Setting Up Notification Templates (Onboarding)

The Notification Templates form is used to create templates for the notifications that are sent to employees or groups during onboarding. Each template specifies the content that is included in the notification, such as the subject and message body, as well as the criteria for sending the notification and the communication method used to send the notification.

When defining notification content, substitution variables can be used to replace generic information with specific information from PrismHR.

Once the template has been created, the Notification Recipients form can be used to define the recipients who receive the notification. Refer to Setting Up Notification Recipients (Onboarding) for more information. In addition, the notifications can be added to a workflow using the Workflow Library. Refer to Creating a Workflow (Onboarding) for more information.

Note: Notification templates that have been attached to a workflow or a notification recipient record cannot be deleted.

To set up a notification template:

Click Back Office.

From System|Change, select Notification Templates. The Notification Templates form displays.

In the Notification Templates panel, complete the following fields:

Field	Action
Template Id	To modify an existing template, enter a template ID or click Template Id to display a list of existing templates. To create a new template, click Create a New Template. An available template ID is entered in the Template Id field.
Name	Enter a name for the template. This name identifies the template and displays in the list of available templates when assigning notification recipients.
Description	Enter a description of the template.
Language Default	For future development. Does not currently impact the functionality of PrismHR.
Subject	Enter a subject for notifications sent using the template. Note: Do not use square brackets ([ or ]) in this field as doing so will prevent recipients from receiving notifications sent using this template.
Message Body	Enter the body text for the notifications sent using the template.
SMS Body	For future development. Does not currently impact the functionality of PrismHR.

In the Notification Triggers panel, complete the following fields:

Field

Action

Trigger Type

Select a notification trigger type.

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Time Based: Notifications are sent a specific number of days before or after the workflow's due date.

If the notification engine is set up to check in the morning, the notifications are sent in the morning. If the notification engine is set up to check every other day, the notifications are sent every other day. Notification engine settings are defined using the Notification Control Panel. Refer to Using the Notification Control Panel (Onboarding) for more information.

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Event Based: Notifications are sent when a specific event occurs, such as when an onboarding workflow is completed.

The notification engine runs in the background and periodically checks to see whether there are notifications to send and sends event-based notifications when they turn up during the check.

Trigger Condition

If Time Based is selected in the Trigger Type drop-down, the following options are available:

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X Days before start date

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X Days before due date

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X Days before hire date

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X Days after hire date

If Event Based is selected in the Trigger Type drop-down, the following options are available:

•

Workflow is launched

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Workflow is completed

•

Employee submits form

•

Approver confirms

•

Approver rejects

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Employee submits workflow with form field response

Number of Days

Enter the number of days before or after the workflow's due date at which to send the notification.

Note: This field is only available if Time Based is selected in the Trigger Type drop-down.

In the Message Delivery Method panel, select Email to send the notification using email.

Note: The Send SMS option is for future development and does not currently impact the functionality of PrismHR.

Click Save.