Exact Synergy Enterprise

Creating Mail Merge via Vacancy or Applicant Cards

Introduction

The matching functionality in Exact Synergy Enterprise is a flexible functionality that allows users to match a vacancy to suitable candidates or match the candidate to the suitable vacancies via the vacancy card and applicant card respectively.

At this screen, you can create letters and send them as e-mails using the mail merge functionality. The e-mails are sent as a notification to the selected applicant(s) or the manager of the vacancy regarding the successful matching of the applicants to the vacancy or vice versa. This is only available once an applicant is matched to a vacancy or vice versa.

Menu path

To create letters using the mail merge functionality from vacancy cards, go to HRM/Reports/People/Vacancies, define the relevant criteria, and click Show. Click the vacancy ID under the ID column and then click Mail (Competency) under the Monitor section. Next, click Mail merge.
Alternatively, go to HRM/Reports/People/Vacancies, define the relevant criteria, and click Show. Click the vacancy ID under the ID column and then click Competency. Next, click the description of the profile under the Description column. Now, click Review and then click the description of the template under the Template column. You can also click Add and define the relevant criteria. Next, click Match and then click Mail merge.
To create letters using the mail merge functionality from applicant cards, go to HRM/Reports/People/Applicants, define the relevant criteria, and click Show. Click the applicant ID under the ID column and then click Mail (Competency) under the Monitor section. Next, click Mail merge.
Alternatively, go to HRM/Reports/People/Applicants, define the relevant criteria, and click Show. Click the applicant ID under the ID column, and then click the date hyperlink in the Competence profiles field. Now, click the description of the template under the Template column. You can also click Add and define the relevant criteria. Next, click Match and then click Mail merge.

Roles & rights

To create letters using the mail merge functionality, function right 160 – Allows mail merge from resource search is required. By default, users with the General manager, HR and HR assistant roles have this function right.

For more details on what you can do with function rights or levels, go to System/Setup/Security/Function rights, select the required module, and then click on the relevant ID. To find out the functions you can perform with a particular role, go to System/Setup/Security/Roles, type in the description, click Refresh, and then click the required link under the Role column.

Button

Preview

Click this to preview the letter. When this is clicked, no document will be created even though the Save: Documents check box under the Criteria section is selected.

Printable

Click this to view the printer options before printing the letter.

Mail merge

Click this to send the letter via e-mail to the selected recipient. The results will be shown after the e-mail has been sent. You can view the log of the mail merge that has been created. For more information, see Mail Merge Log Report.

Reset

Click this to clear the defined criteria.

Close

Click this to exit.

Description

Criteria section

HZ-ESE230OLHHR-CreatingMailMergeviaVacancyorApplicantCards-1.png

Layout

Type or select the document layout to be used for the mail merge or letter.

Subject

Type a suitable subject header for the e-mail that you will be sending out.

Save: Documents

Select this check box to save each letter created as a document in Exact Synergy Enterprise.

Address: Type

Select the address type to be stated in the letter. This includes Delivery, Postal, Invoice, or Visit.

Sender section

Default, Person, Division

Select the relevant e-mail address of the sender to be used in the mail merge:

Default is specified in the Accounts: Settings screen accessed at Customers/Setup/Other/Settings. For more information, see Overview of Account Settings.
Person is specified in the HRM: Person screen accessed at HRM/Reports/People/Search or HRM/Reports/People/People, click Show to search for a person and click on the corresponding person. For more information, see Viewing Personal Cards.
Division is specified in the HRM: Division screen accessed at HRM/Setup/Organization/Divisions, click Show to search for a division and click on the corresponding division. For more information, see Viewing Division Cards.

Note: In order to select any of the above e-mail addresses, the division address must be filled in.

Applicant section

This section is available only if you are creating letters using the mail merge functionality via a vacancy card.

HZ-ESE230OLHHR-CreatingMailMergeviaVacancyorApplicantCards-3.png

Select the check box(es) next to the applicants to send the letter to the respective applicant(s) regarding the successful matching of the selected applicants to a vacancy.

Vacancy section

This section is available only if you are creating letters using the mail merge functionality via an applicant card.

HZ-ESE230OLHHR-CreatingMailMergeviaVacancyorApplicantCards-4.png

Select the check box(es) next to the vacancies to send the letter to the respective person regarding the successful matching of the selected vacancies to an applicant.

Note: If the e-mail address of the person at Person has not been defined, the check boxes next to the vacancies will not be available.