Create, View, Edit, and Send Documents as Emails via the Candidate's Profile
In this latest version, HR admin users can create documents within the system and make these available to candidates directly via their candidate profiles. Within a candidate’s profile which can be accessed by going to Recruitment → Candidates, the option to ‘create document’ is now present.
Upon clicking the ‘Create Document’ button the system displays the documents available for the ‘Current Stage’ of the candidate. Select the relevant option from the list of documents and click ‘Preview’.
In "Preview" mode, the edit window appears, allowing for necessary changes to be made to the letter using a WYSIWYG editor. Once the letter is complete, select "Email Document" to send this letter to the candidate via email.
The Candidate's email will automatically be added to the ‘To’ field. By simply typing the name or email address, additional internal users can be added as recipients to the ‘CC’ field.
The Subject and the body of the email are automatically populated if such content is available in the template the user has chosen. It is possible to further edit them or add additional content if required.
It is also possible to upload Docx or PDF attachments if needed. Once all this information is added, the user can proceed to send the email to the specified recipients.
Logged-in User Tokens for Recruitment-related Documents
A new set of tokens have been introduced for Recruitment Documents and are referred to as ‘Logged in User’ Tokens. The new tokens are as follows.
- Logged-In User - First Name
- Logged-In User - Middle Name
- Logged-In User - Last Name
- Logged-In User - Full Name
- Logged-In User - Job Title
E-Signature for Recruitment Documents
As a further enhancement to the ability to send job offer letter emails directly to candidates via the recruitment module, OrangeHRM has also incorporated the ability to add an e-sign request to the job offer letters. The following options are available under this feature.
- Enable an E-signature Request Option in the Document Template. When adding a document template related to the Recruitment module, the user can enable the option to request an e-signature for that document as follows.
Recruitment → Configuration → Document Templates
- Generate a Document with E-signature Request - the user can create an offer letter document by clicking the Create Document button, choosing the relevant template, and editing the necessary details.
- Email a Document with E-signature Request - After creating the offer letter, the user can send it to the candidate with the e-signature request enabled by clicking the “Send E-Signature Request” button.
- Enter the E-signature for the Document - Follow this step-by-step process to sign the process.
- Once the email is sent, the candidate can open it and click on the relevant button to sign the document.
- The applicant will be directed to the next page of our renowned third-party service provider for electronic signatures, "One-Span."
- The candidate must click on the ‘Accept Terms and Conditions' box presented by the service provider.
- The candidate can view the letter and click on the sign button to sign. This button always appears on a separate page directly below the letter.
- After clicking on the Sign button Candidate can sign the document.
- Then the Hiring Manager can download the signed document through the system.
- View the E-signed Document in the System
Track all emails sent to the candidate under Candidate Profile
This functionality allows recruiters and hiring managers to easily monitor all emails that have been sent to a particular candidate within their candidate profile. This feature streamlines the recruitment and hiring process by providing a centralized location for all communication with the candidate.
The Email History tab has a list of emails that have been sent to the candidate through the Recruitment module and the Attachments tab has a list of attachments sent to the candidate including e-signature requests. The user can view the sent emails from the Email History tab and resent the request from the Attachments tab.