Build sequences and enroll candidates

Sequences organize email steps and candidate enrollments. Use them only for outreach permitted by your agency and applicable requirements. Review the audience, message content, timing, and stop conditions before activation.

1. Create the sequence

Open Sequences, create a named sequence, and choose the trigger appropriate to the workflow. A new sequence is inactive. Add an email step before activating it.

2. Review the email steps

Check the subject and body templates, step order, and delay. Confirm the sending mailbox and the candidate information the message needs. Do not activate unfinished copy.

3. Activate and enroll

Activate the prepared sequence and enroll eligible candidates using the available controls. Confirm the saved enrollment state and next-send information. Enrollment is an outreach action, so check contact preferences before adding someone.

4. Review ongoing work

Inspect enrollment progress, status, and any reported error. Use the pause, resume, or stop controls when the candidate's situation or the agency's instruction changes. Review the saved state after an update.

5. Maintain an active sequence carefully

Active or paused enrollments limit changes to its steps. New steps must be appended after existing steps while those enrollments remain. Stop active or paused enrollments before deleting the sequence.

Access and recovery

Sequence management is available to signed-in tenant users. Your agency should still assign responsibility for approving outreach and shared changes.

If activation fails, check that at least one email step exists. If a change is blocked while enrollments are active or paused, follow the stated requirement and review the effect on every affected candidate before continuing. Honor unsubscribe, bounced, do-not-contact, consent, frequency, and retention requirements under agency policy and applicable law.

Define the audience and stop conditions

Choose one outreach purpose and identify which candidates are eligible for it. Review current contact preferences and the agency's permission to contact each person. A candidate's presence in a list or search result does not by itself establish that enrollment is appropriate.

Decide who will review replies and when the sequence should be paused or stopped. A candidate may answer the original question, withdraw interest, or ask for a different contact arrangement. The person responsible for the sequence needs to inspect those changes and use the available controls according to the agency's process.

Read the steps as a complete conversation

Review the subject, body, order, and delay of every email step. Later messages should still make sense if the candidate has not replied. Remove unsupported assumptions about a previous conversation or a promised outcome. Check template information against the facts the candidate and job records actually provide.

For a fictional example, a follow-up about Maya Rao's possible start date should ask for confirmation. It should not state that she has accepted a date merely because an earlier email was sent. Keep the sending mailbox and reply-handling responsibility clear before activation.

Check activation and enrollment separately

A newly created sequence is inactive and needs at least one email step before activation. After activation, inspect the saved sequence state. Then review each enrollment result and any next-send information. A sequence being active does not prove that every intended candidate was successfully enrolled.

If an enrollment fails, read the error and inspect the candidate's current state before repeating the action. Avoid adding someone again while an earlier request remains uncertain. Use a small, approved audience for initial operational checks before expanding the actual workload.

Maintain shared changes deliberately

Active or paused enrollments limit how steps can be changed. Append new steps after existing ones where the workflow allows it, and consider the effect on every enrolled candidate. Stop active or paused enrollments before deleting a sequence. Deletion should follow the agency's process for preserving records it still needs.

Sequence management is available to signed-in tenant users, so the agency should explicitly assign who approves shared copy and enrollment decisions. Technical access does not establish business approval for every campaign. Report persistent problems with the sequence reference, enrollment state, attempted action, and redacted error. Keep candidate addresses and message contents within the approved support channel when further investigation requires them.