User Email Tab
Use Professional Development's User Email tab in the Workflow Configuration Profile to define the information that will display in the email notifications sent to approvers and users who registered for Professional Development. The variables you use in the body of the emails are what will be seen in the emails. The information entered in the Subject field will be in the subject line of the emails and on the activity description. Each type of workflow has its own email subject and body.
In addition to the subject and body fields, the Reminder email has a Remind Every field, which allows you to enter in hours/days how often you want approvers who will be processing registrations to be notified that they have outstanding approvals.
In general, Professional Development User Workflow consists of two workflow types. One type is a notification that requires an action to be performed. The other is a notification that the action has been taken. Workflow allows notifications to be set up for each type of action.
Menu Path: System Administration > Administration > Profiles > Workflow Configuration Profile > Professional Development > User
Action Buttons
The following action buttons display on the tab:
Apply | Saves your settings. |
Undo | Resets any changes you made prior to the last time you clicked Apply. |
Variables
You can use the variables defined on the User Email tab in the subject and body for each workflow notification. When the email or activity is sent, the variable is replaced with the data pertaining to the workflow. You may use as many variables as you need.
Following are the variables available for User Workflows:
_ProfDevUserID | The user ID in Professional Development. |
_ProfDevUserName | The user name in Professional Development. |
_ProfDevPassword | The user's password in Professional Development. |
_Comment | Comment associated with the denial. |
_URL | The link to the Participants/Instructors page in the PowerSchool ERP software. |
_CrLf | Allows you to designate a new line for the body of your email if your browser doesn't allow you to enter one. |
User Workflow Types
Following are the different workflow notifications that can be configured on the User Email Configuration:
Registration Needs Approval | This workflow is initiated when a registration is submitted. Approvers receive this notification based on settings on the User Forms tab. This workflow type requires an action. |
Reminder | This workflow is initiated when a registration is submitted and no action has been taken on the registration since the Registration Needs Approval notification was sent. This notification is sent based on the time entered in the Remind Every field. Approvers receive this notification based on settings on the User Forms tab. This workflow type requires an action. |
Registration Approved | This workflow is initiated when registration is approved. Users receive this notification based on settings on the User Forms tab. This workflow type is a notification that the registration has been approved. |
Registration Denied | This workflow is initiated when a registration is denied. Users receive this notification based on settings on the User Forms tab. This workflow type is a notification that the registration has been denied. |
Fields
Field | Description |
|---|---|
Remind Every | The period of time from when a Needs Approval notification is sent to an approver until a reminder notification should be sent when no approval action is taken. Time can be in hours or days as needed. The time entered may not be less than 3 hours. Available only for the Reminder workflow type. Examples: Enter 02:12:00 if you want the reminder to be sent 2 days, 12 hours after the initial needs approval notification was sent. Enter 00:08:00 if you want the reminder to be sent 8 hours after the initial needs approval notification was sent. |
Subject | Text that will appear in the subject line of the email notification and in the Activity column on the Activities panel of the PowerSchool ERP home page. You can define a different subject line for each workflow type. |
Body | Text that will appear in the body of the email notification. You can define a different body message for each workflow type. |