Create a new Workflow Action to email the manager requesting a certificate as the employee hasn’t responded to the previous request.
Select New from the Workflow, Actions list.
Enter the following Action details.
Enter something explanatory like “Email certificate request to manager”.
The details we’ll need for the email are in the Absence Entries table.
We want this Workflow Action to be performed Automatically.
The Workflow Action should be performed when it’s triggered, so select Today, or leave the field empty which has the same effect as selecting Today.
We want to give the employee 7 days to return the certificate before any further action. Select One Week From Today.
Select the Email tab to create the email that will be sent to the manager.
Clicking Fields will slide out a draw on the right hand side showing a list of fields in the Absence Entries table for use within the email. To include personal information, select the HR Record option. Double click on a field to include in the email to copy the field ID, place your cursor in the Text field at a point where you would like the details to appear and paste the field ID using Ctrl V. The actual data, such as employees forename will be substituted when the email is created.
This email is directed at the Line Manager.
If the email is to be copied to anyone else, enter their email addresses here, separated by a semi-colon (;).
Enter something explanatory here such as “<FORENAME> <SURNAME> – Recent Sickness”. This will form the subject of the email and the employees name will be substituted for the <FORENAME> <SURNAME> fields.
This will be the body of the email.
Here’s an example of the email.
Following <DURATION> days sickness from <START_DATE> to <END_DATE>, we requested a certificate from <FORENAME> <SURNAME> which has yet to be returned.Could you please ensure that the certificate is returned within the next 7 days to avoid disciplinary action.RegardsHR Department
You will be asked “Do you want to create a Work Flow Process for this Action”. As we have multiple actions within this process, we’ll select No and create the Work Flow Process later.
You’ll see the Action that you created in the list.