PDF Package and Send Email

Overview

This action allows a super user to configure an action on a rule where the candidates application form, resume, assessment form or a form attachment can be packaged and then emailed to relevant parties.  This functionality can be configured throughout an assessment process, at various stages.  System users that have access to create/edit assessment process templates will automatically have access to this new feature.

Example: The payroll team require all uploaded superannuation documentation for new starters as soon as they have completed their onboarding information.  A PDF Package and Email Action can be configured to trigger on completion of the onboarding step.  The Action will automatically package the superannuation documentation for the new starter and email it directly to the payroll team.

Instructions – Create PDF package action email template

Follow the steps below to create the email template for the PDF package action:

1. Navigate to the System tab and click on Email Templates.
   
   

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2. Select ‘Assessment Process’ in the Create New Email Template Type and click Go.

3. Complete the fields below.

   Template Name – When selecting the email template to apply to the rule the template name will appear.
   Reply To – If the recipient responds to the email it will be sent to this address.
   Email Subject – The recipient of the email will see the email subject.
   Email Display Template – The branding that will be applied to the email.

   Email Body – The recipient of the email will see the email body. In the email body you can add merge fields that include the job name etc.
   
   

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4. Click Save and Review to finalise.
   
   

   
   
   

Instructions – Create PDF package action email template

Follow the steps below to configure the action within an assessment process template:

1. Navigate to the System tab and click on Assessment Process Templates.
   
   

2. Click on the template name.
   
   

3. Navigate to the step that you wish to add the action to and click +Add Rule.
   
   

4. Complete the following fields:
   Rule Name – this will be displayed on the assessment process template on the step.
   Rule Trigger – Select ‘Exit – When the step is complete’. This means the rule will trigger once the candidate exits the step.
   Source – The source is the form that you wish to link the rule to.
   Question – The rule will trigger based on this questions answer. Once the question is selected the Answer options will appear below for you to select the answer.

5. Select the answer option that the rule will trigger off.

6. Click Save.
   
   

7. To add the action, click +Add Action.
   
   

8. Select the Action Type ‘PDF Package and Email.
   
   

9. Click Select Email Template to select the email template that you created or pre-configured email template.
   
   

10. Click Select in the Action column on the email template that you wish to attach.
    
    

11. The email will appear for you to make any changes required.

12. Click Save and Review to confirm the email.
    
    

13. Click Finish to return to the action setup.
    
    

14. To add a recipient, click +Add Recipient.
    The available recipient options are:
    Step Users - the applicable step will need to be selected and will trigger the email to the user that completes the referenced step.  Only steps available above the current APM step will display.
    Role - the applicable role will need to be selected.
    User - the applicable system user will need to be searched and selected.
    User Group - the applicable user group will need to be selected, the email will trigger to every member of the user group.
    Note: Multiple recipients can be added across multiple recipient types.  Each recipient will receive an email, which will be logged against both the candidate card and the user account.
    
    

15. To determine the forms and file upload documents that will be included within the candidate PDF package click +Manage Forms.

16. Select the step forms or files that have been uploaded to a step and click Save.
    
    

17. Click Save once you have completed the action setup.