Workflow Notification

1. Click New Notification. On the pop-up list, click to choose the type of notification you want to create and click OK. For more information, see  WFN Types and Triggers.
2. Assign a title for the new notification by entering the text in the Title box. If you want this notification to be available in the system, click to place a check mark next to Active (default).
3. The message text is pre-set by your system administrator and cannot be changed.
4. Assign the Workflow Notification Trigger(s) by entering the value in the corresponding  text box. For more information, see  WFN Types and Triggers.
5. Choose one or more Notification Actions that occur when a certain condition is met:
• Receive notification as Email – receive notifications via email. Note that you are prompted with a field for entry of an email address if your User Profile does not specify your email address.
• Receive notification as Message – receive notification on the Messages tab.
• Send Emails to other recipients – choose to send a copy of the notification to other people. If you choose this option, click the Select Recipients button and the Select Email recipients dialog will open. Select the Add button and enter the Email in the Add Email ID dialog. Click on the OK button.
• Send notification to Supervisor (available only on time card related notifications) –  the supervisor receives a copy of the notification that is sent to the employee.
6. Schedule the notification by choosing one of two options. The notification process checks for employees who meet the criteria for this notification at the scheduled date and time (the notification schedule works in conjunction with the notification trigger configuration; if the trigger condition is met at the time the notification is run, the notification is generated):
• Once Only – the notification is sent one time only on the date and time you specify. Click and in the pop-up calendar and choose the Start Date, click and select the Start Time from the drop-down list.
• Recurring – the notification is delivered in recurring fashion on the days and time you specify. Click Schedule and use available fields assign the Task Frequency, Daily Frequency, and Period to Execute Task. Click OK when you are through setting up the recurring notification schedule.
7. Make your Employee Selection:
• Minors Only – if selected, employees who have not reached the age of majority (as configured) are considered when the notification process is run.
• All Pay Groups – if selected, employees are considered by the notification process regardless of their pay group. To produce notifications only for employees assigned to one or more specific pay group, click to de-select the All Pay Groups field and choose the Pay Groups you want to include.
• All Hierarchies – if selected, employees are considered by the notification process regardless of their home/scheduled/worked hierarchy assignment. To produce notifications only for employees assigned to one or more specific hierarchy code, click to de-select the All Hierarchies field and choose the hierarchy levels you want to include:

Hierarchy levels

Note: WFN events and information are logged in the System Log and displayed on the System Log page.

1. Double-click to open the notification you want to view or edit; the notification opens in a new window. If the notification you want to open does not appear on screen, you can locate it one of two ways:

• Enter the title (or first few letters) of the notification title in the Find Workflow Notification box and click Go.
• Using the alphabet-bar at the bottom of the screen, click the first letter of the notification title to return notifications that start with that letter. Click # to return records that begin with a number. Click All to return all notifications.
2. If you are editing the notification, make necessary changes. For information on the setup fields, see creating a new notification in the section above.
3. Click Save to save the edited notification.

Click Save and Close to save your changes and close the notification dialog.

1. Click to highlight the display line of the notification you want to delete. To select multiple notifications, hold the Ctrl key while you click. If a notification you want to delete does not appear on screen, you can locate it one of two ways:

• Enter the title (or first few letters) of the notification title in the Find Workflow Notification box and click Go.
• Using the alphabet-bar at the bottom of the screen, click the first letter of the notification title to return notifications that start with that letter. Click # to return records that begin with a number. Click All to return all notifications.

2. Click Delete Notification.

1. Select Configurations and Workflow Notification.
2. Click on New Notification. From the pop-up list click to choose Absent (for the Notification Type) and next click on OK.
3. The Workflow Notification:New window will display. On this window you must assign a Title for the new notification (e.g., Early Arrival) in the Title box.
4. For this notification to be available in the system place a checkmark next to Active.
5. Message Text is pre-set by the System Administrator (through WFN/Organization Configuration) and cannot be changed. In this case, the message already set is "These Employees Arrived Early."
6. Set the Workflow Notification Trigger to the desired setting (note that the WFN Trigger varies by WFN Type). In this case, we will enter 1 for a Trigger Value. For this Trigger Type, This represents how many minutes before their schedule they have to arrive.
7. Select a Notification Action This is the action that is initiated when the condition stipulated by the Workflow Notification Trigger is met. Please note that you will only be able to select what has already been chosen to be the Action method on the Organization Configurations window. For example, if your System Administrator has not selected Messages to be an option for your organization, you is unable to select Messages as an option from this window.
• Selecting message will deliver a message to the recipient (available from their Messages tab).
8. From Scheduling, select the Task Frequency. For example, for this WFN select Recurring, Schedule, set Daily and next choose the days of the week to be run (e.g., Monday, Tuesday, Wednesday, Thursday, and Friday).
• The notification process checks for employees who meet the Recurring criteria for this notification at the scheduled date and time.
• The notification schedule works in conjunction with the notification trigger configuration; if the trigger condition is met at the time the notification is run, the notification is generated.
9. Next, make your Employee Selection. Select from Pay Groups or from Hierarchies (you may select one or multiples of each).
10. Remember to Save or Save and Close if you are finished setting up the WFN.
11. The WFN "Early Arrival" will display on the Configurations/Workflow Notifications list window.