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.Notification Templates v1.9

.Notification Templates v1.9

Owned by srigowri.a
Last updated: Oct 14, 2021

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.

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 Configure.

Manage Revision



Click on Add to create a new Notification Template.

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 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 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 TemplateDescriptionHow Used
INV_ACCT_CREATE_EMAIL_USERIDAccount creation email with User IDEmail sent to a user with authentication User ID
INV_ACCT_CREATE_EMAIL_USERPSWDAccount creation email with passwordEmail sent to a user with Password
 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_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_PROCESSTerminate ProcessEmail sent to New Hire when their onboarding process is terminated.
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_CHNGNotification about change in challenge questionsEmail 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_REVIEWConfirm on Submit for ReviewEmail 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.
SM_I9_EV_NOTIFY_EMPLOYERNotifying to EmployerEmail sent to employer to Update SSN given by the New Hire and proceed with releasing Form I9 for E-Verification
SM_OB_CAND_PACKET_REMINDERCandidate Packet Reminder to Invitation CreatorEmail sent to invitation creator regarding candidates who have not submitted their packet
SM_OB_SUBMIT_TO_HR_REMINDERReminder about Submit to HR not doneEmail 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.

Attribute Revision Page



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

Event Actions



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 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
Restart of invitee's first activity

When the HR Admin restarts invitee's process and Electronic Disclosure restarts

Process RestartNotification to both Admin and Invitee when the invitee's process restarted
On Related Invitation LaunchWhen invitation is launched for inviting a proxy user
On Related Invitation ResendWhen 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.

Event Actions/Manage Authentication Events Page



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.

Look Up Notification Template ID Box



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.

Process Revision Page



The Events & Notifications page is displayed as below.

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 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:


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 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.

Process Revision Page



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.

Events and Notifications Page



Click Return to Manage Revision.

Process Revision Page



Click Apply.

Manage Revision Page



Adding a new event email

Click 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, choose an appropriate notification template (check the different customization options above), and then click on Save. 

Events and Notifications Page



Click Return to Manage Revision.

Process Revision Page



Click Apply.

Manage Revision Page



How do you configure Notification Template for an attribute?

Notification Templates can be configured specific to any attribute such as Company, Business Unit, Department, Location, or Job Code. 

Note: If you want to use this feature in your organization, please reach out to us to set this up.

After the setup is done by us, you can follow the procedure given below:

As an example, here we have modified standard Notification Templates for launch/relaunch using Content Revision for Department and Job Code. 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 for Department



Example 2:

Revised 'Relaunched: Self Registration details' 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.







In runtime, when the corresponding action/event takes place, you can see these notifications triggered for the invitations with attributes specified as above.

Runtime examples:

Let us create two separate invitations, 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. 
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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