Using notifications

Managers and administrators can use email templates to generate notifications at certain points in the Employee Relations process. The administrator determines which processes generate an email notification, and which template to use. For example, when a grievance is created, a notification can be sent to the HR Generalist. A template for this email can be created and an email sent when a grievance is created.

See Defining email templates.

Notifications can be sent on demand, automatically, or as scheduled. To send a notification on demand, select Create Email from the Correspondence menu on a coaching, corrective action, or grievance. When the email template is selected, you can edit the email text before sending.

Automatic notifications are sent if the type, step, or discrimination type definition includes rules for email automation. When defining the components, you can define whether an automatic notification is sent by configuring the email rules. After setting up the email rules, you can choose an email template that is automatically sent when the type or step is used in Employee Relations. For example, to send a notification when a corrective action for harassment or violence is created, email rules can be configured appropriately, and an email template can be selected.

Scheduled notifications are set up in Employee Relations > Correspondence > Send Reminders and can be scheduled to run immediately or in the future. After selecting the group, you can set up these types of notifications:

Notification type	Description
Coaching Follow Up	An email is sent to coaching with a Follow Up date that falls between the action date and the specified number of days. Email is sent only for coaching that has a Status of Presented. Email is not sent if a follow up notification has already been sent.
Corrective Action Follow Up	An email is sent to corrective action with a Follow Up date that falls between the action date and the specified number of days. Email is sent only for a corrective action that has been issued. Email is not sent if a follow up notification has already been sent.
Corrective Action Acknowledgment Follow Up	An email is sent to corrective action with a Follow Up date that falls between the action date and the specified number of days. Email is sent only for a corrective action that has been issued and not acknowledged.
Corrective Action End Date Approaching	An email is sent to corrective action with an End Date that falls between the date the action is run and the specified number of days. Email is sent only for a corrective action that has been issued. Email is not sent if an end date notification has already been sent.
Grievance Steps Due	Grievance steps with a Response Date that falls within the yellow or red alert range are identified. Email is sent only if a grievance is active. Email is not sent if a notification has already been sent.