New Hire Notification Email Tab

Use this tab to define the information that will appear in the email notifications sent to the updaters, requesters (the person who added the new hire as an employee in employee information), and the employees that are to receive notifications that an employee was hired.

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 updaters to be notified they still have updates to complete.

In general, employee new hire notification workflow consists of two workflow types. One type is a notification that requires updates to be completed. The other is a notification when the updates are complete. Since the workflow for employee new hire notification allows for different types of notifications, workflow allows for a separate setup for each type.

Menu Path: System Administration > Administration > Profiles > Workflow Configuration Profile > click Employee New Hire Notification in the Service Maintenance menu > select the new Hire Notification 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 Employee New Hire Notification 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 New Hire Notification Workflows:

_RequesterFullName	The requester's full name.
_EmployeeFullName	The new employee's full name.
_EmployeeNo	The employee number of the person who has been hired.
_EmployeeFirstName	The new employee's first name.
_EmployeeMiddleName	The new employee's middle name.
_EmployeeLastName	The last name of the person who has been hired.
_EmployeeSuffix	The new employee's suffix.
_BaseLocationCode	The base location code for the new employee.
_BaseLocationTitle	The title of the base location for the new employee.
_DepartmentCode	The department code for the new employee.
_DepartmentTitle	The title of the department for the new employee.
_ClassCode	The title of the primary job class for the new employee.
_ClassTitle	The title of the primary job class for the new employee.
_Position	The position(s) associated with the primary job class for the new employee.
_EmployeeType	The employee type.
_HireDate	The hire date for the new employee.
_StateStaffId	The state staff ID for the new employee.
_Comments	The comments entered when the update action has been completed.
_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 New Hire Notification Workflow Types

Following are the different workflow notifications that can be configured on the New Hire Notification Email Configuration.

Needs Updating	This workflow is initiated when an employee has been added in employee information and the user-defined page 30300 needs updating. Updaters or delegates receive this notification based on the approval group setup for workflow task 111-Update New Hire and employee new hire notification delegations. This workflow type requires updates to be completed. For details on the approval group setup, refer to Human Resources Approvals Setup. For details on delegates, refer to HRM Workflow Delegations.
Reminder	This workflow is initiated when an employee has been added in employee information and the user-defined page 30300 needs updating and no updates have been made since the Needs Updating notification was sent. This notification is sent based on the time entered in the Remind Every field. Updaters or delegates receive this notification based on the approval group setup and employee new hire notification 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.
Finished	This workflow is initiated when the employee new hire notification e-Form has been updated with all the information for the user-defined page 30300. The person who added the employee to the database will receive this notification. This workflow type is a notification that the update action has been completed.
Finished Notification	This workflow is initiated when the employee new hire notification e-Form has been updated with all the information for the user-defined page 30300 or, if you are not using the user-defined page 30300, when an employee has been added in employee information. Employees or delegates receive this notification based on the approval group setup for workflow task 112-New Hire Saved Notification and employee new hire notification 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 newly hired 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.