To access the email templates from the main page of your HireVue account, click on your name in the upper right hand corner and select My Company from the dropdown.
In the Interview Settings tab scroll down to the Branded Themes section and click the pencil icon.
Under Emails and Landing Pages click View / Edit.
In Email and Landing Pages choose the theme and language. The emails are grouped by interview type.
In the list of templates the email template name, recipient for the email template, and the date last published will be listed. Under Last Published any unsaved drafts will be listed with draft pending.
Under the Actions column click the eye icon to preview the template or the pencil icon to edit the template.
Please note: Templates listed only with the eye icon are not available to edit.
Customized email templates are labeled Custom (Legacy) and they cannot be edited in the new self-service email templates editor. When you use the editor you will start editing with the new HireVue system default template, not your customized email template.
Your emails are likely customized if they require HTML or other coding, full imagery, custom color, custom fonts, etc. If you would like to make changes to your current customized email templates contact your Customer Success Director or the HireVue Support Team.
Using the Editor
On the left hand side of the editor the email will be listed. The email is divided into editable blocks.
Under Status the editor status will be listed. For example, with a first time edit, the version will be the HireVue System default which is listed as System Default.
If an email template is in draft it will be listed as Draft. If you want to start fresh you can click Reset Draft to reset the template to the original HireVue System default.
Under Language choose the language for the email template you would like to edit. It’s important to note that selecting a language other than English will not automatically translate the template into your selected language. For example, if you select French the email template will still appear in English and you will need to change all of the text in the email template to French.
Use Compare Languages to compare email templates in different languages side by side. For example, if you have edited an email template in English and in French you can compare them side-by-side to ensure the information matches.
To begin editing the email template choose a section of the email. The right side of the page will then populate the editor.
Email Template Content
At the top of each email template is the Header. Choose this section to edit the Logo & Text in the header.
In Logo & Text, edit the information listed in the header.
Click Image to upload a new image for the header.
If the editor has text available to edit use the editor box to format your text accordingly. Use the option Add a variable to auto-populate available variables.
For example, for the Candidate - Invitation email template the variable options will include:
- Company Name
- Candidate Full Name
- Due Date
- Estimated Duration
- Position Title
- Point of Contact Name
The editable block may also have an option to turn content on or off. Once you make your changes, always click Save & Close. The example below shows conditional content which is content that is conditional upon the settings of the position. For example, if there is no due date for the position, then the Completed By field will not appear in the candidate’s invitation email. When you select the conditional content it will be explained in the editor.
The following items can be modified in these email templates:
- Header graphics, logos, and verbiage
- Hyperlinks to the text fields
- Basic text formatting: bold, underline, and italics
- Dynamic content in text fields throughout the email: candidate name, interviewer name, etc.
- Additional paragraphs
The following items cannot be modified in these email templates:
- Contact information for HireVue Customer Support
- Font size, font color, and the visual layout: left justified text vs. center justified, etc.
Previewing Email Templates
To Preview the email template click Preview. Use Preview to ensure your edits are displaying correctly.
In the Preview you can choose different Email Preview Options, such as a Candidate - Invitation email template with CodeVue Questions or with Shareable Interview Link Enabled.
On the right side choose Print to print a hard copy of the email template or Send Test to send yourself a test email.
Click Return to Editor to return to the email template editor.
Publishing Email Templates
IMPORTANT: Once you publish a new version of an email template built in the editor it will remove the customization and you cannot revert back to the customized email template. Do not click to edit any customized email templates unless you are intending to create a new email from the default template.
Once you are ready to publish the final email template click Publish. To go back to the list of all email templates click Close.
Email template changes are exclusive. Any changes you make to one email template will not automatically change others.
Using the Most Recently Published Version
Theme Template List
Once the email template is published, you can revert the template to the original HireVue System default. If the last version of the email template was customized you can use this option to return to your customized email template. In the theme template list use the Reset Default icon to make these changes.
The reset takes effect immediately and the emails sent out will reflect the change.
Please note: If you inadvertently publish a new version of an email template in the editor the new version of the HireVue system default template will be sent instead of the customized email template. To revert back to the customized email template click on the reset icon located in the theme template list.
Inside the editor
Use the Reset Draft option to replace the current draft in the editor to either the HireVue System Default or the last published version. You will need to click Publish for this change to take effect.