Editions Available: All Editions

Audience: All Users

Composing a Message

Overview

Emails sent from Bullhorn are composed using the Compose a Message screen. This article will go through all of the available options for that screen.

Standard emails should be sent with your company's email client (for example, Outlook or Google). These clients store your emails on your company's server. Bullhorn should only be used for the following types of emails:

• Mass Mailings
• Client submissions
• Forwarding job information

Sections of the "Compose a Message" Screen

Who, How, and What

This section is where you set who the message is from, who it is going to, how it should be treated, and what you are sending:

• From: Who the email is coming from. This defaults to your user in Bullhorn. It can be changed if you have multiple email addresses in the system.
• Message Type: The type of email you are sending. Selecting Normal allows the recipients to see each others email addresses. Clicking the Mass Mailing option, typically for distribution lists, hides subscribers' email addresses from each other.
• To: Who your email is being sent to. Only use this field if you are sending a message to ten or fewer recipients. If you are Mass Mailing an entire distribution list, this field does not need to be filled out.
• Distribution List: Allows you to email a distribution list. If you followed these steps to send a Mass Mailing, this field will be filled out automatically.
• CC: Allows you to CC individual(s) on the email. Not available for Mass Mailings. If you CC someone, other recipients will be able to see they were included on the email.
• BCC: Allows you to BCC individual(s) on the email. Not available for Mass Mailings. If you BCC someone, other recipients will not be able to see they were included on the email.
• Subject: The subject of your message.

Email Body

Under Subject you will see drop-downs for Message Templates, Signatures, and Personalize.

Message Templates

The Message Templates drop-down allows you to choose a template to use. A selection here triggers the template to populate into the Message field.

Signature

Your default signature will load into the Message field when you open the Compose a Message screen. Click the Signatures drop-down if you need to choose a different one.

Signatures operate independently of templates. Changing one will not affect the other.

Personalize

If you want to add a more intimate feel to your email, click Personalize. This allows you to customize your message with the recipient's information. The data that pulls into the email comes from the individual’s record in Bullhorn. Single or multiple fields can be selected to give the exact user experience you desire.

Message

Put the body of your email in the Message field. Information may already be here if you have a signature or template selected. The built-in editor allows you to change this data, as needed.

Copying and Pasting from an External Source

Click one of the Paste buttons in the editor to copy and paste text from an outside source. This action keeps applicable formatting.

You can also use CTRL+SHIFT+V to paste your text without formatting. If you choose this action, you should then select the text you pasted to begin formatting your message's font and size, as desired, within the Message.

Including an Image

To include an image in your message, select the Image icon . Images in your message require an image URL. The image must be hosted online in order to use an image URL.

Including a Link

To link an image or text to a website:

1. Highlight the image or text.

2. Select the Link icon .

3. Paste the URL into the URL field.

4. Click OK.

Attachments

You can attach files, up to 1024KB in size, from the following sources:

• Candidates
• Client contacts
• Job postings
• Client companies
• Your computer

If you would like to add a file larger than 10240KB, consider utilizing one of our Sales & Marketing Partners.

If your attachments exceed a total of 10240KB, the files will not be directly attached to the email. The file will be replaced with a link that allows the recipient to download the attachments. This event triggers an error message.

Communication Settings

These fields contain settings on how the message should be processed, externally and internally, as well as the format the message should be sent in:

• Priority: Setting this field to High will include that priority when you send the message. The recipient's email client can affect if the priority appears.
  
• Return Receipt: Determines if the message includes a return receipt. The recipient’s email client may or may not support return receipts.
• Sensitivity: If this field is set to Normal, then Bullhorn users with the corresponding permissions will be able to view your message on the related record's Activity tab. If it is set to Confidential, then the email will not be tracked in Bullhorn. Availability of this field is determined by usertype entitlements. Contact Bullhorn Support if you would like this field added to a usertype.
• Message Format: This field defaults to Rich Text (HTML). It is recommended that you do not change this value. If formatting is your concern, you can select Plain Text to send your email without formatting.

Actions and References

This last collection of fields focuses on things that happen after the message is sent:

• Record Action: This field allows you to automatically attach a note to the candidate record. The note contains the subject and body of the message. The actual value you choose in Record Action sets the value in the note's Note Action field.
  • Job, Placement, Candidate, Opportunity*, and Lead References*: These fields allow you to link the note being created, via a Record Action, to a specific field in your Bullhorn record. Fill out the appropriate field with the record you want the note associated with. *Opportunities and Leads are only available in Enterprise Edition.
• Log as Client Submission: When this field is set to Yes, you will be prompted to input a Candidate record. Upon sending your message, a Client Submission will be logged with the Candidate listed in this field for the Job listed in the Job Reference field. No Client Submission will be created if you have not filled in the Job Reference field.
• Schedule Next Action: This field contains the values "Add Appointment" and "Add Task". Depending on what you select, the corresponding screen will open after your message is sent. Any records referenced in your message will automatically be pulled to assist when scheduling a next action.