Applicant Recommendation Email Tab

Use this tab to define the information that will appear in the email notifications sent to users who need to process additional checking, approvers, requesters, and employees who need to be notified when an applicant recommendation has been approved.

Each workflow type can have a notification set up with its own subject and body. You can use variables to customize the body of an email, for example, to identify the records that require action and specify other information relevant to the notification. The text entered in the Subject field will display as either the subject line of the email or description of the activity.

The Reminder email, in addition to the subject and body fields, has a Remind Every field, which allows you to enter, in hours/days, how often you want approvers to be notified that they still have outstanding applicant recommendations to approve.

In general, applicant recommendation workflow consists of two workflow types. One type is a notification that requires an action to be performed. The other is a notification of the action that has been taken. Since the approval process for applicant management allows for different types of actions to be taken, workflow allows notifications to be setup for each type of action.

Menu Path: System Administration > Administration > Profiles > Workflow Configuration Profile > Service Maintenance > Applicant Recommendation

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 Applicant Recommendation Workflow Configuration page in the subject and body of each workflow notification. When the email or activity is sent, the variable is replaced with data pertaining to the workflow. You are not required to use variables, so you can choose to use as many or as few as you want.

Following are the variables available for Applicant Recommendation Workflows:

_RequesterFullName	The requester's full name.
_EmployeeNo	The requester's employee number.
_ApplicantFullName	The applicant's full name.
_ApplicantFirstName	The applicant's first name.
_ApplicantMiddleName	The applicant's middle name.
_ApplicantLastName	The applicant's last name.
_ApplicantSuffix	The applicant's suffix.
_ApplicantNo	The applicant's identification number.
_BaseLocationCode	The base location code for the applicant.
_BaseLocationTitle	The title of the base location for the applicant.
_DepartmentCode	the department code for the applicant.
_DepartmentTitle	The title of the department for the applicant.
_ClassCode	The primary job class for the applicant.
_ClassTitle	The title of the primary job class for the applicant.
_Position	The position associated with the primary job class for the applicant.
_EmployeeType	The employee type for the applicant.
_HireDate	The hire date for the applicant.
_ReplacementID	The identification number of the employee being replaced with the job posting.
_ReplacementName	The name of the employee being replaced with the job posting.
_ReplacementComment	Comments about the replacement with the job posting.
_ApprovalComments	The comments entered when an approver completes the approve, deny or needs correction action.
_VertificationComments	The comments entered when a user completes the pass or fail action for the additional checks and verifications.
_URL	The link to the applicant recommendation e-Form.
_CrLf	Allows you to designate a new line for the body of your email if your browser doesn't allow you to enter one.

Applicant Recommendation Workflow Types

Following are the different types of workflow notifications that can be configured in the Applicant Recommendation Email tab using settings from the Applicant Recommendation Forms tab. For details on these settings, refer to the next section, Applicant Recommendation Forms Tab.

Needs Additional Checks	This workflow is initiated when the applicant recommendation e-Form is submitted and routed for pre-screening. Users or delegates receive this notification based on the approval group setup for workflow tasks: 10-Background Check, 11-Reference Check, 12-Immunization Verification, 13-Employment Verification, 14-Certification Verification, and applicant recommendation delegations. This workflow type requires an action. For details, refer Human Resources Approvals Setup and HRM Workflow Delegations.
Needs Approval	This workflow is initiated when the applicant recommendation e-Form is submitted and routed for approval. Approvers or delegates receive this notification based on the approval group setup for workflow task 109-Approve Applicant Hire and applicant recommendation delegations. This workflow type requires an action. For details, refer Human Resources Approvals Setup and HRM Workflow Delegations.
Approved	This workflow is initiated when the applicant recommendation e-Form has been approved by all levels of the approval group. The person who submitted the applicant recommendation e-Form will receive this notification. This workflow type is a notification that the approval action has been completed.
Denied	This workflow is initiated when the applicant recommendation e-Form has been denied by any level of the approval group. The person who submitted the e-Form will receive this notification. This workflow type is a notification that the applicant recommendation request has been denied.
Reminder	This workflow is initiated when an applicant recommendation e-Form was submitted and routed for approval and no action was taken since the Needs Approval notification was sent. This notification is sent based on the time in the Remind Every field. Approvers or delegates receive this notification based on the approval group setup and applicant recommendation delegations. This workflow type requires an action. For details, refer Human Resources Approvals Setup and HRM Workflow Delegations.
Canceled	This workflow is initiated when the person who submitted the applicant recommendation e-Form clicks the Cancel Request button on the e-Form. The requester will receive this notification to confirm that the cancel was successfully submitted. This workflow type is a notification. Note While users and approvers do not receive the workflow notification that the applicant recommendation has been canceled, they can see on the e-Form that the applicant recommendation has been canceled and will not be able to access the Approvals section.
Notification	This workflow is initiated when the applicant recommendation e-Form has been approved by all levels of the approval group. Employees or delegates receive this notification based on the approval group setup for workflow task 110-Applicant Approve Notification and applicant recommendation delegations. This workflow type does not require an action on the e-Form, but may require other actions depending on your organization's procedures for hiring an applicant. For details, refer Human Resources Approvals Setup and HRM Workflow Delegations.

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.

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.