How to Set Up Mail Automation Feature in Horilla HRMS Software [2024]

In today’s fast-paced corporate world, efficient communication is the cornerstone of effective Human Resource management. With the myriad of tasks HR professionals juggle daily, automating repetitive communication can save significant time and resources. Horilla, our comprehensive HR software, introduces a robust mail automation feature designed to simplify and streamline HR communication processes.
Understanding Horilla’s Mail Automation
Horilla’s mail automation allows HR departments to automatically send emails based on specific triggers and conditions. This feature is particularly useful for sending routine emails, such as offer letters, onboarding instructions, or status updates to candidates and employees. By automating these processes, HR teams can focus more on strategic tasks and less on administrative duties.

Key Features of Mail Automation in Horilla HRMS
- Title and Activation: Each automation rule can be given a unique title and can be easily activated or deactivated as needed this title will be the automated mail subject.
- Model Selection: Choose the model/table entity the automation trigger is based on, such as Candidate, Employee, or any other relevant entity in your HR workflow.
- Mail Details: Specify/fill the mail details in the mail template, which can be dynamically accessed from the selected model (any candidate or employee).
- Trigger Events: Set the conditions under which the email should be sent, such as on creation, on update, or based on specific field changes. For example, an email can be triggered when a candidate’s status changes to ‘Hired’.
- Conditions: Define conditions that need to be met for the automation to trigger. Conditions can be based on various fields and their values, providing granular control over the automation process.
- Template Selection: Choose from pre-defined mail templates or create custom templates to ensure consistent and professional communication.
- Attachments: Include necessary attachments like onboarding documents, company policies, or any other relevant files to be sent along with the email.
Setting Up Mail Automation in Horilla
Before you begin setting up mail automation, ensure that your mail server is correctly configured. This setup is crucial for the successful sending of automated emails.
To read more about setting up a mail server in Horilla HRMS, refer to our blog How to Set Up Mail Server in Horilla HRMS
Setting up mail automation in Horilla HR Software is a straightforward process.
Here’s a step-by-step guide:

Navigate to Mail Automation: From the main dashboard, go to the sidebar and click on Configuration, then select Mail Automation.

Create a New Automation Rule: Click on the + Create button to add a new automation rule.

Configure the Automation Rule:
- Title and Activation: Provide a title for the rule and toggle the Is Active switch to enable the automation.
- Model Selection: Select the relevant model (e.g., Candidate).
- Mail Details: Specify the Mail to fields and select the appropriate mail details.
- Trigger and Conditions: Set the trigger event (e.g., On Update) and define the conditions that need to be met (e.g., Stage = Hired).
- Mail Template: Select the mail template to be used for the email and attach any necessary documents.
- Save and Test: Save the automation rule and test it to ensure it works as expected. You can always go back and edit the rule if necessary.
Benefits of Using Horilla’s Mail Automation
- Efficiency: Automates routine tasks, freeing up time for HR professionals to focus on more strategic activities.
- Consistency: Ensures that all communications are consistent, professional, and timely.
- Accuracy: Reduces the risk of human error in sending emails and ensures that the right information is sent to the right person at the right time.
- Scalability: Easily scales with your organization’s needs, allowing you to add more automation rules as required.
Conclusion
Horilla’s mail automation feature is a powerful tool designed to enhance the efficiency and effectiveness of HR communications. By leveraging this feature, HR departments can ensure timely, accurate, and consistent communication with candidates and employees, ultimately contributing to a more streamlined and productive HR workflow.
Explore Horilla HRMS today and take the first step towards transforming your HR communication processes. With Horilla, managing HR tasks has never been easier!