Use the Templates tab of the Workflow Designer to define the information that will appear in the email notifications sent to the approvers, requesters and users who need to receive notifications during various stages of the workflow notification process for Employee Leave Requests. The variables you use in the subject and body of a template will be replaced with the data in the database for the employee associated with the leave request when used for a particular workflow.
Menu Path
From the System Administration menu, select Workflow. From the Workflow menu, select Workflow Designer, then select Templates.
Add a Template
-
Open the Workflow Notification Templates page.
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Click Add.
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In the General Information and Notification Definition sections, complete the fields as needed. For details, refer to the Fields and Descriptions section of this page.
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Use the Variables section to select pre-set values for table fields. Select the table from the Table list. After it is selected, the Friendly Name and Column fields will fill with the variable set of that table. Select the desired variable to input it where the cursor is in the Subject or Body field. You can also click and drag the variable to place it in the text.
-
Click Save.
Update a Template
-
Open the Workflow Notification Templates page.
-
In the Search Criteria section, enter criteria identifying the records to list, and then click Load Records.
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In the Search Results list, select the desired template.
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In the General Information and Notification Definition sections, complete the fields as needed. For details, refer to the Fields and Descriptions section of this page.
-
Use the Variables section to enter pre-set values for table fields. Select the table from the Table list. After it is selected, the Friendly Name and Column fields will fill with the variable set of that table. Select the desired variable to input it where the cursor is in the Subject or Body field. You can also click and drag the variable to place it in the text.
-
Click Save.
Copy a Template
-
Open the Workflow Notification Templates page.
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In the Search Criteria section, enter criteria identifying the records to list, and then click Load Records.
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In the Search Results list, select the desired template.
-
Click Copy. Copy of is inserted in front of the title to indicate that this is a copy. Edit the title as needed.
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Update the fields as needed. For details, refer to the Fields and Descriptions section of this page.
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Click Save.
Delete a Template
The Delete checkbox will not display in the column for templates associated with a workflow, regardless of whether that workflow is active or inactive. To delete those templates, you must locate the workflows the template is used in, remove it from the workflow and then you can delete the record.
-
Open the Workflow Notification Templates page.
