Email Templates User Guide

This documentation will advise how to use Email Templates in Colleague.

Email Templates

1. Navigate to the Admin section of Colleague.
2. Select Templates to view a list of all existing templates.
   • These may include Documents, Emails and Email Signatures templates.

Filtering Templates

• Records per page: Choose to display 10, 25, 50, or 100 templates per page.
• Scope: Defines where the template is used (e.g., Candidate Record).
• Type: Filter by -
  • Document
  • Email
  • Email Signature
  • Colleague AI
• File Type:
  • Created within Colleague
  • Uploaded documents
• Generate on Parse:
  • Yes: Template triggers on parsing (i.e. Formatted CV Template, Terms of Business document)
  • No: Template does not trigger on parsing

1. Select any template from the list.
2. Edit the text of the template or add merge fields using the merge selection dropdown.
3. Changes are saved automatically as you type.

Deleting Templates

1. Click Delete Template at the top of the page.
2. Confirm deletion when prompted.
3. To cancel, simply select Cancel.

1. Click New Template at the top of the page.
2. Fill in the following fields:

• Type - Select the template type (e.g., Email)
• Scope - Choose where the template will be used (e.g., Candidate record)
• Description - Briefly describe the purpose (e.g., First Contact)
• Merge Fields
  • After selecting the scope, relevant Merge Fields will appear.
  • Use the dropdown to insert fields, such as:
    • Candidate Name
    • GDPR Consent
    • Telephone Number

• Subject - Enter the email subject (e.g., Welcome)
• Attachments - Click the plus icon to search and attach records (e.g. CVs, Terms of Business)
• Body - Enter the main content of the template

• Click Save Template to complete the process.
• Click Cancel to discard the Template.