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.Notification Templates v1.5

.Notification Templates v1.5

Owned by al.g (Unlicensed)
Oct 25, 2017

What are Notification Templates?

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

What 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_TMPL User 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_TEMPLATE User Self RegistrationSame as the previous, but without Rich text. This is not in use when delivered.
 SM_CO_NTF_SELFREG_SUCCESS_TA Notification 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 I create a new Notification Template?

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

Click on the Menu Icon, then click on Add/Update Revision.

Menu Dropdown

 

 

Click on Add a New Value.

Create Revision Page

 

 

Fill out the Manage Revision page, with Type being Content. Then click on Reserve.

Manage Revision Page

 

 

Click on Configure.

Manage Revision Page

 

 

Click on Add in the Notification Templates section.

Manage Content Revision Page

 

 

Enter the information for fields 1 through 3.

Notification Template Page

 
ItemItem NameDescription

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

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

Sender
  • The sender in the from email address

  • 'System' will say the email is from the company's system email
  • 'User' will say the email is from the System Administrator
  • 'Other' spawns a box for Email ID, where you can put 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 (click Binds for more information.

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 on Return to Manage Revision.

Manage Content Revision Page

 

 

Click on Apply.

Manage Revision Page

 

 

How do I 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 Revision Configuration page.

Click on Edit under Manage Authentication Events.

Revision Configuration 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' that you can change the emails to the ones you created. These are all 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 makes 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 makes 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 will pull up Notification Templates–both default and created. Click on the one you want to send out.

Look Up Notification Template ID Box

 

 

Scroll down, 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 I 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 Revision Configuration page.

Click on Edit under Manage Events & Notifications.

Revision Configuration Page

 

Different customization options

Events and Notifications Page

 


FieldBehavior
View All
  • Lists every event, each below each other
  • After clicking on this, it turns into View 1, which will turn it back to only showing each individually
First Previous Next Last
  • If not 'View All,' these, showing one event at a time, will go to the first event, previous event, next event, or last event
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
Role Type
  • Who the email will be sent to
    • Examples of this field:

Notification Template
  • Which Notification Template/email will be sent
  • This could be ones you made
    • 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 particular line it's on

 

Click on Save after you are done.

Click on Return to Manage Revision.

Revision Configuration 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 being 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 should increase 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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