Emailed applications

Sage People can take in emailed applications from candidates automatically. This is a great timesaver but needs some preparation:

  1. Ask your Administrator to configure your system to accept incoming emails and assign an email address for incoming applications.
  2. Create your vacancy and note the Vacancy Number assigned by Sage People.
  3. When you advertise your vacancy ask email applicants to use the Vacancy Number in the subject line of the email. Also ask them to attach their resumes or CVs in Word, Rich Text Format (RTF), or Adobe PDF.

Candidates apply to the email address for incoming applications. Sage People then:

  1. Extracts from the incoming email:

    1. The sender's email address as the candidate email address.
    2. The candidate name from the email address, or the full email address if extraction is not possible.
    3. The text of the email
    4. Attachments in Word, RTF or PDF formats. All other attachments are ignored for security reasons.
    5. The subject line of the email.
  2. Compares the candidate email address with email addresses held for existing candidates. If a match is found, the existing candidate record is used. If no match is found, a new candidate record is created with the new email address and candidate name.
  3. Adds the text of the email to the incoming emails section of the candidate record.
  4. Adds files in permitted formats to the candidate record. Sage People assigns the first attachment as the CV/Resume for the candidate. Sage People checks and prevents duplications of the same document.

    You can access attachments through the Files Related List and the Notes & Attachments Related List.

  5. Looks for a vacancy reference number matching any of the words in the email subject line. If a match is found, Sage People checks if the candidate is already an applicant for that vacancy, and if not, Sage People creates a new application.

This process is designed to ensure that candidates who make applications to the advertised email address have at least a candidate record created for them, containing the text of their email and any permitted attachments.

  • Candidates can have multiple attempts at getting the application correct. The default workflow informs them if there is a problem with the Vacancy Number or their attachments. Any subsequent attempts synchronize with previous attempts and merge them into a single correct application.

  • If a candidate uses a non-existent vacancy reference, you can link them to the correct vacancy; use the New without application view of the Candidate home page to identify them.