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In the Search Criteria section, enter criteria identifying the records to list, and then click Load Records.
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In the Search Results list, select the Delete checkbox for all templates to be deleted.
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Click Save.
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In the Delete Confirmation, click Yes.
Fields and Descriptions
General Information Section
|
Field |
Description |
|---|---|
|
Title |
Unique title for the template. The limit is 50 characters. |
|
Description |
Description for the template. The limit is 1024 characters. |
|
Source |
Source for the template. The only choice for this release is WORKFLOW, however, in the future this may be something that could be used for any type of user defined messages. There is nothing on the schedule at this time, but the field is there in the event we do implement something else other than workflow to use the template designer. Display only. |
|
Data Set |
Type of data for the template. The only choice for this release is Employee Leave Request. Display only. |
Notification Definition Section
|
Field |
Description |
|---|---|
|
Subject |
Subject line for the template. The data entered in this field will appear in the subject line of the email and on the notification viewer. The limit is 1024 characters. |
|
Body |
The body for the template. The data entered in this field will appear in the body of the email and on the notification viewer. |
|
Table |
The tables available to use for variable replacement in the template based on the data set selected. For this release, the only data set available is Employee Leave Request. Select:
|
|
Friendly Name/Column |
The table column name and its friendly name to use for variable replacement in the template based on the table selected. Below are the available choices for each table of the Employee Leave Request data set. They are listed as: Friendly Name <table.column>. |
Employee
|
Address Line 1 <employee.addr1> |
Address Line 2 <employee.addr2> |
Base Location <employee.base_loc> |
|
Birth Date <employee.birthdate> |
City <employee.city> |
Department <employee.home_orgn> |
|
Email Address <employee.email_add> |
Employee Number <employee.empl_no> |
First Name <employee.f_name> |
|
Hire Date <employee.hire_date> |
Information Release Flag <employee.info_rlease> |
Last Name <employee.l_name> |
|
Middle Name <employee.m_name> |
Original Hire Date <employee.orig_hire> |
Personal Email Address <employee.personal_email> |
|
Previous Last Name <employee.prev_lname> |
Send E-Voucher <employee.email_voucher> |
State <employee.state_id> |
|
Suffix <employee.name_suffix> |
Supervisor Login <employee.supervisor_id> |
User Login <employee.uid> |
|
Zip Code <employee.zip> |
|
|
Employee Pay Rate Information
|
Annual Salary <payrate.annl_sal> |
Calendar <payrate.cal_type> |
Contract Balance <payrate.cont_bal> |
|
Contract Days <payrate.cont_days> |
Contract End Date <payrate.cont_end> |
Contract flag <payrate.cont_flg> |
|
Contract Limit <payrate.cont_lim> |
Contract Paid <payrate.cont_paid> |
Contract Start Date <payrate.cont_start> |
|
Days Worked <payrate.days_worked> |
Dock Rate <payrate.dock_rate> |
Employee Number <payrate.empl_no> |
|
Full Time Equivalent <payrate.fte> |
Hours Day <payrate.hours_day> |
Include Dock Rate <payrate.incl_dock> |
|
