2020 Email Editor: User Guide and Configuration

Overview

This article explains what the 2020 Email Editor is and how to use it. The 2020 Email Editor component uses Salesforce's CKEditor version 4.11.2. For details on the CKEditor's features and technical specifications, refer to the Salesforce documentation at http://help.salesforce.com.

When enabled, the 2020 Email Editor is integrated on the following pages:

• Call List: Standard and Candidate A person looking for a job. A candidate can also be referred to as a Job Seeker, Applicant, or Provider. Marketing
• Resume Manager: Share CV
• Long List Name of a BH4SF custom object. It 'captures' Candidates that look like a good match for a Job, before the actual hiring process begins. It's like a list of potential candidates
• 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. Email
• Email from TextkernelSearch and Match results page
• ATS v2: Send Email, Internal Interview, Group Interview, Send Out The third Stage of Job application flow. This is when the recruiter sets up a job interview between Candidate and Client. Schedule, and Submit With Email
• ATS v2 High Volume: Send Email, Internal Interview, and Send Out Schedule

For more details about how the editor works on each specific page and how each type of outgoing email is tracked, see 2020 Email Editor Pages.

Prerequisites

The prerequisites to use the 2020 Email Editor are:

• The org uses Bullhorn for Salesforce 2020.06 GA (Package Version 5.19) release or newer. Release 2021.05 is required for ATS v2 High Volume.
  
• The org must have Salesforce Lightning enabled.
• To use this with ATS v2 email pages your org needs to have the ATS v2 data model enabled.
• To use this from the Search and Match email page your org needs to have the TextkernelSearch and Match Integration.

2020 Email Editor Features

The 2020 Email Editor replaces the previous editor on all the pages listed in the Overview section. The editor provides the following functionality:

• Email Template
• Subject and Message
• Preview
• To Field
• Add Cc/Bcc
• Attachments

Email Template

The Email Template field lets users select an email template to use. Users only see the folders and templates they have access to. Supported Salesforce Classic template types are HTML, Text, and Custom.

Subject and Message

The Subject field is required and can be populated either manually or through a template. The Message field is a rich text supporting free text and templates, including HTML. The interface supports the following operations:

• Formatting text as bold, italicized, underlined, or strikethrough
• Creating bulleted and numbered lists
• Creating tables
• Changing paragraph indentation
• Inserting a hyperlink
• Inserting an image (copying inline images from external sources and pasting them into the editor is not supported)
• Removing formatting

Preview

The Preview button opens a pop-up window that displays the email as a recipient will see it. This allows you to check that merge fields are working correctly and formatted how you want before you send the email.

Supported Merge Fields (by Object)

Email Page	Contact	User In Salesforce terminology, this is anybody that has login access to an instance. In BH4SF instances, usually the staff of recruiting companies	Job A job (vacancy, position, role) is an opening for which a customer's client needs a placement.	Send Out V2	Event A Salesforce term used to describe an activity that involves invitations being sent out and calendar appointments being made.	Long List	Applicationv2
Call List: Standard	✔	✔
Call List: Candidate Marketing	✔	✔
Resume Manager: Share CV	✔	✔
Long List	✔	✔				✔
ATS v2: Send Email	✔	✔	✔
ATS v2: Internal Interview	✔	✔	✔	✔
ATS v2: Send Out Schedule	✔	✔	✔	✔			✔
ATS v2: Submit with Email	✔	✔	✔				✔
Job Lead A record that holds a potential relationship with a person or company. Examples: candidates, contacts, companies, jobs. Email	✔	✔
Registration Interview	✔	✔			✔
TextkernelSearch and Match Results	✔	✔

To Field

The To field is a lookup to the Contact object. In most cases, the email will pre-populate with the contacts A contact (or client contact) is the person who the recruiter is working with at a Company. In Talent Rover a Contact can be either a Client Contact or a Candidate Contact. Both types of Contacts are stored in the same object (Contact). you've selected but you can manually add or remove recipients.

Add Cc/Bcc

The Add Cc and Add Bcc fields are displayed as collapsed links until they are used. You can enter contacts, users, and email addresses for recipients outside of your org. Recipients are displayed under each respective field once they've been added.

Attachments

This table shows locations you can attach files from for each email page.

