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What are Notification Templates?

Notification templates are used to create the automatic emails which can be sent to Users and New Hires after an action is taken. System Administrators, Process Administrators, and Content Administrators can modify the templates by changing the subject and/or content of the email's message. Note that Content Administrators can only create or modify the content.  They need assistance from a System Administrator or Process Administrator to bring the modified content into use in the product.

Which Notification Templates that are included in the standard product can be modified?

Many of the delivered Notification Templates can be modified, while others cannot be modified.  The table below lists all of the delivered templates that can be modified.

Notification TemplateDescriptionHow Used
 SM_CO_USR_LAUNCH_RICH_TMPLUser Self RegistrationEmail that is sent to a System Administrator or any other Administrative or Business User after being invited (rich text).
 SM_CO_USR_SELFREG_TEMPLATEUser Self RegistrationSame as the previous, but without rich text. This is not in use when delivered.
 SM_CO_NTF_SELFREG_SUCCESS_TANotification about successfully self registeringEmail sent to a System Administrator after self registering.
SM_CO_USR_RESEND_RICH_TMPLUser Resend Self RegistrationEmail sent to a User when the invitation is re-sent (rich text).
SM_CO_USR_RESEND_SELFREG_TMPLUser Resend Self RegistrationSame as the previous, but without rich text. This is not in use when delivered.
SM_CO_NOTIFY_SELF_REG_SUCCESSNotification about successfully self registeringEmail sent to a User or New Hire after self registering.
SM_CO_NOTIFY_NEW_ROLENew role assignedEmail sent to a User when a new role is assigned to the User.
SM_CO_NOTIFY_ROLE_UNASGNRole UnassignedEmail sent to a User when a new role is unassigned to the User.
SM_CO_NOTIFY_CHANGE_ROLERole changedEmail sent to a User when their role is changed.
SM_CO_INV_LAUNCH_RICH_TMPLSelf Registration detailsEmail sent to a New Hire when an invitation is launched (rich text).
SM_CO_INV_SELFREG_TMPLSelf Registration detailsSame as the previous, but without rich text. This is not in use when delivered.
SM_CO_INV_RESEND_RICH_TMPLResend: Self Registration detailsEmail sent to a New Hire when an invitation is re-sent.
SM_CO_INV_RESEND_SELFREG_TMPResend: Self Registration detailsSame as the previous, but without rich text. This is not in use when delivered.
SM_CO_INV_FORCE_COMPLETEForce CompleteEmail sent to New Hire when their onboarding process is forced to completion.
SM_CO_INV_TERMINATE_PROCESSTerminate ProcessEmail sent to New Hire when their onboarding process is terminated.
SM_CO_NOTIFY_CANDIDATE_PURGENotify on Candidate PurgeEmail sent to New Hire when their onboarding data is purged from the system.
SM_CO_NOTIFY_ACC_LOCK_BY_ADMINNotification about account lockout by AdminEmail sent to a User or New Hire when their account has been locked by an administrator.
SM_CO_NOTIFY_ACC_UNLOCKNotification about account unlockEmail sent to a User or New Hire when their account has been unlocked by an administrator.
SM_CO_NOTIFY_ACC_LOCKNotification about account lockoutEmail sent to a User or New Hire when their account has been locked due to too many unsuccessful login attempts.
SM_CO_NOTIFY_EPIN_RSTNotification 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_CHANGENotify Account ChangeEmail 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_COMPLETEOnboarding Awaiting HR CompleteEmail 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_NOTIFYSubmit to HR NotifyEmail sent to an HR administrator when a New Hire has submitted their onboarding information for review.
   


How do you create a new Notification Template?

You can create a new Notification Template, and add it to the onboarding process.

Click the Menu icon, then click on Create Revision.

Menu

 

 

Click on Add a New Value.

Create Revision

 

 

Enter the information on the Manage Revision page, with Type being Content, then click on Reserve.

Manage Revision

 

 

Click on Configure.

Manage Revision

 

 

Click on Add in the Notification Templates section.

Content Revision Page

 

 

Enter the information for fields 1 through 3.

 

Notification Template Page
 
 
ItemItem NameDescription

Description
  • A description to help you identify the new Notification Template

Priority
  • Email interfaces that show important types of emails with an indicator will be affected by this
  • Choices are high, medium, and low priority

Sender
  • The sender in the from email address

  • 'System' indicates that the email is from the company's system email
  • 'User' indicates that the email is from the System Administrator
  • 'Organization' indicates that the email is from the Organization
  • 'Other' spawns a box for Email ID, where you can enter any email

Subject
  • The email's subject line

Content
  • What is in the email; the message

 

Click on Add/Edit Subject.

