Defining appraisal email templates

You can define an email template for each condition to send notifications. Use Performance Management to set up notifications for these conditions: self-appraisal available, other rater appraisal available, manager appraisal available, and appraisal completed.

You can create an email template for appraisals that are due soon and overdue, and use it to send appraisal reminders.

  1. Select Administrator > Set Up > Performance > Appraisal Email Templates.
  2. Click New.
  3. On the Appraisal Email Template form, specify this information:
    Appraisal Email Template

    Provide a short description of the template.

    Description

    Provide a long description of the template.

    Active

    The email template is active by default. Turn off the switch to deactivate it.

    Preferred Email Language

    Select the local language to translate the email for the recipients. If you leave this field blank, the organization's base language is used.

    This field is available only if Dynamic Embedded translation (DET) is used.

    If you select External Rater Locale, the email notification is sent in English.

    To

    Right-click in the field, click Variables, and select the variable representing the email address of the recipient. For example, {ResourceEmail}.

    To send an email notification to the external rater, click the vertical ellipsis icon and select Text Variable Replacement > External Rater Email.

    CC, BCC

    For the email to be copied, specify the email address or right-click in the field, click Variables, and select the variable representing the email address.

    To send an email notification to the external rater, click the vertical ellipsis icon and select Text Variable Replacement > External Rater Email.

    From

    Specify the email address of the sender, or right-click in the field, click Variables, and select the variable representing the email address. The address is a generic system email address. For example, {ManagerEmail}.

    To send an email notification to the external rater, click the vertical ellipsis icon and select Text Variable Replacement > External Rater Email.

    Subject

    Specify the subject of the notification. Right-click in the field and click Variables to see which variables are available on the subject line.

    If the email is for an external rater appraisal, the external rater’s name, first name, and full name are displayed in the Appraisal Owner Name, External Rater First Name, and External Rater Full Name fields in the email subject line, respectively.

    Body

    Specify the text of the notification. Click the {A} icon above the text box to see available variables for the text. For example, a due date.

    If the email is for an external rater appraisal, the external rater’s name, first name, and full name are displayed in the Appraisal Owner Name, External Rater First Name, and External Rater Full Name fields in the email subject line, respectively.

    The external rater can use these displayed links to access and provide feedback for the employee being evaluated:

    • External Rater Appraisal Accept link
    • Appraisal_Feedback Link
    • A URL specific to the assigned external rater appraisal
  4. Click Save.