Job Class <payrate.classify> |
Number of Pays <payrate.no_pays> |
Occupied Flag <payrate.occupied> |
|
Override flag <payrate.override> |
Pay Code <payrate.pay_cd> |
Pay Cycle <payrate.pay_cycle> |
|
Pay End Date <payrate.pay_end> |
Pay Group <payrate.group_x> |
Pay Hours <payrate.pay_hours> |
|
Pay Method <payrate.pay_method> |
Pay Out Amount <payrate.pyo_amt> |
Pay Out Date <payrate.pyo_date> |
|
Pay Out Days <payrate.pyo_days> |
Pay Out Rate <payrate.pyo_rate> |
Pay Outs Remaining <payrate.pyo_rem_pay> |
|
Pay Start Date <payrate.pay_start> |
Primary/Secondary Rate <payrate.primry> |
Range <payrate.range> |
|
Rate <payrate.rate> |
Rate Number <payrate.rate_no> |
Schedule Step <payrate.step_x> |
|
Status flag <payrate.status_x> |
Summer Pay <payrate.summer_pay> |
|
Employee Personnel Information
|
1st Extra Curricular Preference Code <person.ex_curr1> |
1st Personal Job Skill Code <person.job_1> |
2nd Extra Curricular Preference Code <person.ex_curr2> |
|
2nd Personal Job Skill Code <person.job_2> |
3rd Extra Curricular Preference Code <person.ex_curr3> |
3rd Personal Job Skill Code <person.job_3> |
|
4th Extra Curricular Preference Code <person.ex_curr4> |
4th Personal Job Skill Code <person.job_4> |
5th Extra Curricular Preference Code <person.ex_curr5> |
|
5th Personal Job Skill Code <person.job_5> |
6th Extra Curricular Preference Code <person.ex_curr6> |
Cell Phone Number <person.cell_phone> |
|
Current Job Class Start Date <person.curr_date> |
Date 2nd Last Salary Increase <person.incr2_date> |
Date 3rd Last Salary Increase <person.incr3_date> |
|
Date of Last Salary Increase <person.incr_date> |
EEO Category <person.eeo> |
EEO Function <person.eeo_func> |
|
EEO Race Code <person.race> |
EEO Reported <person.eeo_group> |
Emergency Contact <person.emer_cont> |
|
Emergency Contact Cell Phone Number <person.emer_cell_phone> |
Emergency Contact Phone <person.emer_phone> |
Employee Location Code <person.location> |
|
Employee Number <person.empl_no> |
Ethnicity <person.ethnic_code> |
First Prior Job Class <person.prior_class> |
|
Gender <person.sex> |
Handicap Flag <person.hand> |
Home Phone <person.home_phone> |
|
Include in Summer Pay <person.inc_sum_fisc_accr> |
Last Date to Pay <person.term_date> |
Last Day Worked <person.lastday_worked> |
|
Last TB Test Date <person.last_tb> |
Listed Flag <person.listed> |
Other Phone Number <person.other_phone> |
|
Part Time Code <person.part_time> |
Percent 2nd Last Salary Increase <person.incr2_per> |
Percent 3rd Last Salary Increase <person.incr3_per> |
|
Percent of Last Salary Increase <person.incr_per> |
Personnel Bargaining Unit <person.bargain> |
Personnel Employee Type Code <person.empl_type> |
|
Personnel Status Code <person.status> |
Personnel Termination Code <person.term_code> |
Personnel Workers Compensation Code <person.comp_code> |
|
Physician Name <person.phys_name> |
Physician Phone <person.phys_phone> |
Second Prior Job Class <person.prior2_class> |
|
Seniority Date <person.senior_date> |
Start Date of 1st Prior Class <person.prior_date> |
Start Date of 2nd Prior Class <person.prior2_date> |
|
State Staff ID <person.staff_state_id> |
Status Date <person.stat_date> |
Tenure Date <person.tenure_date> |
|
Work Phone <person.work_phone> |
Years Employed <person.yrs_district> |
Years in State <person.yrs_state> |
|
Years in Total <person.yrs_total> |
|
|
Job Class Table
