Employee details validation

Administrators can validate employee personal details by sending verification emails and reminders.

Ensure these details remain accurate and up to date:

Addresses
Contact information
Emergency contacts

You can send immediate verification emails to active employees. You can also schedule verification emails to run on a yearly basis. Verification emails are sent to request employees to update and acknowledge employee details or acknowledge employee details that are already up to date. You can send reminders and overdue emails. You can also schedule reminders and overdue emails to request employees to complete pending acknowledgments for employee details.

Employees can validate and acknowledge the employee details that administrators configure. Employees use the link in the employee details verification email to update or acknowledge employee details. If existing employee details are up to date, employees can acknowledge the employee details.

See the Infor HR Talent User and Administration Library (Cloud and On-premises) and select User > Employee > Profile > Notifications > Employee details validation.

Managers can track direct reports with pending acknowledgments for employee details. Administrators can track all employees in an organization with pending acknowledgments for employee details.

Configuring the employee details for verification

Select Administration > Setup.
In the Email pane, click Validate Employee Details Setup.
Specify the effective date.
On the Details tab, specify this information:

Address

Enable the switch to verify the employee's address.

Contact

Enable the switch to verify the employee phone number and email address.

Emergency Contact

Enable the switch to verify the employee's emergency contact information.
Click Save.

Creating and updating email templates for employee details verification

Select Administration > Setup.
In the Email pane, click Validate Employee Details Setup.
Click Email Templates.
To create a new email template for employee details verification, click Create.
To update an existing email template for employee details verification, select the email template and click Open.
Specify this information:
Effective Date

Specify the effective date of the template.

Employee Personal Details Template

Specify the email template name to use for employee details verification.

Description

Specify the email template description to use for employee details verification.

Active

Clear this check box blank to deactivate the email template for employee details verification.

This check box is selected by default.

Preferred Email Language

Select the role for the preferred language to use in the email template for the employee details verification.

To

Select the variable or variables that represent recipient email.

To select a variable, select ... > Text Variable Replacement. Select the variables to add in the To field. The selected variable is displayed in curly braces. For example, {ResourceEmail}. Separate multiple email addresses or variables with commas.
Note: You can specify an email address in any email address field.

CC, BCC

Select the variable or variables that represent the email address or addresses of recipients to copy. For example, {ManagerEmail}.

Separate multiple email addresses or variables with commas.

From

Select the variable that represents the sender email address. For example, {RequesterEmail}or {ResourceEmail}.

When required, specify the manager's email address in the From field to keep the manager's email address as the sender of the email.

Subject

Specify the subject. Use a variable for substituted text.
Note: To select a variable, select ... > Text Variable Replacement. Select the variables to add in the Subject field.

For example, {ResourcePreferredFullName} - Validate your Contact Details.

Body

Provide the text of the email. Use variables for substituted text.

To select a variable, select ... > Text Variable Replacement. Select the variables to add in the Body field.

To update and acknowledge the employee's personal details from the link in the email that is sent, select the Employee Personal Details Link text variable.
For example:
```
Dear {ResourceFullName},

We are verifying employee records to ensure that personal information on file is accurate and up to date. 

Log in to the employee portal and review your personal details, including your contact information, address, and emergency contacts. If any information is outdated or incorrect, update it as soon as possible.

Accurate records support communication when needed.

Thank you.

{DueDays}

{DueDate}

{EmployeePersonalDetailsLink}

Best regards,

HR Department
```
In emails, a fixed 20-pixel buffer space surrounds the text that you specify in this field.
Click Save.

Sending emails for employee details validation and reminders

Before you send employee details email verification and reminder, configure the employee details for verification.

Select Administration > Setup
In the Email pane, click Validate Employee Details Setup.
Click Send Verification.
Specify the required number of days to complete the verification email for employee details.
Click Send Email.
Specify this information:

Employment ID Range

Select the range of employees who must receive the employee details verification email.

If you leave Employment ID Range blank, the email is sent to all active employees in the organization.

Template

Select the email template to use for the employee details verification.
Click Schedule to schedule the verification email and validate employee details.
Click Submit to send the verification email and validate employee details.
Click Send Reminder to send an email to employees with pending acknowledgment of employee details.
Select the email template to use for the email.
Click Schedule to schedule the reminder for employees with pending acknowledgment of their employee details.
Click Submit to send the reminder for employees with pending acknowledgment of their employee details.

Viewing the employee details validation as an administrator

Administrators can view employees whose acknowledgments are pending. Administrators can view manager comments for employees whose acknowledgments are pending.

See the Infor HR Talent User and Administration Library (Cloud and On-premises) and select User > Manager > Working with the employee profile - manager > Viewing employee’s pending acknowledgments.

Select Administration > Setup.
In the Email pane, click Validate Employee Details Setup.
Click Pending Acknowledgments.