Applying and the outbox
How Careers application e-mails work: draft, read, approve, scheduled delivery in business hours, cancelling, replies matched to threads, and the pipeline.
An application e-mail goes through four states: draft, approved and scheduled, sent (or failed), and replies.
Draft#
On a posting, open the E-mail tab and create the draft. It uses the tailored letter, in the CV's language, with the tailored CV attached and optionally the letter. The recipient is taken from the posting when it names one. Edit anything you like.
Approve#
Choose Send to review. The screen shows the exact message: from, to, subject, text and attachments. Approve and schedule approves that revision. If anyone edits the draft afterwards, the approval no longer holds and you read it again.
Scheduled#
An approved e-mail goes out after a random delay (7 to 25 minutes by default), moved into Monday to Friday, 08:30 to 18:00 in the recipient's time zone, and at most the daily limit (10 by default per account). You can cancel while it is scheduled, and it becomes a draft again. You change the delay, the window and the limit in Mail settings.
Sent, failed, replies#
The outbox lists drafts, scheduled, sent, failed and received messages. Replies you forward to your Careers address are matched to their thread and application. See Set up sending for forwarding.
The pipeline#
Tracked lists every job with a stage (saved, drafted, applied, interview and so on) and its next step in words. The Activity tab of a posting shows its history.
AI assistants#
An AI can create and edit drafts and ask for approval: it then shows as "Waiting for you" in your outbox, with a note. Only you approve. See Use with your AI.