|
Bargaining Unit <clstable.bar_unit> |
Calendar Type <clstable.cal_type> |
Civil Service Code <clstable.civil_ser> |
|
Contract Title <clstable.contract_title> |
Deduction Code (01) Default <clstable.ded_cd1> |
Deduction Code (02) Default <clstable.ded_cd2> |
|
Deduction Code (03) Default <clstable.ded_cd3> |
Deduction Code (04) Default <clstable.ded_cd4> |
Deduction Code (05) Default <clstable.ded_cd5> |
|
Deduction Code (06) Default <clstable.ded_cd6> |
Deduction Code (07) Default <clstable.ded_cd7> |
Deduction Code (08) Default <clstable.ded_cd8> |
|
Deduction Code (09) Default <clstable.ded_cd9> |
Deduction Code (10) Default <clstable.ded_cd10> |
Division Code Default <clstable.division> |
|
Job Class <clstable.class_cd> |
Job Class Title <clstable.title> |
Leave Code (01) Default <clstable.lv1_cd> |
|
Leave Code (02) Default <clstable.lv2_cd> |
Leave Code (03) Default <clstable.lv3_cd> |
Leave Code (04) Default <clstable.lv4_cd> |
|
Leave Code (05) Default <clstable.lv5_cd> |
Leave Code (06) Default <clstable.lv6_cd> |
Leave Code (07) Default <clstable.lv7_cd> |
|
Leave Code (08) Default <clstable.lv8_cd> |
Leave Code (09) Default <clstable.lv9_cd> |
Leave Code (10) Default <clstable.lv10_cd> |
|
Pay Code Default <clstable.pay_cd> |
Pay Group Default <clstable.group_x> |
Pay Method Default <clstable.pay_method> |
|
Salary Schedule <clstable.schedule> |
Union Code <clstable.union_cd> |
Workers Compensation Code <clstable.wkr_comp> |
Leave Code Table
|
Accrual Control <levtable.lwop_acct> |
Accrual Rate <levtable.acc_rate> |
Accrual Type <levtable.acc_type> |
|
Check Title <levtable.ck_title> |
Excess Leave Method <levtable.exc_meth> |
Leave Code <levtable.lv_code> |
|
Leave Title <levtable.title> |
Leave Unit <levtable.lv_unit> |
Maximum Leave Balance <levtable.max_acc> |
|
Maximum Leave Earned <levtable.max_earn> |
Print Flag <levtable.prt_flg> |
Rollover Code <levtable.roll_code> |
|
Rollover Limit <levtable.roll_lim> |
Unused Leave Pay Off Method <levtable.unused_pay_meth> |
Unused Leave Payment Amount <levtable.unused_pay> |
|
Years of Service <levtable.years> |
|
|
Links and Comments
|
Denied/Correct Comments <action.comments> |
e-Form URL <url.eform> |
Task Detail URL <url.taskdetail> |
|
Task List URL <url.tasklist> |
|
|
Payroll
|
10th Leave Balance <payroll.lv10_bal> |
10th Leave Code <payroll.lv10_cd> |
10th Leave Earned <payroll.lv10_ear> |
|
10th Leave Taken <payroll.lv10_tak> |
1st Leave Balance <payroll.lv1_bal> |
1st Leave Code <payroll.lv1_cd> |
|
1st Leave Earned <payroll.lv1_ear> |
1st Leave Taken <payroll.lv1_tak> |
2nd Leave Balance <payroll.lv2_bal> |
|
2nd Leave Code <payroll.lv2_cd> |
2nd Leave Earned <payroll.lv2_ear> |
2nd Leave Taken <payroll.lv2_tak> |
|
3rd Leave Balance <payroll.lv3_bal> |
3rd Leave Code <payroll.lv3_cd> |
3rd Leave Earned <payroll.lv3_ear> |
|
3rd Leave Taken <payroll.lv3_tak> |
4th Leave Balance <payroll.lv4_bal> |
4th Leave Code <payroll.lv4_cd> |
|
4th Leave Earned <payroll.lv4_ear> |
4th Leave Taken <payroll.lv4_tak> |
5th Leave Balance <payroll.lv5_bal> |
|
5th Leave Code <payroll.lv5_cd> |
5th Leave Earned <payroll.lv4_ear> |
5th Leave Taken <payroll.lv5_tak> |
|
6th Leave Balance <payroll.lv6_bal> |
6th Leave Code <payroll.lv4_cd> |
6th Leave Earned <payroll.lv6_ear> |
|
6th Leave Taken <payroll.lv6_tak> |
7th Leave Balance <payroll.lv7_bal> |
