Configure Notifications for Business Processes

Configure notifications that inform administrators, managers, or employees to run Business Processes, complete forms, or respond to events in business processes.

For all configuration options, refer to Create workflow notifications.

Note: You can configure the system to initiate business processes at the start or the end of an employee visibility period. See Configure Visibility Period Actions for more information.

Map the task event to a generic notification

  1. Click Tap Main Menu > Administration > Application Setup Event/Notification > Workflow Notifications.
  2. Do one of the following:
    • Create a notification type. Click Tap New. From Select the Notification Type, select Generic Notification. Click Tap OK. Enter a Name.
    • Select a notification type to edit. Click Tap Edit or Duplicate.
    • Select a notification type to remove. Click Tap Delete. Click Tap Yes to confirm.
  3. In Select Notifications Type, select Generic Notification and click OK.
  4. Enter a Name.
  5. (Optional) Enter a Description.
  6. Select a Priority.
  7. (Optional) Select One-click Navigation in Email so that the recipient can act directly from the message.
  8. Enter a Subject that corresponds to the Name.
  9. Create messages
    1. In Long Message, enter a message that is detailed but flexible.
    2. In Short Message, enter a brief version of the message.
    3. In Control Center Fields, enter a Label and Value for up to 5 fields that will be visible in the Control Center notification.

    See Custom tags to learn about using custom tags in messages. See Message guidelines for recommendations for creating user friendly messages.
  10. In Recipients, select Recipient List will be Supplied at Runtime.
  11. Trigger a Business Process template
    1. Select Trigger Business Process to launch a business process when the notification is triggered.
    2. From Template, select the business process model template. The templates must be deployed and active.
    3. Select Trigger Business Process Template Only to run the process without any generic notification actions or messages to recipients.
    4. In Business Process will run as, select one of the following:
      • Notification Recipient List— The recipient list is the same as that of the notification.
      • System User— The notification will be sent from the system account.
  12. In Suppress Duplicate Alerts, select Do Not Suppress Duplicates.
  13. Click Tap Save.

Custom tags

Long Message, Short Message, and Control Center fields can include custom tags that provide variable information that is defined by the process model.

To insert a custom tag:

  • Put the cursor in the Long or Short message field, or the Label or Value field for the Control Center.
  • Click Tap Insert Custom Tag.
  • In Group, select Workflow Task Details or Time Off.
  • Select the tags.

    Examples:

    Assignee, Created On, Initiator, Process Name, Task Name, Tag Variable

    Approval Status, Approver Name, Changed At Approval, Comment Notes, Current Approvers, Employee Name, Employee Person Number, End Date, End Time, Modified by, Request Actor, Request Duration Days, Request Duration Hours, Request Subtype, Request Type, Requested Periods, Requester Person Number, Start Date, Start Time, Submission Date

  • Click Tap OK.

Message guidelines

If an error occurred, tell the reader what is wrong and what to do next.

Examples:

  • Instead of "Database Offline", use "The database is offline or not accessible. Check the network connections and try again."
  • "Your request conflicts with a previously submitted request. Resolve the conflicting settings and submit the request again."

Use the active voice and present tense.

Example: Select a paycode.

To describe how to:

  • Select items with a mouse, touch pad, or other pointing device, use click.
  • Select items from a touchscreen, use tap.
  • Perform a required action, use must.
  • Use specific keys on a keyboard such as function keys (F1) or shortcuts (Ctrl-C), use press.
  • Select from menu paths, list the selections with rightward angle brackets.

    Example: Select Actions > Filter > Seniority.

  • Select ranges of numbers or items, use a dash instead of a preposition.

    Examples:

    • Instead of 10 to 15, use 10–15.
    • Instead of 7:00 AM until 9:00 AM, use 7:00–9:00 AM.
    • Instead of Monday through Friday, use Monday–Friday.

Do not use the following:

  • Please
  • Thank you
  • Should
  • All capital letters or exclamation points
  • May: Instead, use can, allow, or might.
  • Illegal: Instead, use not valid or invalid.
  • "It is recommended" or "We recommend": Instead, use "For best results" or simply tell the user to perform the action.
  • Type: Instead, use enter.
  • Deselect: For check boxes, use select and to remove a selection, use clear.
  • (s): Instead of Select the request(s), use Select one or more requests.
  • /: Instead of The status is Sick/Vacation, use The status is Sick or Vacation.
  • Contact the system administrator: The reader may be the system administrator, so this instruction provides no value.
  • Cryptic jargon or code that most readers do not understand or cannot use: Examples: Invalid statement, Object not found, Error 972
  • Long phrases that contain only nouns and modifiers: Instead of " Non-scheduled full-time employee day shift schedule processing error", use "This schedule is not complete. You must schedule a full-time employee for this shift."

Link notifications to events

  1. Click Tap Main Menu > Administration > Application Setup Event/Notification > Control Center Notification Mapping.

  2. Do one of the following:
    • Create an event configuration. Click Tap Create . Enter an Event Name.
    • Select an event configuration to edit. Click Tap Edit .
    • Select an event configuration to remove. Click Tap Delete . Click Tap Yes to confirm.
  3. In Domain, select Business Process.
  4. Select the Event Type.
  5. In Notification, select the notification that you configured.
  6. (Optional) Select a Navigation Page.
  7. Select an appropriate Icon.
    • — Timekeeping
    • — Leave
    • — Calendar
    • — Schedule engine
    • — Holiday
    • — Paycode
    • — View schedule outline
    • — Time-off request
    • — Add paycode
    • — Request schedule changes
    • — Request
    • — Open shift not filled
    • — Open shift period opens
    • — Open shift visibility period opens
    • — Employee presence override
    • — Time categories
    • — Tax withholding
    • — Time-off request period open
    • — Leave
    • — Case notifications, People Operations notifications
    • — Accrual amount pattern
    • — Punch
    • — Add punch
    • — Override timestamp
    • — Attendance
    • — Availability
    • — Notices
  8. Click Tap Save.

Configure notification profiles

  1. Click Tap Main Menu > Administration > Application Setup Event/Notification > Notification Profiles.
  2. Do one of the following:
    • Create a notification profile. Click Tap New. Enter a Display Name.
    • Select a profile to edit. Click Tap Edit.
    • Select a profile to remove. Click Tap Delete. Click Tap Yes to confirm.
  3. (Optional) Enter a Description.
  4. Select the notification destinations for each priority level:
    • From Available Items, select the items and click the right arrow . Alternatively, click the double right arrow to select all items.
    • (Optional) Remove items. From Selected Items, select the items and click the left arrow . Alternatively, click the double left arrow to remove all items.
  5. Click Tap Save & Return.
  6. Make sure that the notification profiles are associated with the relevant managers or administrators. If you don't have access to People Information, contact the administrator who does have access.