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 Sending of Correspondence

Purpose

This process enables you to send letters to candidates from SAP E-Recruiting . You can use the ready-made letter templates and send these to candidates using the correspondence activities (activities in the Simple Correspondence category or the Invitation category). 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. You can edit and modify letters individually before sending them by e-mail.

Prerequisites

In Succession Planning, you can send letters, for example, from the following scenarios:

  • You create a correspondence activity for a candidate assigned to a succession plan within the succession planning process.

  • You create a correspondence activity for a candidate that you found in the Talent Pool within Talent Relationship Management (TRM).

Process Flow

Sending correspondence to one or more candidates

  1. You select one or more candidates and create a correspondence activity for them.

    Note Note

    If you create an activity in the Invitation category, a reference activity must be assigned to it. In the case of an invitation to a qualifying event, this is an activity of the category Qualifying Event ; in the case of a questionnaire request, this is an activity of the Questionnaire category.

    End of the note.

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

  3. You view the assigned letter.

  4. You decide whether you want to send the letter immediately or later.

    If you decide to send the letter immediately, you decide whether you want to send the letter to the candidates by e-mail, or by post after printing it on the central printer. 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. The system sets the status of the activity to Completed .

    If you want to send the letter later, you save the activity with the status Planned .

Sending customized correspondence to a candidate

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

Note Note

You can only customize letters if they are to be sent to a single candidate. In this case, they can be sent only by e-mail. After you have customized the letter, you can only print the letter from the front-end system from the browser; you cannot print the letter using the SAP spool system .

End of the note.

  1. You select a candidate and create a correspondence activity for the candidate (in the Simple Correspondence or Invitation category).

    Note Note

    If you create an activity in the Invitation category, a reference activity must be assigned to it. If the invitation is to a qualifying event, this is an activity in the Qualifying Event category. If you are dealing with a questionnaire request, this is an activity in the Questionnaire category.

    End of the note.

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

  3. Depending on the editor that you use to change the letters, you choose either Change Letter or Change Letter Section .

  4. In the first case, the system opens the letter in the HTML editor; in the second case, you can change the text area that is predefined in the letter template. For more information about the different solutions, see Customizing of Correspondence .

  5. You change the text as required and save the changes.

  6. The system saves the customized letter.

  7. You view the changed letter.

  8. To send the letter immediately, you choose E-Mail .

    The system checks whether the candidate stored an e-mail address in his or her profile and then sends the letter to this address.

    If you want to send the letter later, you save the activity with the status Planned .