2020 Email Editor: Email Activity Configurations

Overview

Using Salesforce activities to record sent emails is an important part of the recruiting workflow. Email Activity Configurations is a custom object to be used with the 2020 Email Editor that provides flexibility to control what information is recorded when an email is sent. It allows System Administrators to configure:

• The activity type created after an email is sent (Email, Task, Event A Salesforce term used to describe an activity that involves invitations being sent out and calendar appointments being made.).
• The object where the activity is saved (Contact or Job A job (vacancy, position, role) is an opening for which a customer's client needs a placement.).

This article defines the pages Email Activity Configurations applies to, the Email Activity Configurations fields as well as how to create Email Activity Configurations records.

Prerequisites

The prerequisites to use Email Activity Configurations are:

• The Org is upgraded to the Bullhorn for Salesforce 2021.05 release or newer.
• The Org uses the 2020 Email Editor.
• Salesforce Lightning Experience is enabled.

The activity behavior defined by Email Activity Configurations is applied to emails sent by the 2020 Email Editor pages:

• Call List - Standard
• Call List - Candidate A person looking for a job. A candidate can also be referred to as a Job Seeker, Applicant, or Provider. Marketing
• CV Manager - Share CV
• Longlist
• Registration Interview The third Stage of Job application flow. This is when the recruiter sets up a job interview between Candidate and Client.
• Job Lead Name of BH4SF custom object. It stores details about a Job position not yet advertised or confirmed by a potential Client. Once the Client agrees to use the recruiter's services to fill the open position, then a Job Lead can be converted into Job record.
• ATS v2 - Send Email
• ATS v2 - Internal Interview
• ATS v2 - Group Internal Interview
• ATS v2 - Send Out The third Stage of Job application flow. This is when the recruiter sets up a job interview between Candidate and Client. Schedule
• ATS v2 - Submit with Email
• Textkernel Portal Emails
• ATS v2 High Volume - Send Email
• ATS v2 High Volume - Internal Interview
• ATS v2 High Volume - Sendout A Client Submission (Sendouts, CV Sent) occurs when a recruiter sends a candidate to the hiring manager for approval to have an interview.

Email Activity Configurations Fields

The table provides details on all available fields in the Email Activity Configurations object. Fields that can only be used when generating events are marked as Event Only in the table.

Configuration Steps

After installing the new package, a script can be used to generate Email Activity Configurations records that match the current default activity behavior. System Administrators can decide to keep them, update the records, or create new ones.

1. Go to Custom Settings > Talent Rover Properties > Enable Configurable Email Activities.
   • Once this checkbox is enabled, activity creation for all 2020 Email Editor pages will use the Email Activity Configurations object.
2. Create Email Activity Configurations records (in addition to or as replacement for the ones that come with the package) as desired.

Script to Create Default Records

Execute this script in the Developer Console to create default records similar to those available before the 2021.05 release:

TR1.Utility.createDefaultEmailActivityConfig();

Activity Record Creation if Email Activity Configurations is Not Enabled

These Activity configurations can be used in Orgs where the 2020 Email Editor is being used with a package prior to 2021.05 or if Email Activity Configurations are not configured. The table below shows the default activity records that are created when 2020 Email Editor emails are sent.

Configuration Options (Available with release 2020.12.1 and newer)

• Create Email Activity records instead of Task Records. Use the table below as reference, in all instances where a Task was created an Activity record will be created instead. To enable this option:
  1. Go to Setup > Custom Settings > Talent Rover Properties.
  2. Enable the Create new email model email activities checkbox.
  3. Click Save.
• Create a Task for the Candidate Contact entered on a Call List Candidate Marketing or Job Lead email. This creates a task only for the Candidate that is being marketed to the client A Company is the organization where the contact works. This can also be called the Client., not each email recipient. To enable this option:
  1. Go to Setup > Custom Settings > Talent Rover Properties.
  2. Enable the Create Email Task for Candidate checkbox.
  3. Click Save.