General Setup > Custom Emails

General Setup > Custom Emails

Menu Path: Setup > Common Setup > General Setup > Custom Emails tab
Accessible to: Application Administrator

Emails are sent from EazeWork HRMS in multiple ways
1. As alerts when predefined events happen - most of these emails cannot be configured as of now but sending of these email can be disabled (in most cases). Refer document on Alert Setup for more details
2. Some emails which are sent from the system can be customized and the process of doing so is explained in this article
3. New custom emails can also be created and sent manually by HR Manager from Employee Management page.

1. System emails

System emails cannot be deleted but if you do not want to use them they can be deactivated.

HRIS Emails



System emails available in HRIS module are 
- Welcome email : which is sent when a new employee is added available for customization or can be sent from this tab. With the welcome email you can send an auto generated password to the employees. This email can be customized or if you want to revert back to the original email you can use "Reset to Default" option as shown below


Recruitment Emails

Emails which are sent to the candidate and are available for customization are shown in this section

  1. Profile updation email : sent to request candidate to update their profile
  2. Regret email : sent to inform candidate about their application being rejected
  3. Face to Face / Telephonic / Video interview emails : these emails are sent intimating the candidate of the interview details
  4. Offer letter email : these emails are sent with the offer letter and are a part of the offer workflow

You cannot delete but you can edit / customize these emails. To customize the welcome email click on "Customize" action button and save the modified email with a new name. Once you have customized an email you will get the "Reset to Default" option using which you can revert back to the original system email.

Sending Triggers

The Sending Trigger column can have three options 
- System : this means that the email is sent on a system defined event and this trigger cannot be changed
- Manual : these emails will have to sent manually from this page by clicking on "Email" action button
- Automatic : these emails will be sent automatically based on a sending event which can be configured using "Define Event" action button

 
You can setup an offset. For example, if you want to send the Welcome Email 5 days after employee's date of joining you should enter 5 in the offset column as shown above.

2. Custom Emails

You can create emails which can be sent to all or to a specific set of employees. These emails are sent by the App Admin from this tab. Follow the steps given below to add a new custom email.

1. Select HRIS module in the drop down.
2. Use "New Custom Email" button to design a new email. Creating a new email is similar to creating a custom letter. Refer to the article on Creating custom letters for more details
2. To preview the email click on "Preview" button, you would be able to see the text which is sent
3. To send email click on "Email" button, a popup will open up as shown below


You can use the Eligibility Criteria option to select the set of employees to whom you want to send the email. Remember to select All from drop-down above the check-boxes if you wand to select all records in the table.

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