How to use Workday to Message/Email Candidates

This guide demonstrates how to use the built-in messaging feature in Workday to email candidates directly from the system. These templates can be used to notify candidates of incomplete applications, invite them to interview, and inform them if they were not selected to move forward in the search process.

Workday

Navigate to your job requisition and click on the Candidates tab.

Select the boxes next to the names of the candidates you wish to message. You can select multiple candidates at once for bulk messaging.

Click "Send Message"

In the Send Message pop-up window, click into the Notification Template field and select “Fort Collins Active Candidate.” Selecting this template ensures Fort Collins branding is applied to the email sent to the candidate.

Click into the **Message Template** field to view the available message options. 1. **Fort Collins Interview Request** can be used to initiate communication with a candidate and invite them to interview. Please note that while you can start this conversation in Workday, candidate replies will route to Outlook. Be sure to update the **Reply To** email as show in step 7 of this guide. 2. **Incomplete Application** can be used if a candidate did not upload a required application document. 3. **Not Selected to Move Forward** can be used when declining or dispositioning candidates who are no longer moving forward in the search process. **Note**: The State Classified Assessment should only be used by Talent Acquisition.

Once you select a message template, the **Subject** and **Body** sections will populate with templated language. **Note:** Grey boxes pull in the corresponding data elements for each section. For example, the **Job Posting Title** in the Subject will display the actual position title in the email, and the **Candidate Name** in the Body will populate with the candidate’s name. **Do not delete these fields.** Some templates, particularly **Incomplete Application**, include sections that must be edited before sending. For example, update the template to include your own email address instead of the default HR_TA@colostate.edu. Also, be sure to list the specific missing documents in the bulleted section and remove the placeholder text \[List missing documents, e.g., Resumes, Cover Letter, etc.\]

**Important:** Before sending the email, update the **Reply To Email Address**. By default, it is set to the Talent Acquisition inbox, so be sure to change it to your own email address. This ensures that any candidate replies are sent directly to you.

If you need to attach documents to the Workday-generated email, you can do so using the **Attachments** section at the bottom of the window. When you are ready to send, click **OK**. **Note:** The email is sent to the candidate(s) immediately after clicking **OK**, and there is no option to undo. Be sure to review all details for accuracy before sending.

**IMPORTANT CONSIDERATIONS:** There are a few things to pay particular attention to when using the Workday messaging feature. You may bulk message multiple candidates at once. To do so, check the box next to the names of the candidates who will be sent the message. Please note that if you make any changes or personalizations to the email template body, specifically the Incomplete Application template that prompts you to list out the actual missing documents, this updated version will be sent to ALL candidate's so pay careful attention when using the Send Message feature in bulk.

**IMPORTANT CONSIDERATIONS Continued:** Candidates will not receive an automatic notification when they are dispositioned or declined from a job requisition. However, they can view their current status for a search by logging into their Candidate Home. Because of this, it is important to notify unsuccessful candidates as soon as possible, either immediately before or after they are declined. To send a message to a declined candidate, navigate to the **Inactive Candidates** tab.

To bulk message your unsuccessful candidates, check the top check box.

Click "Send Message"

Click the "Notification Template" field.

Click "Fort Collins Active Candidate"

Click the "Message Template" field.

Click "Not Selected to Move Forward"

Review the message, update the Reply To field and then click OK.

**IMPORTANT CONSIDERATIONS Continued:** To review messages sent to a candidate, click on the candidate's name to go to their job application.

Scroll down to the Timeline section and click into the Message Sent.

Workday will then display the email that was sent to the candidate, filling in the data element fields such as their first name and the job posting title.

Workday also logs candidate communication in the Overview section in the Candidate Communication tab.

How to use Workday to Message/Email Candidates

Workday

Navigate to your job requisition and click on the Candidates tab.

Select the boxes next to the names of the candidates you wish to message. You can select multiple candidates at once for bulk messaging.

Click "Send Message"

To bulk message your unsuccessful candidates, check the top check box.

Click "Send Message"

Click the "Notification Template" field.

Click "Fort Collins Active Candidate"

Click the "Message Template" field.

Click "Not Selected to Move Forward"

Review the message, update the Reply To field and then click OK.

**IMPORTANT CONSIDERATIONS Continued:** To review messages sent to a candidate, click on the candidate's name to go to their job application.

Scroll down to the Timeline section and click into the Message Sent.

Workday will then display the email that was sent to the candidate, filling in the data element fields such as their first name and the job posting title.

Workday also logs candidate communication in the Overview section in the Candidate Communication tab.