7th Leave Code <payroll.lv7_cd> |
|
7th Leave Earned <payroll.lv7_ear> |
7th Leave Taken <payroll.lv7_tak> |
8th Leave Balance <payroll.lv8_bal> |
|
8th Leave Code <payroll.lv8_cd> |
8th Leave Earned <payroll.lv8_ear> |
8th Leave Taken <payroll.lv8_tak> |
|
9th Leave Balance <payroll.lv9_bal> |
9th Leave Code <payroll.lv9_cd> |
9th Leave Earned <payroll.lv9_ear> |
|
9th Leave Taken <payroll.lv9_tak> |
Additional Federal Tax <payroll.add_fed> |
Additional Local Tax <payroll.add_local> |
|
Additional State Tax <payroll.add_state> |
Check Location <payroll.chk_locn> |
Current Local Residence <payroll.locl> |
Payroll, continued
|
Current State Residence <payroll.state_id> |
Employee Number <payroll.empl_no> |
Federal Marital Status <payroll.fed_marital> |
|
Federal Tax Withholding-Year <payroll.fedtax_y> |
Federal Taxable Earnings-Current <payroll.ftearn_c> |
Federal Taxable Earnings-Fiscal <payroll.ftearn_ft> |
|
Federal Taxable Earnings-Month <payroll.ftearn_m> |
Federal Taxable Earnings-Quarter <payroll.ftearn._q> |
Federal Taxable Earnings-Year <payroll.ftearn_y> |
|
FICA Employer Gross-Current <payroll.rfiearn_c> |
FICA Employer Gross-Fiscal <payroll.rfiearn_ft> |
FICA Employer Gross-Month <payroll.rfiearn_m> |
|
FICA Employer Gross-Quarter <payroll.rfiearn_q> |
FICA Employer Gross-Year <payroll.rfiearn_y> |
FICA Employer Paid-Current <payroll.rfictax_c> |
|
FICA Employer Paid-Fiscal <payroll.rfictax_ft> |
FICA Employer Paid-Month <payroll.rfictax_m> |
FICA Employer Paid-Quarter <payroll.rfictax_q> |
|
FICA Employer Paid-Year <payroll.rfictax_y> |
FICA Tax Withholding-Current <payroll.fictax_c> |
FICA Tax Withholding-Fiscal <payroll.fictax_ft> |
|
FICA Tax Withholding-Month <payroll.fictax_m> |
FICA Tax Withholding-Quarter <payroll.fictax_q> |
FICA Tax Withholding-Year <payroll.fictax_y> |
|
FICA Taxable Earnings-Current <payroll.fiearn_c> |
FICA Taxable Earnings-Fiscal <payroll.fiearn_ft> |
FICA Taxable Earnings-Month <payroll.fiearn_m> |
|
FICA Taxable Earnings-Quarter <payroll.fiearn_q> |
FICA Taxable Earnings-Year <payroll.fiearn_y> |
FLSA Amount <payroll.flsa_amount> |
|
FLSA Cycle Hours <payroll.flsa_cycle_hrs> |
FLSA Cycle/Year <payroll.flsa_cycle_y> |
FLSA Hours <payroll.flsa_hours> |
|
Gross Allowance Earnings-Current <payroll.allow_c> |
Gross Allowance Earnings-Fiscal <payroll.allow_ft> |
Gross Allowance Earnings-Month <payroll.allow_m> |
|
Gross Allowance Earnings-Quarter <payroll.allow_q> |
Gross Allowance Earnings-Year <payroll.allow_y> |
Last Paid <payroll.last_paid> |
|
Leave Anniversary Date <payroll.lv_date> |
Local Tax Dependents <payroll.loc_dep |
Local Tax Exempt <payroll.loc_exempt> |
|
Local Tax Marital Status <payroll.loc_marital> |
Local Tax Withholding-Current <payroll.loctax_c> |
Local Tax Withholding-Fiscal <payroll.loctax_ft> |
|
Local Tax Withholding-Month <payroll.loctax_m> |
Local Tax Withholding-Quarter <payroll.loctax_q> |
Local Tax Withholding-Year <payroll.loctax_y> |
|
Local Taxable Earnings-Current <payroll.loearn_c> |
Local Taxable Earnings-Fiscal <payroll.loearn_ft> |
Local Taxable Earnings-Month <payroll.loearn_m> |
|
Local Taxable Earnings-Quarter <payroll.loearn_q> |
Local Taxable Earnings-Year <payroll.loearn_y> |
Medicare Employer Gross-Current <payroll.mdearn_c> |
Payroll, continued
|
Medicare Employer Gross-Fiscal <payroll.mdearn_ft> |
Medicare Employer Gross-Month <payroll.mdearn_m> |
