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Notification templates are used to create the automatic emails which can be that are sent to Users and New Hires after an action is occurredcertain actions occur. System Administrators, Process Administrators, and Content Administrators can modify the these templates by changing the subject and/or content of the email 's message. Note that However, Content Administrators can only create or modify the content . They itself; they will need assistance from a System Administrator or Process Administrator to bring implement the modified content into use in within the product.
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You can Follow the steps provided below to create a new Notification Template, and add it to the onboarding process.
Click the menu icon , then click on on the top left corner of the page and select the "Create Revision" option from the navigation menu. Another way is, click the "Add/Update Revision" link on the quick links bar.
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Click on "Add a New Value".
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Enter the information on the Manage Revision page, with Type being Content, select "Content" as the Type, and then click on "Reserve".
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Click on the "Configure" button to add the content.
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Under Content Metrics, click on the "Add" link for Notification TemplateTemplates.
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Enter the information details for fields 1 through 3.
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| Item | Item Name | Description |
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| Description |
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| Priority |
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| Sender |
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| Subject |
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| Content |
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Enter the subject line and insert binds if desirednecessary. Place your cursor where you would like to add the bind, and click "Insert Binds".
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Click on the 'Look Up' button and select the bind variable.
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The Lookup binds page open as below. You can select the variable by expanding the tree structure or using "Search Binds" lookup.
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In this case, "Description" field is used for searching the variable "First Name". Bind variable matching the search criteria are shown. Click the bind that you would like to include in the text.
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Another option is to navigate through the tree structure to find the bind. Click on "Display as Tree" button to navigate back return to the tree structure.
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Search for the variable in the tree structure, and click on itthe variable link.
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Click on After the bind is added to the pop-up page, click "OK".
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The bind is will be inserted in the subject as shown below. When you click on 'Highlight Binds', you will see all the binds included in the text highlighted in yellow. Continue with any additional changes in the text and then click on "OK". This will add the subject on the Notification Template page.
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Click on Now, add the email content by clicking the "Add/Edit Content" link.
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Enter the email message contentscontent, using the available options to customize the design, including binds, and then click "OK".
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Review the information, change anything that needs to be edited and then save.
| Notification Template Page |
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Click on the "Return to Manage Revision" button.
| Content Revision Page |
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Apply the revision.
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On the Content Revision page, click on the "Review/Update" link for Notification Templates.
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Select the template that you want to modify.
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This will avoid duplicate content names appearing in the Notification Templates lookup and make makes it easy to identify the modified template.
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Check the description of the modifying template in the following example. Since we are modifying the delivered template, the suffix "[Revised]" is automatically added by the system in the template description.
Make changes to the notification template subject and/or content as requirednecessary. Click on the "Add/Edit Subject" link if you want to modify the subject.
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Edit notification subject as you want and click OK.
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Click on the "Add/Edit Content" link to change modify the email content.
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Modify content and click OKAfter adding/modifying the text, click "OK".
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After making the changes, save the templateOn the Notification Template page, click "Save" to apply the changes.
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Click on On the Content Revision page, click the "Return to Manage Revision" button to return to the revision main page.
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.png?version=1&modificationDate=1653497582212&cacheVersion=1&api=v2&width=1250)
Click the "Apply" button to apply the changes.
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The sample email notification after the update template change is given below:
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Which Notification Templates
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included in the standard product can be modified?
The table below lists some of the delivered Notification Templates that can be modified.
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Please refer this page to create/modify Attribute Revision.
Click on On the Attribute Revision page, click the "Authentication Events" option.
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Note some of the Notification Event categoriesYou will see a list of Events along with the corresponding Notification template for each event. These are explained in the chart below.
