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.

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".

Click on "Add a New Value".

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

Click on "Configure".

Click on "Add" to create a new Notification Template.

Enter the information for fields 1 through 3.

Item	Item Name	Description
	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".

Enter the subject line and insert binds if desired. Place your cursor where you would like to add the bind, and click "Insert Binds".

Click on 'Look Up' and select the bind variable.

The Lookup binds page open as below. You can select the variable by expanding the tree structure or using "Search Binds" lookup.

When "Search Binds" lookup is clicked, the search fields display to search for the variable.

Select any operator and enter the text that needs to be searched in the search field. You can use Variable ID or Description fields for searching.

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.

Another option is to navigate through the tree structure to find the bind. Click on "Display as Tree" button to navigate back to the tree structure.

Search for the variable in the tree structure, and click on it.

Click on "OK".

The bind is inserted as shown below. When you click on 'Highlight Binds', you will see all the binds highlighted in yellow. Continue with any additional changes in the text and then click on "OK". This will add the subject on Notification Template page.

Click on "Add/Edit Content".

Enter the email message contents, using the available options to customize the design, including binds and then click "OK".

Add/Edit Content Page

Review the information, change anything that needs to be edited and then save.

Notification Template Page

Click on "Return to Manage Revision".

Content Revision Page

Apply the revision.

Manage Revision Page

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 the Content Revision page, click on "Review/Update" Notification Templates.

Select the template that you want to modify.

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.

When you select the notification template to modify, the content opens as shown below. If you have selected a delivered notification template to modify, then the description automatically populates with suffix "[Revised]".

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 will avoid duplicate content names appearing in the Notification Templates lookup and make it easy to identify the modified template.

Note: After adding the suffix, if the description exceeds 120 characters then the extra characters get truncated.

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 as required. Click on "Add/Edit Subject" link if you want to modify the subject.

Edit notification subject as you want and click OK.

Click on "Add/Edit Content" to change email content.

Modify content and click OK.

After making the changes, save the template.

Click on "Return to Manage Revision".

Click "Apply".

The sample email notification after the update is given below:

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

The table below lists some of the delivered Notification Templates that can be modified.

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).

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 an Attribute Revision.

Please refer this page to create/modify Attribute Revision.

Click on Authentication Events.

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

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

Notification Event Name	Description
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 email is sent for one of these notification events, click on the lookup of the notification event's email that you want to change.

Before modifying, let us take a look at the notification template for invitation relaunch.

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 the Notification Template you want to send for this Notification Event.

As an example, let us use the new notification that has been created.

Now the new template is updated to the Event. Scroll down the page, and click Save.

Event Actions Page

Click on Return to Manage Revision.

Process Revision Page

Click Apply.

Manage Revision Page

The Notification Template that you have added will be seen in the event of invitation relaunch.

Login as HR Specialist, click on the Elasticsearch icon and search for the invitation that is already been launched but self registration not completed. Click on "Resend Welcome Email".

Click "Yes" to confirm the action.

Click "Close" on the confirmation message.

The sample of the updated notification shows as below:

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

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

On the process Revision page, click on Configure Events & Notifications.

The Events & Notifications page is displayed as below.

Field	Behavior
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

Field	Behavior
Event	When the event is triggered 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:

Field	Behavior
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 separated 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 Click on the lookup to see the existing templates
Add	Add another line underneath, to open 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

Select the appropriate notification template that is to be sent for the event and action configured in the process.

Note: The modified notification templates will have a suffix "[Revised]" in their description.

Click Save after you are done.

Click Return to Manage Revision.

Click 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.

As you can see in the following example, a modified notification template is configured for HR Specialist for the Action ID "Submit to HR" on action complete.

Click Return to Manage Revision.

Click Apply.

Manage Revision Page

Adding a new event email

Click Add Event.

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.

Click Return to Manage Revision.

Process Revision Page

Click Apply.

Manage Revision Page

How do you configure Notification Template for an attribute?

The Smart Onboarding application supports configuring different invitation email notifications for the following attributes.

Attributes:
Department
Location
Business Unit
Company
Job Code

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 us, you can proceed with the configuration. Before configuring the notification for an attribute, make sure the notification template is already created through Content Revision. Then, configure the notification template in 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 launch/relaunch/resend.

Note:

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 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 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.

Configuring notifications for different attributes:

As an example, here we have modified standard notification templates for launch/relaunch using Content Revision and configured them to Department and Job Code attributes.

You can either create a new Notification Template or modify an existing one as per the requirement. If you need more details on creating/modifying Notification Templates, please click here.

Example 1:

Revised 'Self Registration details' notification to configure for Department

Example 2:

Revised 'Relaunched: Self Registration details' to configure for Job Code

Once, the Notification Templates are saved, they show up in Content Revision Summary as given below. Return to Manage Revision page and apply the revision.

Apply Revision

Now, configure these notifications to the corresponding attributes in the Attribute Revision as shown below.

In Attribute Revision, select the Department attribute and click on Manage Revisions. Here 'Human Resource' Department is considered for configuring the notification.

In 'Revision Attributes' page, click on the lookup icon for 'Candidate Email NotificationID'.

Select the notification that you have created for Department.

The Notification Template ID populates on Revision Attributes page as shown below. Click on 'Save'.

Similarly, configure Notification Template for Job Code attribute.

In Attribute Revision, select the Job Code attribute in Attribute Revision and click on Manage Revisions. Here 'Chief Operating Officer' Job Code is considered for configuring the notification.

In 'Revision Attributes' page, click on the lookup icon for 'Candidate Email NotificationID'.

Select the notification that you have created for Job Code.

The Notification Template ID populates on Revision Attributes page as shown below. Click on 'Save'.

Return to Manage Revisions page and apply Attribute Revision.

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

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 Invitation Console actions:

Invitation launch via Invitation Console actions

Launch Invitation via Elasticsearch Invitations related actions:

Sample notification sent out to the candidate on invitation launch is given below:

Example 2:

Invitation with Job Code = Chief Operating Officer

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:

Relaunch Invitation via Elasticsearch Invitations related actions:

Given below is the sample notification sent out to the candidate when the invitation is relaunched:

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.

Configuring different notifications for child/sibling attributes:

In this case, "Department" attribute is selected. For Departments "Benefits" and "Payroll", let us configure different notification templates.

Click on Attribute ID for Benefits and select "Manage Attributes".

In Manage Attributes page, click on the lookup icon for Candidate Email NotificationID and select the notification template created for "Benefits" Department.

Notification Template Lookup

The sample notification template created for Benefits Department is shown below:

The notification template selected will populate on Manage Attributes page. Click on "Save".

Similarly, configure different email notification for Payroll Department. Click on Attribute ID for Payroll and select "Manage Attributes".

In Manage Attributes page, click on the lookup icon for Candidate Email NotificationID and select the notification template created for "Payroll" Department.

Notification Template Lookup

The sample notification template created for Payroll Department is shown below:

The notification template selected will populate on Manage Attributes page. Click on "Save".

On Attribute Revision page, click on "Return to Manage Revision" and apply Attribute Revision.

The changes will be effective after the Attribute Revision is applied.

Now, create New Hire invitations with "Benefits" and "Payroll" Departments and launch the invitations.

New Hire invitation with Department = "Benefits"

New Hire invitation with Department = "Payroll"

The New Hires will receive different welcome emails as configured by the Departments.

New Hire welcome email for Department = "Benefits"

New Hire welcome email for Department = "Payroll"