Medicare Employer Gross-Quarter <payroll.mdearn.q> |
|
Medicare Employer Gross-Year <payroll.mdearn_y> |
Medicare Employer Paid-Current <payroll.medtax_c> |
Medicare Employer Paid-Fiscal <payroll.medtax_ft> |
|
Medicare Employer Paid-Month <payroll.medtax_m> |
Medicare Employer Paid-Quarter <payroll.medtax_q> |
Medicare Employer Paid-Year <payroll.medtax_y> |
|
Medicare Tax Withhold-Current <payroll.medtax_c> |
Medicare Tax Withhold-Fiscal <payroll.medtax_ft> |
Medicare Tax Withhold-Month <payroll.medtax_m> |
|
Medicare Tax Withhold-Quarter <payroll.medtax_q> |
Medicare Tax Withhold-Year <payroll.medtax_y> |
Medicare Taxable Earnings-Current <payroll.mdearn_c> |
|
Medicare Taxable Earnings-Fiscal <payroll.mdearn_ft> |
Medicare Taxable Earnings-Month <payroll.mdearn_m> |
Medicare Taxable Earnings-Quarter <payroll.mdearn_q> |
|
Medicare Taxable Earnings-Year <payroll.mdearn_y> |
Non-Cash Earnings-Current <payroll.nocash_c> |
Non-Cash Earnings-Fiscal <payroll.nocash_ft> |
|
Non-Cash Earnings-Month <payroll.nocash_m> |
Non-Cash Earnings-Quarter <payroll.nocash_q> |
Non-Cash Earnings-Year <payroll.nocash_y> |
|
Pay Frequency <payroll.pay_freq> |
Previous Local Residence <payroll.pr_local> |
Previous State Residence <payroll.pr_state> |
|
Prior Local Tax Earnings-Year <payroll.l2earn_y> |
Prior Local Tax Withholding-Year <payroll.lt2tax> |
Prior State Tax Earnings-Fiscal <payroll.s2earn_ft> |
|
Prior State Tax Earnings-Year <payroll.s2earn_y> |
Prior State Tax Withhold-Current <payroll.st2tax_c> |
Prior State Tax Withholding-Fiscal <payroll.st2tax_ft> |
|
Prior State Tax Withholding-Month <payroll.st2tax_m> |
Prior State Tax Withholding-Year <payroll.st2tax_y> |
Prior State Taxable Earnings-Current <payroll.s2earn_c> |
|
Prior State Taxable Earnings-Month <payroll.s2earn_m> |
State Tax Dependents <payroll.sta_dep> |
State Tax Exempt <payroll.sta_exempt> |
|
State Tax Marital Status <payroll.sta_marital> |
State Tax Withholding-Current <payroll.statax_c> |
State Tax Withholding-Fiscal <payroll.statax_ft> |
|
State Tax Withholding-Month <payroll.statax_m> |
State Tax Withholding-Quarter <payroll.statax_q> |
State Tax Withholding-Year <payroll.statax_y> |
|
State Taxable Earnings-Current <payroll.stearn_c> |
State Taxable Earnings-Fiscal <payroll.stearn_ft> |
State Taxable Earnings-Month <payroll.stearn_m> |
|
State Taxable Earnings-Quarter <payroll.stearn_q> |
State Taxable Earnings-Year <payroll.stearn_y> |
Subject to FICA <payroll_fic_exempt> |
|
Time Card Required <payroll.card_requ> |
Total Earnings-Current <payroll.tearn.c> |
Total Earnings-Fiscal <payroll.tearn_ft> |
|
Total Earnings-Month <payroll.tearn_m> |
Total Earnings-Quarter <payroll.tearn_q> |
Total Earnings-Year <payroll.tearn_y |
Workflow User Defined
|
End Date <wf_user_defined.end_date> |
Leave Code <wf_user_defined.leave_code> |
Leave Type <wf_user_defined.leave_type> |
|
Notes <wf_user_defined.notes> |
Start Date <wf_user_defined.start_date> |
Units <wf_user_defined.units> |
Workflow User Defined Header
|
Create Date Time <wf_user_defined_hdr.create_date_time> |
Data Set <wf_user_defined_hdr.dataset_id> |
Data Set Instance ID <wf_user_defined_hdr.dataset_instance_id> |
|
Key Field <wf_user_defined_hdr.key_fields> |
Screen Number <wf_user_defined_hdr.screen_number> |
Status <wf_user_defined_hdr.status> |
|
Validation Flag <wf_user_defined_hdr.validation_flag> |
|
|