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Given below are the standard Notification Events related to New Hire's invitation. These are emails that are sent once an Upon completion of an action/event is completedthe corresponding email will be sent to the user.
| Notification Event Name | Description |
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On Invitation Relaunch | When an HR Specialist or Recruiter completes the Resend Login action before the New Hire makes a User ID and password |
| On Invitation Resend | When an HR Specialist or Recruiter completes the Resend Login action after the New Hire makes a User ID and password |
| On Invitation Launch | When an HR Specialist or Recruiter Launches the New Hire's invitation |
| On User Relaunch | When a System Administrator completes the Resend Registration action before the Business User creates a User ID and password (to do this, a Business User must have their Invitation Launched) |
| On User Resend Invite | When a System Administrator completes the Resend Registration action after the Business User creates a User ID and password (to do this, a Business User must have their Invitation Launched) |
| On User Launch | When a System Administrator launches the Business User's invitation |
| Restart of invitee's first activity | When the HR Admin restarts invitee's process and Electronic Disclosure restarts |
| Process Restart | Notification to both Admin and Invitee when the invitee's process restarted |
| On Related Invitation Launch | When invitation is launched for inviting a proxy user |
| On Related Invitation Resend | When invitation is relaunched for inviting a proxy user |
To change which modify the email is sent for one of these notification eventsa particular event, click on the lookup of icon next to the notification event's email that you want to change.
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Before modifying, let us take a look at the notification template for invitation relaunch looks like below.
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When you click on the lookup icon, it shows all the templates including all delivered and those that you have created. The modified notification templates will have the suffix "[Revised]" in their description.
Click on Choose the Notification Template you want to send for this Notification Eventuse for the corresponding action/event.
As an For example, let us 's use the new notification that has been created.
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Now the new template is updated to the Event. Scroll down the page, and click click "Save".
| Event Actions Page |
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Click on the "Return to Manage Revision.
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" button to return to the revision main page.
| Process Revision Page |
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Click Apply the revision to see the changes.
| Manage Revision Page |
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The Notification Template that you have added will be seen in the event of invitation relaunch. An example is given below.
Login as the HR Specialist, click on the Elasticsearch keyword Search icon and search and search for the invitation that is already has been launched but not completed with self-registration not completed. Click on . In the invitation actions, select the "Resend Welcome Email" option.
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Click "Yes" on the message to confirm the action.
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Click "Close " on the confirmation message.
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The sample of the updated notification shows as looks like below:
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How do you change the emails that are related to the onboarding activities?
Similar to the above method, to To change which email is being sent after an action is completed in the onboarding process is completed, you need to create a process revision.
On the process Process Revision page, click on "Configure Events Configure Events & Notifications".
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The Events & Notifications page is will be displayed as below.
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The fields presented on this page is explained below in detail:
| Field | Behavior |
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| View All |
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| First Previous Next Last |
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| Add Event |
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| Delete Event |
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Note: The modified notification templates will have a suffix "[Revised]" in their description.
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Click Save after you are done.Click "Save" after the changes are made.
Click the "Return to Manage Revision" button to return to the revision main page.
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Click Apply the revision to notice the changes.
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Modifying existing event emails
Click on "View All" to figure out which emails are being sent and when they are sent.
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After assessing that you want to modify one of them, change the fields accordingly (check the different customization options above), and then click on Savesave the changes.
As you can see in the following example, a modified notification template is configured for the HR Specialist for the Action ID "Submit to HR" on action complete.
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Click On the Process Revision page. click the "Return to Manage RevisionRevision" button to return to the revision main page.
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Click ApplyApply the revision to notice the changes take effect.
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Adding a new event email
Click Click the "Add Event" button on the Events and Notifications page.
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A blank event will appear and the number between previous and next increases by one.
Fill out the fields accordingly, choose an appropriate notification template (check the different customization options above), and then click on "Save".
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Click On the Process Revision page, click the "Return to Manage Revision" button to return to the revision main page.
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Click ApplyApply the revision to the notice the changes take effect.
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How do you configure Notification Template for an attribute?
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After the setup is done by us, you can proceed with the configuration. Before configuring the notification for an attribute, make sure that the notification template is has already been created through Content Revision. Then Then, configure the notification template in on the Manage Attribute page for the selected attribute and create the New Hire invitation by selecting that attribute in the invitation. Based on the setup, the email notification will be sent out on upon launch/, relaunch/, or resend.Note
Please note theses points while configuring this setup:
- Apart from launch/relaunch/resend, the attribute level notifications will not work for other events.
- When you choose to opt attribute level notifications, the standard email notifications will not be considered. Make sure you configure notifications for all the attributes of that attribute type. If any attribute is missing this configuration, then the emails will not be sent out for that attribute.
