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Notification templates are used to create automatic emails that are sent to Users system users and New Hires after certain actions occur. System Administrators, Process Administrators, and Content Administrators can modify these templates by changing the subject and/or content of the email message. However, Content Administrators can only create or modify the content itself; they will need assistance from a System Administrator or Process Administrator to implement the modified content within the productprocess.
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Follow the steps provided below to create a new Notification Template , and add it to the onboarding process. To create a Notification Template, either create a new Content Revision or use an existing one.
Click the menu icon 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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Enter the subject line and insert binds if necessary. Place your cursor where you would like to add the bind, and click "Insert Binds".
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Click 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 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 return to the tree structure.
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Search for the variable in the tree structure, and click on the variable link.
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After the bind is added to the pop-up page, click "OK".
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The bind 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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Now, add the email content by clicking the "Add/Edit Content" link.
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| Content Revision Page |
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Apply the revision.
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This notification can be added to the onboarding process through the "Configure Events and Notifications" section of a Process Revision. Please refer to the following sections for more details.
| Manage Revision Page |
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How do you modify an existing Notification Template?
To modify an existing Notification Template, create a new Content Revision or select an "In progress" Content Revision.On On the Content Revision page, click the "Review/Update" link for Notification Templates.
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Select the template that you want to modify.
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The above notification template is used to send an email to the HR Admin when the candidate submits his/her onboarding information for review.
The content of the above notification template can be seen in this sample email.
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If you are modifying the template that is not delivered (created through revision), then you need to manually add "[Revised]" to the description to differentiate it from the main template.This This will avoid duplicate content names appearing in the Notification Templates lookup and makes it easy to identify the modified template.
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| Notification Template | Description | How Used |
|---|---|---|
| INV_ACCT_CREATE_EMAIL_USERID | Account creation email with User ID | Email sent to a user with authentication User ID |
| INV_ACCT_CREATE_EMAIL_USERPSWD | Account creation email with password | Email sent to a user with Password |
| SM_CO_USR_LAUNCH_RICH_TMPL | User Self Registration | Email that is sent to a System Administrator or any other Administrative or Business User after being invited (rich text). |
| SM_CO_USR_SELFREG_TEMPLATE | User Self Registration | Same as the previous, but without rich text. This is not in use when delivered. |
| SM_CO_NTF_SELFREG_SUCCESS_TA | Notification about successfully self registering | Email sent to a System Administrator after self registering. |
| SM_CO_USR_RESEND_RICH_TMPL | User Resend Self Registration | Email sent to a User when the invitation is re-sent (rich text). |
| SM_CO_USR_RESEND_SELFREG_TMPL | User Resend Self Registration | Same as the previous, but without rich text. This is not in use when delivered. |
| SM_CO_NOTIFY_SELF_REG_SUCCESS | Notification about successfully self registering | Email sent to a User or New Hire after self registering. |
| SM_CO_NOTIFY_NEW_ROLE | New role assigned | Email sent to a User when a new role is assigned to the User. |
| SM_CO_NOTIFY_ROLE_UNASGN | Role Unassigned | Email sent to a User when a new role is unassigned to the User. |
| SM_CO_NOTIFY_CHANGE_ROLE | Role changed | Email sent to a User when their role is changed. |
