External
Subject: Exciting Opportunity for You at XYZ Corporation!

Body:
Hi [Candidate Name],
Thank you for your previous interest in [Company]!

We have a new position open that we think you would be a great match for based on your experience and qualifications:

Title: [Job Posting Title]
Job ID: [Job Requisition ID]

If you are interested in the opportunity, please apply directly:
[Invite to Apply - External Posting URL]

We look forward to hearing from you soon!

Best Wishes,

[Primary Recruiter]
[Company] Talent Acquisition

Send Message

Use the
Send Message
 task to send message templates configured with the Active Candidates or Recruiting Marketing type. The context and origin of the message play a big role in the behavior of the template and its included fields:
  • You can use Recruiting Marketing message templates when you access the
    Send Message
     task from the
    Find Candidates
     and
    My Candidates
     reports, Embedded Fetch, Candidate Pools, and related actions of the Prospect Profile because you access the task outside of a specific candidate job application.
  • You can use Active Candidates message templates when you access the
    Send Message
     task from the
    Job Requisition Candidate List Grid
    ,
    Job Applications Candidate List Grid
    , and the related actions of the
    Candidate Profile
     because you access the task in the context of a candidate’s submitted job application.
The
Send Message
 task doesn’t require a Job Posting selection, which means most Invite to Apply report fields don’t work with the task because they require a job posting context.
Example: Send Message
Message Template: Candidate Interview Availability
Subject: Interview Request from XYZ Corporation!
Body:
Hi [Candidate Name],

I hope you're doing well! We’d love to schedule an interview with you for the [Job Posting Title] role at [Company]. Could you share your availability for the next few days?

Let me know what works best, and we’ll coordinate accordingly. Looking forward to speaking with you!

Custom Message Templates

You can create customer message templates. Example: candidate reminder message.
Example: Candidate Reminder 
Notification Type: Candidate Reminder
Message Template: Reminder of Your Interview with XYZ Corporation
Subject: Future Opportunities with XYZ Corporation
Body:
Hi [Candidate Name],

This is a friendly reminder that you have an interview with [Company] for the role of [Job Posting Title] and [Date of Earliest Scheduled Interview in Minute Precision]. If you have any questions or concerns, kindly reach out to your recruiter.

We look forward to meeting you!

Best Regards,        
[Company] Talent Acquisition

Tenant Setup

The
Edit Tenant Setup - Notifications
 task manages the frequency and channel of message templates and notifications.
Customize Recruiting notification settings on the
Recruiting
 tab of
Notification Delivery Settings
. Workday recommends that you:
  1. Disable Candidate Home Deactivated.
  2. Set all other Recruiting Notification Delivery settings to Immediately.
Customize the settings for business process notifications across the tenant from the
Business Processes
 tab of
Notification Delivery Settings
. Workday recommends that you set them to
Immediately
. This controls notifications from business processes, including job application notifications.

Confirmed Opt-In and Embedded Fetch?

Embedded Fetch uses Recruiting Marketing notification types for the
Send Message
 and
Invite to Apply
 tasks, which always use Recruiting Marketing notification types.
Confirmed Opt-In (COI) is required. Leads must opt-in before they can receive or respond to an
Invite to Apply
or ad hoc message.