Generate Job-specific Xeople SmartEmail

The Generate Xeople SmartEmail feature allows you to effortlessly create and add candidates to a specific job by sending an email request. Simply attach the candidate's resume and include the job reference ID in the mail subject, and the candidate will be automatically added to that particular job.

To start using Xeople SmartEmail, activate Daxtra from the Marketplace. This feature uses CV parsing methods to automatically map candidates to a Job.

Recommend Reading: How to configure Xeople SmartEmail, click here: Configure Xeople SmartEmail.

To navigate to the Generate Xeople SmartEmail feature, follow these steps:

Navigate to the main navigation header bar and click on Jobs.
Click on a Job Workflow and select a job from the list below.
Click on the three-dot button and select View Job or directly click on the job title.

Jobs - Job Landing Page - View Job

Click on the three-dot button and select Generate Xeople SmartEmail.

Job Summary Page - Generate Xeople SmartEmail

Upon clicking the email ID, you will be redirected to the mailbox.
If the mailbox does not open upon clicking the email ID, copy and paste the email ID into the mailbox.

You can attach up to 10 resumes, with a maximum total file size of 10 MB.

Xeople SmartEmail responses now include a consistent “Hi,” greeting along with clearer failure messages.

Generate Xeople SmartEmail - Email ID

The following error messages provide clearer guidance for the respective failure scenarios:

Case 1: Organisation Name or Job Reference ID Not Available Message: The email could not be processed because the Job Reference ID in the email address is invalid or does not exist. Please verify that you have copied the correct Xeople SmartEmail and try again.

Case 2: Incorrect Email Address UsedMessage: The email address used is not a valid Xeople SmartEmail. Please copy the SmartEmail address directly from Xeople Recruit and resend your email.

Case 3: Organisation Details Not Found for the Job Reference ID Message: The email could not be processed because the organisation linked to the provided Job Reference ID could not be found. Please verify the Job Reference ID or contact your Client Administrator.

Case 4: Job Details Not Found for the Job Reference ID Message: The email could not be processed because no job was found for the provided Job Reference ID. Please confirm that the job is active and that the correct Xeople SmartEmail address was used.

Case 5: CV Parsing Not Enabled Message:The email could not be processed because the CV Parsing feature is not enabled on your site. Please contact your Client Administrator to enable CV Parsing.

Case 6: Generic Error Message:We were unable to process your request at this time. Please contact your Client Administrator for assistance.

Email Template - Request Summary

Remember, each job has a unique reference ID. To create and map candidates to a specific job, go to the job summary page and click Generate Xeople SmartEmail.

Attach the candidate(s) resume. This will ensure that the candidate(s) are create and mapped to this specific job.
This action may take a couple of minutes. Simply wait and refresh the tab to see the candidate(s) mapped to the Job.
You will also receive a success email notification for the candidate mapped to the job.

Mailbox - Candidate Resume - Job Reference ID

Now, you can see that the candidate(s) are mapped to the first stage (Applied) of the job workflow.
The candidate source in this case will be recorded as the Source - Internal, since the candidate is created through it. This information will be visible on the Job Summary page of the job to which the candidate is mapped.

Candidate Created and Mapped to Job

Candidate Created Details:

All the details extracted will be saved under the specific candidate’s, Candidate Summary>Summary and Resume section.
The resume will be automatically parsed, and you can view the extracted details under Candidate Summary > Resume > Parsed Resume.

Candidate Summary – Summary, Resume and Jobs

Resume Parsing enables quick and efficient searching of candidate information using Split Screen (Job Action) > Candidate > Keyword Search.

Split Screen (Job Action) – Candidate – Keyword Search

You will also receive a success email notification for the candidate mapped to the job.

Candidate Created and Mapped to Job

When a job is closed, an email will inform the sender that the position is filled. Candidates will still be created in the system but won't be mapped to the closed job.