User Email Tab | PowerSchool ERP

Use this tab to define the information that will appear on the email notifications that will be sent to the approvers and users who registered for Professional Development. 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 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 the action has been taken. Since the approval process for users that registered for Professional Development allows for different types of actions to be taken, workflow allows notifications to be set up for each type of action.

Menu Path: System Administration > Administration > Profiles > Workflow Configuration Profile > click User under Professional Development > select the User Email tab

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 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 User Workflows:

_ProfDevUserID	Professional Development user ID.
_ProfDevUserName	Professional Development user name.
_ProfDevPassword	Professional Development password.
_Comment	Comment associated with the denial.
_URL	The link to the Participants/Instructors page in PowerSchool ERP.
_CrLf	Use this to designate newline characters if your browser does not let you enter them in the fields below.

User Workflow Types

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

Registration Needs Approval	This workflow is initiated when a registration is submitted. 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 to approvers based on the time entered in the Remind Every field. This workflow type requires an action.
Registration Approved	This workflow is initiated when registration is approved. This workflow type is a notification that the registration has been approved.
Registration Denied	This workflow is initiated when a registration is denied. 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.

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.