If you do not want a template to be globally visible in the system—for instance, because it is tied to specific processes—we outline the steps for configuring this setting below.

A typical use case is creating a rejection template: this template should appear only in the rejection menu so that it cannot be used inadvertently in other processes.

In the email template editing and creation menu found under Settings > Customization > Email Templates, you can access and customize a template by clicking the three dots under "Edit" on the right-hand side.

In the lower section under "Assign email template," there is an option labeled "Workflow and application process."

This section can be used to display a selection of email templates when a status step changes—provided that an action intended for sending emails is configured in the relevant process, or "Rejected" is selected as the status step.

Therefore, first check under Settings > Customization > Application Processes whether a process step has been assigned one of the following actions:

An email template can be assigned for selection to these three actions only, because an action window for sending emails opens when the status changes to one of these steps.

In multi-tenant systems, please pay attention to the drop-down menu for the individual systems located at the top right (1.) and also the drop-down menu for different workflows (2.):

In the email template menu, you can now assign the template to any relevant process step in the lower section, as needed. Please note that this involves assigning the target step:

If the action "Schedule interview" is linked to the "Interview" process step, you must select the checkbox for "Interview," as the application is moved to this status step.

If you wish to send an email at any time—independent of specific process steps—using the "Write email" option (located at the top right of the application view) or the three-dot menu in the application list, please use the "New email" assignment rather than assigning it to a specific process step.

You can assign a template globally to all relevant status steps across all processes.

For example, if a template is suitable for all interview steps in every process, simply check the box under "Application Process (Main Groups)." This ensures the box is automatically checked for all processes listed under "Custom Application Processes."

Conversely, if you wish to assign a template to just a single process step, you can locate it under "Custom Application Processes" and check the box individually for that specific step.

A practical example of this is an interview invitation template for apprentices. Since this template is not required for every application process—but rather only for a specific apprenticeship process—this setting prevents it from being accidentally selected for other jobs.