Administrators can manually send email reminders or set up a remote task to automatically send reminders to the active workflow participants.
To send reminder emails manually
1. Click Manage Workflows in the Quick Links section.
This displays the Manage Workflows tab:
This screen contains the following elements:
Tabbed Display – Contains the tabs
Participant List – Displays the participant names, workflows involved, active steps, last edit date, edit sessions, and last reminded on
Workflow Details – Displays the workflow list of the selected participant
2. Click the Email icon to send email reminders:
This displays the Send Reminder Emails to Active Workflow Participants screen:
3. Select the following option:
Selected Employees (Count) – To send reminder to the selected employees only
All Workflow Participants – To send email to all workflow participants
This screen displays the participants having active steps (whose active step count is not zero).
4. Select the Exclude Employees who last edited jobs on or after check box to exclude participants who edited the job on or after the selected date.
5. Select the date in the list.
6. Select the Exclude Employees who were e-mailed on or after the check box to exclude participants who were sent email reminders on or after the selected date.
7. Select the date in the list.
8. Select the Include HR Admin in Email Recipient List check box to include the HR administrator in the email recipient list.
9. Select the Exclude Ad Hoc Reviewers check box to exclude the ad hoc reviewers from the email recipient list.
10. Click Send Email to Checked Participants to send the email reminder.
This sends the email to the selected participants.
To send reminder emails using a remote task
You can set up a remote task or add steps to an existing remote task to automatically send reminders to the workflow participants.
1. Select the Housekeeping remote task.
For example, a step is added in the Housekeeping remote task.
2. Click Manage Tasks and select Edit Task.
This displays the following screen:
Click Add.
Select SendReminders in the Step Type list.
This displays the following screen:
Select the following:
Job WF Notifications – To set the email reminders for job workflows
Employee WF Notifications – To set the email reminders for employee workflows
6. Set the following options to verify in the test mode:
a. Select the Enable e-mail Test Only mode check box
b. Specify a test email address.
7. Specify the number of days for the following:
Exclude employees who made changes within days – Exclude any participant who had made any changes in the past 7 days (for example).
Exclude employees who were emailed within days – If a participant does not update even after receiving an email, he will receive the same email after 2 days (for example).
These options are important and determine the time interval for email reminders.
8. Select the Skip Admin approvers check box to exclude the admin approvers from receiving reminders.
9. Select the Skip WF HR Admin approver checkbox to exclude the admin approver.
WF HR Admin is the admin approver in the workflow.
10. Click Save and Close.
To update the workflow reminder email template
1. Navigate to the Admin Tools.
2. Select the Manage Job Workflows in the left pane.
This displays the following screen:
3. Select the step participant and job from the list.
4. Click the Message icon.
This displays the following screen:
5. Click Edit E-mail Template.
This displays the following screen:
The @Employee_Name@ tag displays the name in the Last Name, First Name format. You can use the tags @Employee_First_Name@ and @Employee_Last_Name@ to display the employee's first name and last name separately.
6. Edit the template and click Save and Close.
7. Click Close Form.
This updates the workflow email reminder template.
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