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Set up a recruiting email address

Create Salesforce email services for new applications and existing candidate conversations. flair can reply to applicants, create candidate records, notify a context user, and store incoming or BCC'd messages.

Who can use this?

Salesforce Admins who manage Email Services in Salesforce Setup. Recruiters use the resulting address in the flair Recruiting app.

Before you begin​

  • Confirm that you can create Salesforce Email Services and select an Apex class.
  • Choose the Salesforce context user who receives new-application notifications.
  • If you want a public recruiting address, confirm that you can configure forwarding in Gmail or Outlook.

Create the new-candidate email service​

  1. In Salesforce Setup, enter Email Services in Quick Find.

  2. Open Email Services.

  3. Click New Email Service.

    New Email Service action in Salesforce Setup

  4. In Email Service Name, enter Candidate.

  5. In Apex Class, select EmailToCandidate.

  6. Select Active.

  7. Click Save. Salesforce opens Email Service: Candidate.

    Candidate email service name in Salesforce

    EmailToCandidate Apex class on the email service

    Active Candidate email service settings

Configure the new-candidate service address​

  1. On Email Service: Candidate, click New Email Address.

    New Email Address action for the Candidate email service

  2. In Email Address Name, enter a recognizable name.

  3. In Email Address, enter the local part before the @ symbol, such as jobs. Salesforce generates the rest of the address.

  4. In Context User, select the Salesforce user who receives new-application notifications.

  5. To verify the context user's email, open the Salesforce profile menu and select Settings.

  6. In Quick Find, enter Personal Information, and confirm the email address.

    Context User and email address details for a recruiting email service

  7. Return to the email service address.

  8. Click Save. The address appears in the service's email-address list.

    Saved local address for the Candidate email service

Test a new application email​

  1. Send an email to the generated Salesforce email service address.

    Test message sent to the recruiting email address

  2. Confirm that the sender receives the automatic candidate reply.

    Automatic reply sent to the candidate

  3. Confirm that the selected Context User receives a notification.

    New-application notification for the Context User

  4. In the flair Recruiting app, open Candidates, and confirm that flair created the candidate record.

    Candidate created from the recruiting email

Track emails for existing candidates​

Create a separate Salesforce email service to store incoming and BCC'd messages in an existing candidate's Activity history.

Create the email service​

  1. In Salesforce Setup, enter Email Services in Quick Find.

  2. Open Email Services.

  3. Click New Email Service.

    New Email Service action for tracking candidate email

  4. In Email Service Name, enter a recognizable name.

  5. Next to Apex Class, click the lookup icon.

  6. In the search bar, enter Email.

  7. Select EmailToExistingCandidateAndTalent.

  8. Click Save. Salesforce creates the email service.

    EmailToExistingCandidateAndTalent selected for the email service

Configure the service address​

  1. On the email service, click Edit.

  2. Click New Email Address.

  3. In Email Address Name, enter a recognizable name.

  4. In Email Address, enter the local part before the @ symbol.

    Address details for tracking existing candidate email

  5. Optional: In Accept Attachments, select the attachments that the service accepts.

    Accept Attachments setting for the candidate email service

  6. Optional: Select Enable Error Routing to send processing errors to a specific address.

  7. Optional: Enter the error-routing address. Without error routing, Salesforce notifies the message sender.

  8. Click Save.

    Saved tracking address for existing candidate email

  9. Click Activate. The email service starts processing messages.

    Activate action for the candidate email service

View tracked email threads​

  1. In the flair Recruiting app, open the candidate record.

  2. Under Activity, click the > icon to expand a tracked email.

    Tracked email expanded in a candidate's Activity history

  3. To record an outgoing message, add the service address to BCC when you email the candidate. The message appears under Activity.

Change the sender for recruiting emails​

The new-candidate service uses the address configured on Email Service: Candidate when it sends the automatic applicant reply. Choose one of these methods:

Forward Gmail or Outlook messages​

Forward a public recruiting inbox to the Salesforce email service address so flair captures candidate replies.

Forward messages from Gmail​

  1. In Gmail, open Settings → See all settings → Forwarding and POP/IMAP.
  2. Click Add a forwarding address.
  3. Enter the Salesforce email service address.
  4. Confirm the address from the verification email.
  5. Choose whether to forward every message or create a filter for selected messages.

Forward messages from Outlook​

  1. In Outlook, open Settings → Mail → Forwarding.
  2. Enable forwarding.
  3. Enter the Salesforce email service address.
  4. Optional: Select Keep a copy of forwarded messages.
  5. Save the changes.
tip

To improve deliverability, configure DKIM for Salesforce email.