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Automated email notification on candidate import

Rival Recruit can automatically send a configurable email to candidates when their profile is imported into the system. This ensures candidates are notified that their data has been added and provides a direct link to the associated job on your career site, giving them the opportunity to formally apply.

The automated email is triggered when a candidate profile is imported through any of the following paths:

  • Source with ROSI
  • Chrome Extension
  • Manual candidate upload

For the automated email to send, the associated job must have an email template configured in the Automated Email for Imported and Manually Uploaded Candidates field.

Related topics:

How it works

When a candidate's resume record is created through any supported import path and the associated job has a designated email template, the system automatically sends that email to the candidate. The email supports all available merge fields, including the CX Career Site Link, which directs the candidate to the job posting on your career site.

When the automated email is sent, it is logged in the candidate's History tab. This applies to all import paths — Source with ROSI, Chrome Extension, and manual candidate upload — so recruiters have a complete record of communications sent to the candidate.

Configure the email template on a job

The Automated Email for Imported and Manually Uploaded Candidates dropdown field is available on the following pages:

  • Job Create page
  • Job Edit page
  • Post Requisition page
  • Clone Job page

Use this field to select which email template the system sends when a candidate is imported to that job's pipeline.

Job Create/Edit page

  1. Navigate to the job you want to configure, or create a new job.
  2. On the Job Create/Edit page, locate the Automated Email for Imported and Manually Uploaded Candidates dropdown field. This field appears below the existing Replies emailed to field.
  3. Select an email template from the dropdown.

    Tip: Use a template that includes the CX Career Site Link merge field so candidates receive a direct link to the job posting on your career site.

  4. Complete the remaining job fields as needed and save the job.

Post Requisition page

The Automated Email for Imported and Manually Uploaded Candidates field now also appears on the Post Requisition page for consistency with the Job Create/Edit pages.

  1. Navigate to the Post Requisition page.
  2. Locate the Automated Email for Imported and Manually Uploaded Candidates dropdown below the Replies emailed to field.
  3. Select an email template from the dropdown, or leave blank to send no email.

    Note: The dropdown is populated with all active email templates. If left empty, no automated email is sent to imported candidates.

  4. Complete the remaining requisition fields and submit.

Clone Job

When cloning a job, the Automated Email for Imported and Manually Uploaded Candidates field appears on the Clone Job page. The field value from the source job is carried over to the clone, and you can change it as needed before saving.

Add to Pipeline on manual upload

When uploading candidates manually, a new Add to Pipeline field allows you to associate the candidate with a specific job's pipeline at the point of upload. This ensures the automated email fires with the correct job context.

  1. Navigate to the Candidate Upload page.
  2. Upload the candidate's resume file.
  3. In the Add to Pipeline field, select the job pipeline to associate with the candidate.

    Note: Depending on your organization's settings, the Add to Pipeline field may be required.

  4. Complete the remaining fields and save.

If the selected job has an email template configured in the Automated Email for Imported and Manually Uploaded Candidates field, the system automatically sends the email to the candidate upon save.

Available merge fields

The automated import email supports all standard email template merge fields. Key fields include:

  • CX Career Site Link — Inserts a direct link to the job on your CX Career Site, allowing the candidate to formally apply.
  • Candidate Name — The candidate's name as imported.
  • Job Title — The title of the associated job.
  • Company Name — Your organization's name.

For a complete list of merge fields, see Merge fields for email.

Admin settings

Administrators can configure the following settings related to this feature:

  • Displayed Job Fields — Controls the visibility and requirement of the Automated Email for Imported and Manually Uploaded Candidates field on the Job Create, Post Requisition, and Clone Job pages:
    • Display Creating checked = the dropdown field appears on the page.
    • Required Creating checked = the field is required and blocks submission if left empty.
    • Display Creating unchecked = the field is hidden.
  • Add to Pipeline field requirement — Control whether the Add to Pipeline field is required on the Manual Candidate Upload page.
  • Hide Source with ROSI navigation option — Hide the Source with ROSI option in the left navigation for users who should not have access to that import path.

Prerequisites

  • The Automated Email Notification on Candidate Import feature must be enabled for your organization (contact your account representative to enable).
  • At least one email template must be configured. See Create a new email template.
  • For the CX Career Site Link merge field to resolve, the CX Career Site must be active.

Key information

  • The automated email only sends if the associated job has an email template selected in the Automated Email for Imported and Manually Uploaded Candidates field. If no template is selected, no email is sent.
  • The email fires once per import event — candidates do not receive duplicate emails for the same import.
  • This feature works across all supported import paths: Source with ROSI, Chrome Extension, and manual candidate upload.
  • The field supports a blank/none selection — if left empty, no automated email is sent.

Coming soon

  • Job selection on Source with ROSI open search — A job selection dropdown will be added to the Source with ROSI left navigation import path, enabling automated emails for candidates imported through open search.
  • Improved Chrome Extension job list — The job selection list in the Chrome Extension will be available consistently across all environments.