How Do I Set Up HR Notificiations?

Complete the following step to Set Up HR Notificiations.

Maintain>Code Table

Create the HR Process Code names.

1. Using the Maintain>Code Table form, select HR Process Names from the drop-down list.
2. Create the HR Process name, title and verify the Active status.
3. Click Save, OK, and Close.

Maintain>HR Processes

Setting up the new HR Processing Codes

1. On an *Open row, select the Process Name from the drop-down list.
   1. Enter a Process Type, Title, and select the boxes for the Tasks associated to this process.
2. Next, click the + to add detailed tasks for each Process. You may need to repeat this step if multiple tasks are needed to complete this Process.
   1. Using the Order, enter the Task, Title, and Description information for each task. The Title field is the subject line of the email notification. The Description field is the body of the email text. See How Do I Use Field Labels? to create generic templates that can become personalized and meaningful content. This field contains multiple lines.
   2. Assign Process Group, Location, and Department if the tasks are different between groups.
   3. Select the Required check box, if applicable.
   4. Select the Web Approval check box, if you want the HR Approver, Manager, Supervisor, or Other approver to be notified and have access to the task in Approve HR Processes in EWS.
   5. Select the HR person, manager, or supervisor, and/or Other Approval check box if you want the people with these roles access in EWS.
   6. Select the Send Email check box when using HR Notificiations. The box must be checked if you want notifications to be sent.
   7. Enter the email recipient information. Below are the different ways you can enter the email recipient information.
      1. Email address - Enter an email address to ensure that the task always goes to a specific person, such as your IT groups to set up a computer for a new employee.
      2. Blank - Leave the email recipient field blank to send the task notice only to the employee to whom it is assigned. Be sure to complete the employee's email address information, see Details>Employee Info section below.
      3. <Assigned> - Enter <Assigned> to send the task notice to the HR person, manger, supervisor, or other employees who were selected for approvals. Be sure to complete the selected employee's email address information, see Details>Employee Info section below.
      4. Multiple emails - To send the task to multiple people, you will need to enter all of the email addresses and use a semicolon (;) between each one.
      5. You cannot combine a Blank and an <Assigned> in the email recipient information. You must create two tasks - one for the employee (Blank) and one for the Manager/Supervisor (<Assigned>).
   8. Ensure the Status is set to Active.
3. Click Save, OK, and Close.

Note: If using HR Notificiations, the Task's title will be used as the subject line in your email notifications. Also, the Task's description will be used as the body of the email. See Field Labels to create generic templates that can become personalized and meaningful content.

Options>Setting>System Preferences

Enter the HR Contact Email address, it is required if you plan to email HR Notificiations.

1. On the System Settings form, you must enter an HR Contact Email address. This is the From Email address for all HR Notificiations sent for HR Processes.
2. Click OK.

Details>Employee Info

Before assigning a task to an employee, be sure that all employees have valid email addresses and that Managers and Supervisors are assigned.

1. On the Address & Phone Tab, enter a valid email address for all new and existing employees, especially those that hold Manager, Supervisor, and Secondary Supervisor positions. (This will use the Email Address, not the Home Email Address.)
2. On the Current Job Tab, select a Manager, Supervisor, and Secondary Supervisor for all new and existing employees.
3. On the HR Processes Tab, click the Assign Process button and select the process from the drop-down list.
   For each process:
   1. Review the Tasks in the process. Assign employees to the HR/Payroll Staff, Manager, Supervisor and/or Other Approver Fields that need to approve each task. Note, you can assign just one, or all positions.
   2. Add or delete tasks per employee, as needed.
   3. Click Add button to assign tasks to employee.

   Note: You can only assign one Process Type ID and Task ID, per Employee, per day. If you need to assign another task with the same Type ID or Task ID, change the date for the additional task.

   4. Modify the Date Assigned to be the date you want the notifications to be sent. If you are adding a process for a future event, such as a performance review, you will want to set the date to the date of the future event.
   5. Click the Save button to save your changes and assign the task.
   6. When the task is assigned, the notification will be created.

   If you delete any Assigned Processes from an employee's record, you will need to manually delete them from the Notifications Log. Otherwise, if using HR Notificiations, the emails will get sent.

   7. Click Close.

Activities>Notifications Log

To review the HR Notificiations, click Activities>Notifications Log.

1. Review the Subject and Message Text fields, as well as the To addresses information.
2. The Subject and Message Text fields can be edited, if the notification has not been sent.

Note: If Field Labels were used in the original HR Processes setup, you cannot enter/edit them here. You will need to edit the information in the HR Processes Setup, and delete incorrect notifications.

3. If the notification has already been sent, you can edit the subject and message but you will need to un-check the Email Sent check box so that it can be resent.

If you delete any Assigned Processes from an employee's record (Detail>Employee Info>HR Processes), you will need to manually delete them from the Notifications Log. Otherwise, if using HR Notificiations, the emails will get sent.

4. Click OK to save your changes and to close the form. If using HR Notificiations, all unsent messages will be sent within the next email interval.

Starting HR Notificiations

See the Human Resource Management Installation Guide for instructions for installing and running the HR Notificiations module.