Email Page	Local PC	Owned by Me	Shared with Me	Libraries	Job	Account
Call List: Standard	✔	✔	✔	✔
Call List: Candidate Marketing	✔	✔	✔	✔
Resume Manager: Share CV	✔	✔	✔	✔
Long List	✔	✔	✔	✔
ATS v2: Send Email	✔	✔	✔	✔	✔	✔
ATS v2: Internal Interview	✔	✔	✔	✔	✔	✔
ATS v2: Send Out Schedule	✔	✔	✔	✔
ATS v2: Submit with Email	✔	✔	✔	✔
Job Lead Email	✔	✔	✔	✔
Registration Interview	✔	✔	✔	✔
TextkernelSearch and Match Results	✔	✔	✔	✔

Email Size

The 2020 Email Editor sends emails using Amazon SES rather than Salesforce's mail servers. Amazon SES accepts email messages up to 10 MB in size. This includes any images and/or attachments that are part of the message.

• When calculating the size limit, both the size of the email message itself and any attachments are totaled together. On average, attachment size should be limited to approximately 7.5MB to allow for the size of the email itself.
• The dropFile component (drag and drop) used for the Visualforce pages (Standard Call List, Share CV, and Longlist Emails) has a limit of 4MB.

Default Resume Component

A candidate's default resume is automatically attached when emailing from the following pages:

• Resume Manager: Share CV
• Call List Candidate Marketing
• Submit With Email
• Send Out Schedule, when sending emails to Interviewers

When attaching a resume from these pages you can choose to send it as a PDF and change the resume file name. With release 2020.12.1 and newer the activity record created when a resume is attached captures the hyperlinked name of the resume file so it's easy to see which version was sent to the client. See Default Resume Name Field (Release 2020.12.12 and newer) for configuration information.

2020 Email Editor Logic and Limitations

Rich Text vs. Plain Text Emails

Plain text emails allow manually added HTML code that will be rendered in the received email, while rich text emails will not render manually added HTML. The rich text editor does not consider pressing the ENTER key as a new line.

The 2020 Email Editor converts new line characters (\n) to HTML breaks (<br> tags). If you are using a template and make modifications to the text but notice double line breaks this may be due to pressing ENTER after each HTML break.

Email Sending Logic

Default Logic

All recipients included in the To field will receive separate emails. Because each is sent individually, templates with merge fields can be used to personalize the email for each recipient.

Any recipient included in the Cc or Bcc fields will receive a copy of the email, but to prevent them from being spammed, only the email sent to the first person in the To list is sent to those in Cc/Bcc.

For example, if the address fields are populated as "To: A, B, C" and "Cc: X, Y, Z" then three distinct emails will be sent. A, B, and C get a personalized email while X, Y, and Z will receive copies of the email sent to A. If A, X, Y, or Z responds to the email, each of those recipients, in addition to the sender, will see the response. If B or C responds, only the sender will see the reply.

Send Single Email Logic

The 2020 Email Editor allows you to send a single email to all recipients. When this option is selected, everyone in the To, Cc, and Bcc fields will receive the same email. Because of this, it isn't possible to personalize the email for each of the recipients using merge fields. If merge fields are used, they will be rendered with the information for the first recipient in the To field for everyone the email is sent to.

Email Sending Limits

If you use the Cc or Bcc fields or Send as a single email to all recipients is checked, Amazon SES limits you to fifty recipients per email. This limit counts all addresses in the To, Cc, and Bcc fields. To email to more than fifty recipients, multiple emails must be sent.

If you are using only the To field and Send as a single email to all recipients is unchecked, there is no limit to the number of addresses you can include at one time.

Configuration

Before You Begin

Track Activities Must Be Enabled

Any object that is used within an email template requires the Track Activities feature to be enabled in Object Manager > Details Page.

Track Activities is required to allow the Activity History record to be created and linked to the correct objects when an email is sent. It is also needed for Salesforce to pull in the correct data when using merge fields in email templates.

Track Activities is enabled on the User and Contact objects by default and cannot be disabled. Job and Send Out V2 also have Track Activities enabled by default. When troubleshooting merge fields, ensure that both objects still have Track Activities enabled.

Message has Track Activities turned off by default so it does need to be enabled when using the new 2020 Email Editor.

1. Go to Setup > Object Manager > Message > Edit.
2. Scroll down to the Optional Features section and check off the Allow Activities field.
3. Click Save.

Type Field in the Task Object Must Be Editable

Ensure that all profiles have edit access to the Type field on the Task object.

Enablement Steps

By enabling this setting, the 2020 Email Editor will replace the previous version on all the package email pages listed above.