- If multiple attributes have the notification templates configured and multiple/all notification configured attributes are selected in the New Hire invitation, then the notification will be sent only to the first attribute based on on the attribute order in the setup. For example, if attributes in the setup are in the order of 'Department, Location, Business Unit, Company and Job Code', and if attribute notifications for Department & Job Code are configured and both of them are selected in the New Hire invitation, then the Department notification will only be sent to the candidate. Also, If none of the attributes that have notifications configured at the attribute level are selected in the invitation, then the emails will not be sent out.
- The notifications configured for the parent attributes doesn't get copied or is not applicable for the child/sibling nodes. It has to be configured at each child/sibling level as well.
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| Revised 'Relaunched: Self Registration details' to configure for Job Code |
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Once, After the Notification Templates are saved, they show up in the Content Revision Summary as given below. Return to the Manage Revision page and apply the revision.
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Now, configure these notifications to the corresponding attributes in the Attribute Revision as shown below.
In the Attribute Revision, select the Department attribute and click on Manage Revisionsthe "Manage Attributes" option. Here 'Human Resource' Department is considered for configuring the notification.
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In 'On the "Revision Attributes' " page, click on the lookup icon for 'Candidate Email NotificationID'.
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The Notification Template ID populates on the Revision Attributes page as shown below. Click on 'Save'the "Save" button.
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Similarly, configure Notification Template for the Job Code attribute.
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In 'Revision Attributes' On the Attribute Information page, click on the lookup icon for 'Candidate Email NotificationID'.
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Select the notification that you have already created for Job Code.
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The selected Notification Template ID populates on the Revision Attributes page as shown below. Click on the 'Save' button.
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Return to the Manage Revisions page and apply the Attribute Revision.
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On invitation launch/relaunch/resend, these notifications will be sent out for the invitations with attributes specified as above.
Examples:
Two separate invitations have been created with Department = Human Resource and Job Code = Chief Operating Officer.
Example 1:
| Invitation with Department = Human Resource |
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When the above invitation is launched, the revised 'Self Registration details' notification that is configured for Department = 'Human Resource' will be sent out to the candidate.
Launch Invitation via the Invitation Console actions:
| Invitation launch via Invitation Console actions |
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| Launch Invitation via |
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| Keyword Search Invitations related actions: |
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Sample notification sent out to the candidate on invitation launch is given below:
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Example 2:
| Invitation with Job Code = Chief Operating Officer |
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The revised 'Relaunched: Self Registration details' notification that is configured for Job Code = 'Chief Operating Officer' triggers when this invitation is relaunched.
| Relaunch Invitation via Invitation Console actions: |
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Relaunch Invitation via Elasticsearch Keyword Search Invitations related actions:
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Given below is the sample notification sent out to the candidate when the invitation is relaunched:
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Note: If Notification Templates are configured for multiple attributes and are given in the invitation, then the first attribute notification will trigger as per the setup.
For instance, if notifications are configured for both Department and Job Code and are selected in an invitation, then the Department notification will be sent to the candidate.
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In this case, "Department" attribute is selected. For Departments "Benefits" and "Payroll", let us configure different notification templates.
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Click on the "Attribute ID" for Benefits and select the "Manage Attributes" options.
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In On the Manage Attributes page, click on the lookup icon for Candidate Email NotificationID and select the notification template created for the "Benefits" Department.
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| Notification Template Lookup |
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The sample notification template created for the Benefits Department is shown below:
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The notification template selected will populate on the Manage Attributes page. Click on the "Save" button.
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Similarly, configure different email notification for the Payroll Department. Click on the Attribute ID for Payroll department and select the "Manage Attributes" option.
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In On the Manage Attributes page, click on the lookup icon for Candidate Email NotificationID and select the notification template created for the "Payroll" Department.
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| Notification Template Lookup |
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The sample notification template created for the Payroll Department is shown below:
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The notification template selected will populate on the Manage Attributes page. Click on the "Save" button.
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On the Attribute Revision page, click on the "Return to Manage Revision" button and apply the Attribute Revision.
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The changes will be effective after the Attribute Revision is applied.
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Now, create New Hire invitations with "Benefits" and "Payroll" Departments and launch the invitations.
| New Hire invitation with Department = "Benefits" |
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| New Hire invitation with Department = "Payroll" |
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The New New Hires will receive different welcome emails as configured by the based on the configurations set by Departments.
| New Hire welcome email for Department = "Benefits" |
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| New Hire welcome email for Department = "Payroll" |
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