| SM_CO_INV_LAUNCH_RICH_TMPL | Self Registration details | Email sent to a New Hire when an invitation is launched (rich text). |
| SM_CO_INV_SELFREG_TMPL | Self Registration details | Same as the previous, but without rich text. This is not in use when delivered. |
| SM_CO_INV_RESEND_RICH_TMPL | Resend: Self Registration details | Email sent to a New Hire when an invitation is re-sent. |
| SM_CO_INV_RESEND_SELFREG_TMP | Resend: Self Registration details | Same as the previous, but without rich text. This is not in use when delivered. |
| SM_CO_INV_FORCE_COMPLETE | Force Complete | Email sent to New Hire when their onboarding process is forced to completion. |
| SM_CO_INV_RESTART_ACTIVITY | On restart of an activity | Email sent to a New Hire when their onboarding activity is restarted. |
SM_CO_INV_RESTART_PROCESS_ADM | Process restart notification to the HR Admin | Email sent to the HR Admin/Specialist when process is restarted for a New Hire. |
SM_CO_INV_RESTART_PROCESS | Process restart notification to the New Hire | Email sent to a New Hire when process is restarted for their process. |
| SM_CO_INV_TERMINATE_PROCESS | Terminate Process | Email sent to New Hire when their onboarding process is terminated. |
| SM_CO_NOTIFY_ACC_UNLOCK | Notification about account unlock | Email sent to a User or New Hire when their account has been unlocked by an administrator. |
| SM_CO_NOTIFY_ACC_LOCK | Notification about account lockout | Email sent to a User or New Hire when their account has been locked due to too many unsuccessful login attempts. |
| SM_CO_NOTIFY_EPIN_RST | Notification about ePIN reset. | Email sent to a User or New Hire when an administrator has requested that they change their e-Pin. |
| SM_CO_NOTIFY_ACCOUNT_CHANGE | Notify Account Change | Email sent to a User or New Hire when they have changed their account information. |
| SM_CO_NOTIFY_CHLNG_QNS_CHNG | Notification about change in challenge questions | Email sent to a User or New Hire when they have changed their challenge questions. |
| PRESCREEN_SUBMITTED_NOTIFY_HR | PreScreen Submitted - Notification to HR | Email sent to an HR administrator when a New Hire has submitted their pre-screen information. |
| SM_OB_AWAITING_HR_COMPLETE | Onboarding Awaiting HR Complete | Email sent to a New Hire when HR has completed their review of pre-screening information. |
| SM_OB_SUBMIT_FOR_REVIEW | Confirm on Submit for Review | Email sent to a New Hire when they have submitted their onboarding information for review. |
| SUBMIT_TO_HR_NOTIFY | Submit to HR Notify | Email sent to an HR administrator when a New Hire has submitted their onboarding information for review. |
| SM_I9_EV_NOTIFY_EMPLOYER | Notifying to Employer | Email sent to employer to Update SSN given by the New Hire and proceed with releasing Form I9 for E-Verification |
| SM_OB_CAND_PACKET_REMINDER | Candidate Packet Reminder to Invitation Creator | Email sent to invitation creator regarding candidates who have not submitted their packet |
| SM_OB_SUBMIT_TO_HR_REMINDER | Reminder about Submit to HR not done | Email sent to New Hires whose Submit to HR is not done and start date within 3 days |
SM_I9_REMOTEI9_ASSIGNMENT_TMPL | Notify assigned Section 2 activity | Email sent to a Remote I-9 User when Section 2 is assigned to them. |
SM_I9_REMOTEI9_UNDO_TMPL | Notify undo of assigned Section 2 activity | Email sent to a Remote I-9 User when an assigned Section 2 activity is cancelled. |
SM_I9_REMOTEI9_COMPLETION_TMPL | Notify completion of Section 2 activity | Email sent to the I-9 & E-Verify Admins on the completion of Section 2 activity by a Remote User. |
SM_I9_REMOTEI9_PUSHBACK_TMPL | Notify send back of Section 2 activity | Email sent to a Remote I-9 User when the Section 2 activity is sent back to them. |
SM_I9_RI9_S3_ASSIGNMENT_TMPL | Notify assigned Section 3 activity | Email sent to a Remote I-9 User when the Section 3 activity is assigned to them. |
SM_I9_RI9_S3_UNDO_TMPL | Notify undo of assigned Section 3 activity | Email sent to a Remote I-9 User when an assigned Section 3 activity is cancelled. |
SM_I9_RI9_S3_COMPLETION_TMPL | Notify completion of Section 3 activity | Email sent to the I-9 & E-Verify Admins on the completion of Section 3 activity by a Remote User. |
SM_I9_RI9_S3_PUSHBACK_TMPL | Notify send back of Section 3 activity | Email sent to a Remote I-9 User when the Section 3 activity is sent back to them. |
SM_CO_REL_INV_LAUNCH_RICH_TMPL | Related invitation launch | Email sent to a Proxy User with Self Registration details after an invitation is being launched (rich text). |
SM_CO_REL_INV_RESEND_RICH_TMPL | Resend related invitation | Email sent to a Proxy User when the invitation is re-sent (rich text). |
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How do you change the emails that are related to Resend, Re-Launch, and Launch?