Notification Template Page

 

 

Enter the subject line, inserting binds if desired (see Binds for more information). In the example the First Name is inserted as a bind.

Click OK.

Add/Edit Subject Page

 

 

Click on Add/Edit Content.

Notification Template Page

 

 

Enter the email message contents, using the available options to customize the design, including binds (click Binds for more information) and then click OK. 

Add/Edit Content Page

 

 

Review the information, change anything that needs to be edited, then click on Save.

Notification Template Page

 

 

Click Return to Manage Revision.

Content Revision Page

 

 

Click Apply.

Manage Revision Page

 

 

How do you change the emails that are related to Resend, Re-Launch, and Launch?

To change which email is to be sent after each of these actions is completed, you need to create a process revision.

Follow Step 1 of this page to get to the Process Revision page.

Click on Edit under Authentication Events.

Process Revision Page

 

 

Note the Notification Event categories. These are explained in the chart below.

Event Actions/Manage Authentication Events Page

 

 

There are 6 standard Notification Events related to New Hire's invitation. These are emails that are sent once an action/event is completed.

Notification Event NameDescription
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 ResendWhen an HR Specialist or Recruiter completes the Resend Login action after the New Hire makes a User ID and password
On Invitation LaunchWhen an HR Specialist or Recruiter Launches the New Hire's invitation
On User RelaunchWhen 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 InviteWhen 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

 

To change which email is sent for one of these notification events, click on the lookup of the notification event's email that you want to change.

Event Actions/Manage Authentication Events Page

 

 

This shows a list of Notification Templates, including all delivered and those that you have created. Click on the Notificaiton Template you want to send for this Notification Event.

Look Up Notification Template ID Box

 

 

Scroll down, and click Save.

Event Actions/Manage Authentication Events Page

 


Click on Return to Manage Revision.

Revision Configuration Page

 


Click on Apply.

Manage Revision Page

 

 


How do you change the emails that are related to the onboarding activities?

Similar to the method above, to change which email is being sent after an action in the onboarding process is completed, you need to create a process revision.

Follow Step 1 of this page to get to the Process Revision page.

Click on Edit under Manage Events & Notifications.

Revision Configuration Page

 

Different customization options

Events and Notifications Page

 

 

FieldBehavior
View All
  • Lists every event, one below the other
  • After clicking on this, the link changes to View 1, which will turn it back to only showing each event individually
First Previous Next Last
  • If not 'View All,', it shows one event at a time, starting from the first event, previous, next and last
Add Event
  • Adds an event, which includes both and
Delete Event
  • Deletes an event, deleting all of and of that specific event that you are on


FieldBehavior
Event
  • When the email will be sent
    • Examples of this field:

Action ID
  • The email will be sent correlating to this form or action
    • Examples of this field:


FieldBehavior

Notify

  • Allows to select the group to which the notification should be sent
  • If participant Pool is selected the Role Type will have a drop down list of users with different roles and New Hire
  • If Email List is selected it allows to enter the emails seperated by comma
Role Type
  • The type of user to whom the email should be sent
  • The field will either be a drop down list or an edit box depending on the selection from the Notify list
    • Examples of this field when Participant Pool is selected

Notification Template
  • Which Notification Template/email to be sent
  • This could be ones you have created or modified
    • Examples of this field:

 

Add
  • Add another line underneath, gaining another line of all the fields of
  • This will be under the same event, and same
  • It allows you to choose another email to be sent at the same time to the same person, or sending any email to a different role type
Delete
  • Deletes the row

 

Click on Save after you are done.

Click on Return to Manage Revision.

Process Revision Page

 


Click on Apply.

Manage Revision Page

 

 

 

Modifying existing event emails

Click on View All to figure out which emails are being sent and when they are sent.

After assessing that you want to modify one of them, change the fields accordingly (check the different customization options above), and then click on Save.

Events and Notifications Page

 

 

Click on Return to Manage Revision.

Revision Configuration Page

 

 

Click on Apply.

Manage Revision Page

 


Adding a new event email

Click on Add Event.

Events and Notifications Page

 

 

A blank event will appear and the number between previous and next increases by one.

Fill out the fields accordingly (check the different customization options above), and then click on Save.

Events and Notifications Page

 

 

Click on Return to Manage Revision.

Revision Configuration

 

 

Click on Apply.

Manage Revision Page

 




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