Communications

The communications section is where all system communication templates are created and held.

What’s included in this guide:

To access this, go to Settings > Communications in the left-hand menu. There are two available options in this section:

Email Options
SMS Options

Email Options

There are three available tiles in the Email Options:

Email Templates: this is where you can create or update email templates to be used within JTGO
Inbox: this displays all emails that have been received from candidates via JTGO
Outbox: displays a list of all emails that have been sent out from JTGO

Creating Email Templates

In Email Options, select Email Templates
Choose Create Email Template from the left-hand menu which will open a new window:

Add the Email name and Email subject that will be sent to the recipients. Whilst not essential, you can also add a location if required to help when users are searching for the correct email template to use

Important note for clients utilising the Email & Calendar Integration :mustMerge field to be used:Did you know?

Add the main body of the email content using the formatting tools available to make any format changes

To add merge fields, place your cursor in the area you wish to add the merge field. Start typing the name of the merge field or select from the dropdown menu and click Insert/Update data field

Tables can't be imported directly. Please insert an image of your table which can be found here.

How to add a link/URL to a website:

Select the paperclip icon
A pop-up box will open
Add Display Text: this is the wording that will be displayed in the email
Link Type: select URL
Protocol: choose what precedes the URL - https:// or http:// or one of the other options available
URL: add the URL/link
Press OK

Tables can't be imported directly. Please insert an image of your table which can be found here.

To add a link to an email address:

Select the paperclip icon
Link Type: select E-mail
E-Mail Address: add the email address here
Message Subject: add the message subject
Press OK

To attach a document from the document library to an email template:

Tables can't be imported directly. Please insert an image of your table which can be found here.

First, copy the URL of the document you wish to attach to the email
Go to Settings > General Settings > Document Library
Select the document you would like to attach and then Copy Url

The page will then refresh to show the Url.

Copy Url
Go back Settings > Communications > Email Templates
Open up the relevant email template

Tables can't be imported directly. Please insert an image of your table which can be found here.

Select the paperclip icon
A pop-up box will open
Add Display Text: this is the wording that will be displayed in the email, so add in the name of the document
Link Type: select URL
Protocol: choose what precedes the URL - https:// or http:// or one of the other options available
URL: add the URL/link
Press OK

When candidates then click on this link it will download a copy of the attached document.

Once all formatting is complete and you have added all required merge fields to the email template, click Save and Exit.

Amending Email Templates

To amend any existing email templates, simply find the template in the list of templates (or use the Search emails function at the top of the email templates page). Select the email name to open the editing window.

Make any required changes, then click Save and Exit.

Unused email templates can also be archived. Simply check the box next to the template and select Archive in the left-hand menu.

SMS Options

Prefer a video walkthrough? Follow these steps in the video:Similar to the email options, there are three areas in SMS Options:

SMS Templates: create or update SMS templates used within JTGO
Inbox: you can disregard this section as JTGO SMS feature is a one-way messaging service therefore candidates cannot respond to SMS messages
Outbox: displays a list of all text messages sent out from JTGO

Creating / amending SMS Templates

Under SMS Options, select SMS Templates
Select Create SMS from the left-hand menu - a pop-up window will be displayed
Or select SMS Subject to open and edit an existing text message template
Add the SMS name and, if required, add a location to help users search for the correct template to use
Add the text message content in the main text box

Once the content is complete in the SMS template, press Save then Exit.

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