To change which email is to be modify the email sent after each of these actions is completed, you need to create access the Authentication Events setup through an Attribute Revision.Please Please refer to this page to create/modify an Attribute Revision.
On the Attribute Revision page, click select the "Authentication Events" option.
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You will see a list of Events along with the corresponding Notification template notifications configured for each event. These are explained in the chart below.
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| 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 Launch | When a System Administrator launches the Business User'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 LaunchWhen 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 |
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To modify the email sent for a particular event, click the lookup icon next to the notification event's email that you want to change.
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Before modifying, the notification template for invitation relaunch looks like below.A sample notification for the invitation relaunch is given 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 Modified templates can be identified by the suffix "[Revised]" in their description.
Choose the Notification Template template you want to use for the corresponding action/event.
For example, let's use the a new notification that has been created.
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| Process Revision Page |
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Apply the revision to see notice the changes.
| Manage Revision Page |
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The Notification Template that template you have added will be seen appear in the event of an invitation relaunch. An example is given below.Login as the HR Specialist, click the keyword Search icon and search for the invitation that You can verify this for an invitation by following these steps:
Log in as an HR Specialist and click the Keyword Search icon. Search for the invitation. Ensure the selected invitation has been launched but not completed with self-registration. In the invitation actions, select the "Resend Welcome Email" option."
This action can also be performed through the Invitation Console actions. For more details, please click here.
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Click "Yes" on the message to confirm the action.
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Close the confirmation message.
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The sample of the updated notification looks like below:
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Important Note: If you want to use this feature in your organization, please reach out to us to set this up. This setup can be done for invitation email notifications such as launch/relaunch/resend.
After the setup is done by uscompleted on our end, you can proceed with the configuration. Before Before configuring the notification for an attribute, make sure that the notification template has already been created through a Content Revision. ThenThen, configure the notification template on the Manage Attribute page for the selected attribute and create the New Hire invitation by selecting that attribute. Based on the setup, the email notification will be sent out upon launch, relaunch, or resend
Please note theses points while configuring this setup:
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Important Considerations:
- Attribute-level notifications apply only to launch, relaunch, or resend events. They will not work for other events.
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- attribute-level notifications are enabled,
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- standard email notifications
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- are ignored. Ensure notifications are configured for all attributes of that attribute type. If
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- an attribute is missing this configuration,
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- emails will not be sent
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- for that attribute.
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- If
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- multiple attributes have
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- notification templates
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- assigned and multiple/all
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- such attributes are selected in the New Hire invitation,
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- only the notification
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- for the first attribute
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- in the
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- setup order will be sent.
- Example: If attributes in the setup order are
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- Department, Location, Business Unit, Company, and Job Code
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- ,
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- and notifications are configured for Department
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- and Job Code
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- , only the Department notification will be sent if both attributes are selected in the New Hire invitation
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Configuring notifications for different attributes:
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- If no attributes with configured notifications are selected, no emails will be sent.
- Parent attribute notifications do not apply to child or sibling nodes. Notifications must be configured individually for each child or sibling node.
The steps for configuring notifications for different attributes are provided below:
In this example the standard notification templates for launch/relaunch have been modified using Content Revision and configured them to for the Department and Job Code attributes.
You can either create a new Notification Template or modify an existing one as per the requirement. If based on your requirements. If you need more details on creating/modifying Notification Templates, please click here.
Example 1:
| Revised 'Self Registration details' notification to configure for Department |
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| Revised 'Relaunched: Self Registration details' to configure for Job Code |
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After Once the Notification Templates 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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In the Attribute Revision, select the Department attribute and click the "Manage Attributes" option. Here 'Human Resource' Department is considered for configuring the notification.
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Select the notification that you have created for the Department.
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The Notification Template ID populates selected template shows on the Revision Attributes page as shown below. Click the "Save" button.
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Return to the Manage Revisions page and apply the Attribute Revisionrevision.
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On invitation launch/relaunch/resend, these notifications will be sent out for 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 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 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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