1. Go to Setup > Custom Code > Custom Settings > Talent Rover Properties > Manage > Edit.
2. Check the Enable New Email Model field.
3. Go to Setup > Custom Code > Custom Settings > Talent Rover Properties > Manage > Edit  and enter the corresponding URL for your environment in the TalentRover Nova API API, or Application Programming Interface, is used by customers to create custom career portals or to take advantage of Data Mirror/DataMart. Bullhorn prefers to use REST API. Host field.
   • Production Orgs: https://alleo.talentrover.com
   • Sandbox Non Production Environments are used by customers to test new features prior to them going live. Orgs: https://alleo-sandbox.talentrover.com
4. Go to Setup > Security > Remote Site Settings and ensure there is a record for the URL entered in TalentRover Nova API Host.
5. Run the following script in Developer Console > Debug > Open Execute Anonymous Window to generate the Bulk Action An action that is performed for a large volume of data (for example, an email sent after selecting a large number of Candidates) Definition records needed to manage bulk email sending.
   
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   Set<String> definitionNamesToRemove = new Set<String>{'Add To Call List', 'Apply To Other Job', 'Cancel Schedules', 'Edit Schedules', 'Internal Interview', 'Mass Placement', 'Move To Offer', 'Move To Stage', 'Move To Submittal', 'Move To Send Out', 'Reject/Unreject', 'Email'};
               delete [SELECT Id FROM TR1__BHHV_Bulk_Action_Log__c];
               delete [SELECT Id FROM TR1__BHHV_Bulk_Action_Definition__c WHERE Name IN: definitionNamesToRemove];
               TR1.BulkActionDefinitionUtility.createDefinitions();

6. Schedule a batch job to delete attachments. See this article on how to schedule a batch job. This removes resume files from the Job record after an email is sent from Send Out or Submittal The Second Stage of Job application flow. This is when the recruiter sends the Candidate CV to the client, a sort of first introduction. pages to comply with GDPR General Data Protection Regulation is a set of rule enacted by the EU to further protect candidate / contact informtion and provide them control over their own information. standards.
   • We have a managed Apex Class in the product called DeleteOldContentVerions that adds a DeleteMe tag to the following files:  
     •  ICS files (multiple places)
     •  PDF conversions before sending
     •  Emailing a CV from a contactdocument
   • Schedule the batch class DeleteOldContentVerionsScheduler in order to actually deleted them. 
   • DeleteOldContentVerions uses the following query:
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     String query = 'SELECT id FROM ContentDocument WHERE CreatedDate < LAST_N_DAYS:2 AND Description = \'deleteMe\' LIMIT 10000

7. Contact Bullhorn for Salesforce Support to complete the final configuration steps.
8. Configure which activity records should be created when an email is sent. See 2020 Email Editor: Email Activity Configurations for more details (Release 2021.05 and newer).

Additional Configuration for ATS v2 High Volume

Use these steps to enable the 2020 Email Editor with ATS v2 High Volume for the Email, Internal Interview, and Send Out Schedule pages. If you use Bulk Action When used in ATS or Search and Match UI, one of multiple actions available after user has selected a sub-set of Candidates Definitions be cautious of overwriting existing values.

1. Run the following script in Developer Console > Debug > Open Execute Anonymous Window to generate additional Bulk Action Definitions.
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     TR1.BulkActionDefinitionUtility.createDefinitions();

2. Navigate to the Bulk Action Definition tab and ensure that the following records have been created:
• EML_BulkMailer
• EML_BulkICSMailer
3. Edit the EML_BulkMailer record and set the Processed In Transaction field to 1. This field may need to be added to the page layout.
4. Click Save.

Optional Settings

Mail Server Setting

Sending emails from the 2020 email editor uses Amazon SES, which is the default configuration and what is referenced in this documentation.

To use the 2020 Email Editor and send all emails via Salesforce's mail servers, follow these steps:

1. Go to Setup > Custom Code > Custom Settings > Talent Rover Properties > Manage > Edit.
2. Scroll down to the New Email Model Provider field and enter "Salesforce".
3. Click Save.

Default Resume Name Field (Release 2020.12.12 and newer)

Attaching a resume to an email creates an activity record that captures the hyperlinked name of the resume file for easy identification. This feature is enabled by adding a Visualforce page to the page layout for the activity type used in the org (Task or Email Message).

1. Go to Setup > Object Manager > Task (or Email Message) > Page Layout > Task Layout (or Email Message Layout).
2. Add the Visualforce page called TaskRelated Resumes (or EmailRelated Resumes) to the page layout.
3. Click Save.