Overview

A number of iCIMS Talent Cloud products allow users to share profiles by email, including: 

• iCIMS Connect (Legacy CRM) 
• iCIMS Applicant Tracking (ATS)
• iCIMS Offer Management 
• iCIMS Onboarding 

The share feature enables users to share Person and Job profile details by email. The share feature is accessible from the desired profile card or from a search that returns the desired profile.

This article provides instructions for sharing profiles by email, and is composed of the following sections:

• Sharing Profiles from the Profile Card
• Sharing Profiles from Search Results

Sharing Profiles from the Profile Card

Person and Job profiles can be shared from the desired profile’s profile card and the associated Recruiting Workflow profile card. Use the Share icon on the profile card to share profiles by email.
 

Sharing from the Person or Job Profile

Note: The following steps use a Person profile as an example; however, they apply to both Person and Job profiles.

To share a Person profile by email from the profile card, follow these steps:

1. Navigate to the desired Person profile.
2. On the profile card, click the Share icon. The Compose Email popup displays.
3. In the To field, type to search for any desired recipients who have a Person profile in the system. Select the desired recipient(s) from the drop-down list.

• Note: If the desired recipient does not have a Person profile, certain user groups can create a new Person profile on-the-fly. Click the To field and select — Create Contact — from the drop-down list. The Create New Person popup displays. Enter information into the required fields and click Save to create a Person profile and add the recipient to the To field. (If this option is unavailable, contact your organization’s user administrator for assistance.)

4. Optionally, click the Template field and select a template from the drop-down to update the email template. The default template is Send Candidate by Email, which automatically pulls details from the candidate’s Person profile.

• Note: When a user shares a Job profile, the default template is Send Job by Email, which automatically pulls details from the Job profile.

5. Optionally, type in the email body to edit the email.
6. Click Send to share the Person profile.

Sharing from the Recruiting Workflow Profile Card

Person and Job profiles can also be shared via an associated Recruiting Workflow profile card by following these steps:

1. Navigate to the desired Recruiting Workflow profile.
2. On the profile card, click the Share icon. The Compose Email popup displays with the Send Candidate by Email template set by default. This template shares the associated Person profile.

• Note: To share the associated Job profile, locate and select the Send Job by Email template, which automatically pulls details from the Job profile. The email template updates.

3.  In the To field, type to search for any desired recipients who have a Person profile in the system. Select the desired recipient(s) from the drop-down list. The Person profile is added to the To field.

• Note: If the desired recipient does not have a Person profile, certain user groups can create a new Person profile on-the-fly. Click the To field and select — Create Contact — from the drop-down list. The Create New Person popup displays. Enter information into the required fields and click Save to create a Person profile and add the recipient to the To field. (If this option is unavailable, contact your organization’s user administrator for assistance.)

4. Optionally, type in the email body to edit the email.
5. Click Send to share the profile.

Sharing Profiles from Search Results

Use the Share function in a Person, Job, or Recruiting Workflow search to share a profile or multiple profiles.

Sharing from Person Search and Job Search Results

Person and Job profiles can be shared by email from a Person search or a Job search, respectively.

Note: The following steps use the Person search and the Person profile as an example; however, they apply to both Person and Job searches and profiles.

To share a Person profile by email from a Person search, follow these steps:

1. From the menu bar, click Search, then click Person. The Person search form opens.
2. Filter results as desired and click Search.
3. From the search results, select the checkbox beside the relevant profile(s).
4. Click Share above the search results. The Compose Email popup displays.

• Notes:
  • The Share button may be located within the More menu, depending on how many search actions the user has access to.
  • Only one Job profile at a time can be shared via email. Selecting multiple jobs and clicking Share opens an email with unresolved variables.

5. In the To field, type to search for any desired recipients who have a Person profile in the system. Select the desired recipient(s) from the drop-down list.

• Note: If the desired recipient does not have a Person profile, certain user groups can create a new Person profile on-the-fly. Click the To field and select — Create Contact — from the drop-down list. The Create New Person popup displays. Enter information into the required fields and click Save to create a Person profile and add the recipient to the To field. (If this option is unavailable, contact your organization’s user administrator for assistance.)

6. Optionally, click the Template field and select a template from the drop-down to update the email template. The default template is Send Candidate by Email, which automatically pulls details from the selected candidate’s Person profile.

• Notes:
  • From a Job search, selecting a result and clicking the Share icon opens the Compose Email popup where the default template is Send Job by Email, which automatically pulls details from the Job profile.
  • Only one Job profile at a time can be shared via email. Selecting multiple Recruiting Workflow profiles associated with different Job profiles and clicking Share results in the Send Job by Email template having unresolved variables.

7. Optionally, type in the email body to edit the email.
8. Click Send to share the Person profile(s).

Sharing from Recruiting Workflow Search Results

Person and Job profiles can also be shared by email from a Recruiting Workflow search.

• Notes:
  • The following steps use a Person profile as an example; however, they apply to both Person and Job profiles.
  • The following steps can also be completed from the People tab of the desired Job profile.

To share a Person profile by email from a Recruiting Workflow search:

1. From the menu bar, click Search, then click Recruiting Workflow. The Recruiting Workflow search form opens.
2. Filter results as desired and click Search.
3. From the search results, select the checkbox beside the relevant profile(s).  
4. Click Share. The Compose Email template displays.

• Note:
  • The Share button may be located within the More menu, depending on how many search actions the user has access to.
  • On the Job profile People tab, click More actions, then select Share from the menu.

5. In the To field, type to search for any desired recipients who have a Person profile in the system. Select the desired recipient(s) from the drop-down list.

• Note: If the desired recipient does not have a Person profile, certain user groups can create a new Person profile on-the-fly. Click the To field and select — Create Contact — from the drop-down list. The Create New Person popup displays. Enter information into the required fields and click Save to create a Person profile and add the recipient to the To field. (If this option is unavailable, contact your organization’s user administrator for assistance.)

6. In the Template field, the default template is Send Candidate by Email. Use this template to share the Person profile(s) associated with the selected recruiting workflow(s).

• Notes:
  • To share the associated Job profile, in the Template field, enter Send Job by Email, then press Enter. Select Send Job by Email from the drop-down list. The email template updates to include Job profile details.
  • Only one Job profile at a time can be shared via email. Selecting multiple Recruiting Workflow profiles associated with different Job profiles and clicking Share results in the Send Job by Email template having unresolved variables.

7. Click Send to share the Person profile(s).