Overview

Communication templates now live in a rebuilt Template Library built to manage hundreds of templates, and they can carry default Cc, Bcc and attachments.

Why it matters

• Find templates fast in a library that shows each template's creator, visibility, country or language, and when it was created, last updated and last used — so you can spot stale templates and clean them up.
• Start every send correctly addressed, with the right people copied and the right files attached, without retyping them each time.
• Act on many templates at once instead of one at a time.

Find and manage templates in the Template Library

The Template Library shows who created each template, its visibility, its country or language, and when it was created, last updated and last used.

Active and Archived views

Use the View menu at the top left of the library to switch between:

• Active — every template that is not archived. This is the default view.
• Archived — templates that were archived but not deleted. From here you can restore them.

Columns and sorting

The library lists Template name, Template type, Visibility, Creator, Country/Language, Created on, Last updated, Last used and Actions. The count next to the Template name shows how many templates match your current view and filters. Select a column header with a sort arrow to sort by it.

Visibility shows Private for templates only their creator can use, and Public for templates visible to all users in your organization, including Eightfold defaults.

Filters

Template type, Template source and Creator sit above the table for quick access. Select All filters to open the full panel. Filters combine, the All filters button shows how many are applied, and Reset clears them all. Use the search icon to find a template by name.

Tip: To find cleanup candidates, set Last used to a date range that ends several months ago, select all the results, and archive them.

Organize templates with tags

Tags work like folders: label templates by brand, team, region or process, then filter by them. If you don't see the Tags field, your admin has turned tags off.

1. Open a template from the library. The Edit Template panel opens on the right with more room to work.
2. In Tags, type a tag name and press Enter, or pick an existing tag. Add as many as you need.
3. Select Confirm to save.
4. In the library, open All filters › Tags to show only templates with those tags.

Sent, read and reply stats

The Edit Template panel shows Sent, Read % and Replied % for the template. You also see a Sends count next to open and reply rates when picking a template, so you can tell whether a high reply rate comes from 5 sends or 500.

Work with many templates at once

Select up to 100 templates and archive, restore, publish, export or delete them in one step. Your selection is kept as you move between pages and change filters.

Run a bulk action

1. Go to Account › Communication Templates, or the Communication Templates tab in the Admin Console.
2. Choose View: Active or View: Archived and apply any filters.
3. Select the checkbox next to each template, or the checkbox in the header row to select every template on the page.
4. Choose an action from the bar that appears above the table: Archive (or Restore in the Archived view), Publish, Export or Delete.
5. Confirm the action.
6. Read the result dialog, for example "33 of 39 templates archived. 6 templates were skipped and 0 failed." Select Download report to see which templates were skipped and why.

Available actions

Archive and Restore are also available for a single template from its row actions menu.

Archive before you delete. Deleting cannot be undone. If you are not sure a template is unused, archive it first and delete it later.

Why a template might be skipped

A bulk action never fails as a whole because of one template. Templates that cannot be changed are skipped and listed in the report with a reason, for example:

• You do not have permission to edit that template. Recruiters can act only on their own Private templates.
• Publishing requires permission to manage shared email templates.
• The template is already in the requested state, such as already archived.
• The template is protected because it is set as a default template or is linked to a data retention setting. These protections also apply when you edit or delete a single template.

Who can run each action is covered in the permissions table in Set up Communication Templates.

Add default Cc, Bcc and attachments to a template

Save recipients and files on a template once, and every email sent from it starts correctly addressed with the right documents attached. Common setups: copy the hiring manager on outreach, Bcc the recruiting coordinator, or attach an interview best-practices guide.

Set it up

1. Go to Account › Communication Templates and open the template, or create a new one.
2. In Cc, select Choose email or variable. Pick a role variable from the Variable list, or search for and select a colleague's email address. Add as many recipients as you need.
3. Do the same in Bcc.
4. Below the body, under Attachments, select Upload and choose a file. Each file shows its name and size; select the X to remove it. Combined attachments can be up to 8 MB per template.
5. Select Confirm to save the template.

