Customize the Hiring Team Email

Objective

If you configure a Hiring Team inside your organization, you can define people who will be asked to give their feedback on applications. These people will be asked via an automated email to look at new applications, whenever one is available. In order for that automated email request to work, you need to configure it manually before first use. This tutorial will show you how to do so.

Process

System Admin
Customizes Hiring Team Email
HR Manager
Defines Hiring Team
Automated process
Sends Email to Hiring Team whenever an application needs to be reviewed
Supervisor
Provides Feedback about Application
Employee
Provides Feedback about Application

Prerequisites

  • You are System Admin
  • The user who will send out the email already has a mailbox configured

Click Through

  • Start in PowerApps
  • Login with your Admin credentials
  • Make sure the correct Environment is selected in the top bar
  • On the left side, click on Solutions
  • Make sure the Filter is set to All
  • Open your storage for customizations (if you don't have one yet, see this tutorial on how to create one)
  • In the top bar, click on Add Existing -> Automation -> Processes
  • Search for the Workflow Hiring Team Send Email To Evaluate Applicant [Multilingual] - [Multilingual] - Hubdrive
  • Mark the workflow and click on Add
  • In the left side menu, go to Processes
  • Open the Workflow
  • Deactivate the Workflow and confirm deactivation
  • In the field next to 'Send email', click on Set Properties (Screenshot)
  • In the window that opens, adjust the email text to your wishes
    • Please only adjust the yellow placeholders if you're familiar with customizing emails in Dynamics 365.
  • In the 'From'-line, add the user who should send out the email
    • We recommend this be done by a generic user, so it does not depend on a specific person being part of the company
  • When you're done, Save & Close at the top
  • Activate the workflow again and confirm activation

Hint

  • To be able to customize the Workflow with the Email, you need to deactivate it. Don't forget to activate it again when you've finished your customizations.

Result

Below you can see the Workflow being edited.
Image
HR