Consent Request Emails (Salesforce Lightning)

Note: To take advantage of the features mentioned in this documentation, your Org needs to be using Package Version 7.16 or newer. See Release Notes for more details about which features were introduced in each release. If you would like to upgrade to the current release, contact Bullhorn for Salesforce Support.

Overview

This article describes the emails that are sent to candidates A person looking for a job. A candidate can also be referred to as a Job Seeker, Applicant, or Provider. to request their consent to use their data. These emails can be sent either manually or automatically and are logged on the Contact record for easy tracking.

Email Features

Consent In BH4SF , Consent is used in the context of GDPR or similar data privacy processes. Candidates or Clients are usually asked to consent to the storage or sharing of their personal data. requests are sent using email templates.
The email is sent in rich text format.
The message is configurable and branded.
The email request features a link to a public page that shows the Consent Types being requested.
Sending consent emails can be automated upon contact creation and parsing from external sources.
Workflows and additional templates can be configured to send a second request if there is no response.
Optionally, receive notification that emails have been sent successfully. The email count will appear in the notification message.

Logged Email Requests

The Consent Request Emails are logged as tasks on the Contact Activity History Related List. The time the consent message was sent and the email content are both tracked. There is an option to receive notification that emails have been sent successfully. The email count will appear in the notification message.

Send Consent Request Emails Automatically

Create Consent Types. See this article for more details.
Edit the 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. Email Template In BH4SF, this mainly refers to email templates.
Activate a Workflow Rule to trigger sending the Email.

Edit the GDPR Email Template

The template contains a link to a public page. The email recipient is asked to click that link and is redirected to this (configurable) page, which will show one or multiple Consent Types (any Consent Type that has the Default Consent Type checkbox ticked):

Go to Setup > Email Templates.
Locate the template called GDPR.
Edit the text to fit your requirements and Save.

Admin Note:

When editing the email template body note that the Firstname,Lastname merge fields and link (anchor tag) are required parameters. It is possible to use only First Name or Last Name in the email template

Activate a Workflow Rule to Trigger sending the Email

Navigate to Setup.
Under Platform Tools, choose Workflow Rules.
Clone the GDPRConsentFiltersForNewContact workflow, including the field update associated to it.
Make sure to edit the Rule Criteria as needed.
Activate the newly created workflow.

Once this workflow rule is activated, every time a new Contact is created in Bullhorn for Salesforce, the field update action triggers an email to be sent automatically to the new Contact’s email address.

Send Consent Request Emails Manually

If you prefer to send the Consent Email manually and no automated rule is activated, there are two ways in which users can reach out to Candidates to request Consent:

Using standard Salesforce Email and selecting the GDPR Template.
Managing Consent via List View One of the three user Interfaces in ATS v2 (the others being Kanban View and Table View). See this article for more information.