If you don't see the Cc, Bcc or Attachments field, your admin has turned it off (see Set up Communication Templates).

Fixed addresses and role variables

Use a fixed address when the same person should always be copied, such as a shared recruiting inbox. Use a role variable when the right person depends on the candidate's position or community. Role variables resolve when the sender previews or sends the email.

If a role is not assigned when the email is sent, that recipient is dropped and the sender sees an inline warning. The email still sends to everyone else.

Cc and Bcc

• Cc recipients are visible to the candidate. They stay on the thread when the candidate replies, and appear in the Communication Center and on the candidate's Messages tab.
• Bcc recipients receive a copy but are not visible to the candidate.

Attachments go to every recipient of the email.

Which templates support default Cc, Bcc and attachments

Default Cc, Bcc and attachments work on two kinds of email templates: ones a person sends from the candidate email editor, and ones Eightfold sends automatically.

• Sent by a person: Contact and Invite to Apply templates. The sender sees the recipients and files before sending and can change them for that email.
• Sent automatically: the email templates below. These emails go out without anyone reviewing them first, the same way Workflow Automation emails do, so the saved Cc, Bcc and attachments are used exactly as configured.

Things to know about automated emails:

• If a role variable has no one assigned, that recipient is dropped. There is no sender to warn, so check that positions have the roles your templates rely on.
• Candidate-facing scheduling emails, offer and approval emails, referral emails, nurture campaigns, and SMS or WhatsApp templates are not included.

What senders see when they email a candidate

When you pick a template in the candidate email editor, its default Cc, Bcc and attachments are filled in automatically. You can change them for that one email without changing the saved template.

Prefilled recipients and files

1. From a position or candidate, select one or more candidates and choose to contact them by email.
2. In the email editor, pick the template. Cc and Bcc fill in with the template's recipients, and attachments appear at the bottom of the message with their file names and sizes.
3. Remove any recipient or file, or add more. These changes apply only to this email.
4. Select Preview to see the email for each candidate, with role variables in Cc and Bcc resolved to real people, such as that position's hiring manager and recruiting coordinator.
5. Select Send to send the email with the resolved recipients and the attachments.

Cc and Bcc autofill

You no longer need to type full email addresses for colleagues.

1. In Cc or Bcc, start typing a colleague's name.
2. A list of matching users appears, each shown with their name and title.
3. Select a person to add them as a recipient. The field clears so you can add the next one.

Autofill suggests users who have an Eightfold account in your organization. It also handles these cases:

Autofill works in Cc and Bcc only. The To field is filled with the candidate as before.

FAQs

Why don't I see Tags, Cc or Bcc in the template editor? An admin has turned that option off. Ask them to turn it back on if your team needs it (see Set up Communication Templates).

I picked a template but its Cc did not fill in. Why? Check three things: you're using the current candidate email editor, the template is a Contact or Invite to Apply template, and the template was saved after the recipients were added.

A role variable did not resolve. What happened? That role was not assigned on the position, community or prospect when the email was sent. Assign the role, or add a fixed address as a fallback.

Do automated emails use the template's Cc, Bcc and attachments? Yes, for the automated emails listed under "Which templates support default Cc, Bcc and attachments." They are sent as saved, with no chance to edit them first.

Will changing Cc or attachments on one email change the template? No. Per-send changes apply only to that email.

Can candidates see who was copied? Candidates see Cc recipients. They do not see Bcc recipients.

Why can't I publish a template? Publishing or changing visibility requires permission to manage shared email templates.

Why were some templates skipped in my bulk action? The result summary lists each skipped template and its reason. The most common reasons are missing edit permission and templates protected by a default template or data retention setting.

Can I get a deleted template back? No. Deleted templates cannot be restored. Archive templates you might need again.

Does autofill suggest people outside my company? No. It suggests users with an Eightfold account in your organization. You can still type or paste any valid external address.