Termination Email Tab | PowerSchool ERP

Use this tab to define the information that will appear in the email notifications sent to the approvers and requesters. 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.

Menu Path: System Administration > Administration > Profiles > Workflow Configuration Profile > Service Maintenance > Employee Termination

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 Employee Termination Workflow Configuration page 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 are not required to use variables, so you can choose to use as many or as few as you want. The use of variables is dependent on your organization's preference.

Following are the variables available for Employee Termination Workflows:

_RequesterFullName	The requester's full name.
_EmployeeFullName	The full name of the employee to be terminated.
_EmployeeNo	The employee number of the employee to be terminated.
_EmployeeFirstName	The first name of the person to be terminated.
_EmployeeMiddleName	The middle name of the employee to be terminated.
_EmployeeLastName	The last name of the person to be terminated.
_EmployeeSuffix	The suffix of the employee to be terminated.
_BaseLocationCode	The base location code for the employee to be terminated.
_BaseLocationTitle	The title of the base location for the employee to be terminated.
_DepartmentCode	The department code for the employee to be terminated.
_DepartmentTitle	The title of the department for the employee to be terminated.
_ClassCode	The primary job class for the employee to be terminated.
_ClassTitle	The title of the primary job class for the employee to be terminated.
_Position	The position(s) associated with the primary job class for the employee to be terminated.
_EmployeeType	The employee type.
_HireDate	The hire date for the employee to be terminated.
_StateStaffId	The state staff ID for the employee to be terminated.
_TermDate	The terminated date for the employee.
_TermCode	The terminated code for the employee.
_TermTitle	The title of the termination code for the employee.
_ApprovalComments	The comments entered when an approver completes the approve, deny or needs correction action.
_URL	The link to the request web page.
_CrLf	Use this to designate newline characters if your browser does not let you enter them in the fields below.

Employee Termination Workflow Types

In general, employee termination 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. Since the approval process for employee termination allows for different types of action, workflow allows notifications to be setup for each type of action.

Following are the different workflow notifications that can be configured on the Termination Email Configuration:

Needs Approval

This workflow is initiated when the employee termination e-Form is submitted and routed for approval. Approvers or delegates receive this notification based on the approval group setup for workflow task 107-Approve Employee Termination and employee termination delegations. This workflow type requires an action. For details on the approval group setup, refer to Human Resources Approvals Setup. For details on delegates, refer to HRM Workflow Delegations.

Approved

This workflow is initiated when the employee termination e-Form has been approved by all levels of the approval group. The person who submitted the employee termination 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 employee termination e-Form has been denied by any level of the approval group. The person who submitted the employee termination e-Form will receive this notification. This workflow type is a notification that the employee termination request has been denied.

Reminder

This workflow is initiated when an employee termination e-Form was submitted and routed for approval and no action has been taken since the Needs Approval notification was sent. This notification is sent based on the time entered in the Remind Every field. Approvers or delegates receive this notification based on the approval group setup and employee termination delegations. This workflow type requires an action. For details on the approval group setup, refer to Human Resources Approvals Setup. For details on delegates, refer to HRM Workflow Delegations.

Canceled

This workflow is initiated when the person who submitted the employee termination 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 approvers do not receive the workflow notification that the employee termination has been canceled, they will see on the e-Form that the termination has been canceled and they will not be able to access the Approvals section.

Notification

This workflow is initiated when the employee termination 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 108-Receive Employee Term Notify and employee termination delegations. This workflow type does not require action to be performed on the e-Form, but may require action as part of your organization's procedures for terminated employees. For details on the approval group setup, refer to Human Resources Approvals Setup. For details on delegates, refer to 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.