Sending of Correspondence

Purpose

You can use this process to send letters from SAP E-Recruiting to candidates. You can use the ready-made letter templates and send these to candidates using correspondence activities or activities that are linked with a correspondence (invitation activity). In this way, you can print letters centrally using the SAP spool system and then send the letters by post, or you can send letters by e-mail. If necessary, you can edit and modify letters individually before sending them by e-mail or printing them.

Prerequisites

You can send letters from the following scenarios:

  • You create a correspondence activity for a candidate within Talent Relationship Management (TRM).

  • You create a correspondence activity for an application within the Recruitment process.

  • You create a correspondence activity for a candidate assigned to a requisition within the Recruitment process

Process Flow

Sending correspondence to one or more candidates (mass processing)

  1. You select one or more candidates and create a correspondence activity or an activity that is linked to a correspondence (invitation activity) for the candidates.

  2. You assign a Due Date and a Processor to the activity.

  3. You view the assigned Letter .

  4. You choose whether you want to send the letter(s) immediately or later.

    1. If you decide to send the letter(s) immediately, you choose whether you want to send the letter(s) to the candidates by e-mail, or using the printout to the central printer and then by post. The system checks whether e-mail addresses or postal addresses are stored in the candidates’ profiles and then sends the e-mails or prints the letters with the address data of the candidates. As a result of this, the status of the activities is set to Completed .

    2. If you want to send the letter(s) later, then you save the activity with the status Planned .

Sending customized correspondence to one or more candidates

You can customize correspondence by making changes to a letter generated from the letter template that is assigned to the correspondence activity.

  1. You select one or more candidates and create a correspondence activity or an activity that is linked to a correspondence (invitation activity) for these candidates.

  2. You assign a Due Date and a Processor to the activity.

  3. You choose Change Letter Section . For more information about this solution, see Customizing of Correspondence .

  4. The system opens the text area defined in the letter template in the editor.

  5. You change the text to suit your requirements.

  6. You view the changed Letter .

  7. You choose whether you want to send the letter(s) immediately or later.

    1. If you decide to send the letter(s) immediately, you choose whether you want to send the letter(s) to the candidates by e-mail, or using the printout to the central printer and then by post. The system checks whether e-mail addresses or postal addresses are stored in the candidates’ profiles and then sends the e-mails or prints the letters with the address data of the candidates. As a result of this, the status of the activities is set to Completed .

    2. If you want to send the letter(s) later, then you save the activity with the status Planned .

Sending correspondence automatically

Certain processes in SAP E-Recruiting trigger workflows which can be used to send correspondence automatically. This is the case, for example, if a candidate registers in the Talent Pool or requests a new password.

For more information about the individual workflows, see Workflow E-Recruiting .