Unable to Determine a list of Email Addresses

There are a number of potential reasons why the system is unable to determine a list of email addresses. The most common are:

  • The Action Email Setup is incomplete and the email recipients boxes need attention
  • The intended recipients personal details are incomplete or incorrect
  • The intended recipients are actually leavers
  • The intended recipients do not have suitable Data Item Access settings to meet any Access Permitting conditions

Determining Intended recipients via the Workbench

Operators can access Workflow Action settings directly from the Workbench Actions Tab.

The Review button opens the Workflow Action tree for the selected Action row .

Select the Action required from the Action tree and use the Edit button to view the Action configuration

Workflow Action Settings

The Email Setup Tab manages the Email recipients.

Incomplete Email Setup

In the following example it is clear that the Email setup “Who” field is set to Specify but no Email address has been entered in the List box, resulting in an incomplete configuration.

Incomplete Email Setup

Entering a single or list of Email addresses  in the List box the error will be resolved and the Action can be saved and Performed again from the Workbench.

Good Email

Note that consecutive Email addresses in the List box must separated by a semicolon otherwise a similar error will reoccur.

Incomplete or Incorrect Personal Details

If the Email setup is complete and uses a typical setting such as Employee or Employees Line Manager then and error could be caused if the details of the recipient determined by this setting.

To view the Personal Details of the Employee Record that triggered the Workflow Process and resulting Action, use the Workbench Employee Tab.

Select the relevant Action Row in the Workbench and select HR Record from the Dropdown list before pressing the Record Button.

Workbench employee tab

All the HR Record Menus options will become available for selection

Workbench employee details

Select the Personal Details option from the HR Record Section to view the employees Personal Details, where their Email address field can be found and modified.

Select the Employment option to access the Terms option and determine the employees Line Manager and HR Record Status .

You will need to leave the Workbench and Access the Line Managers HR Record to view and correct their Email details field.

The intended recipients are Leavers

If the HR Record Status is Leaver then this can cause an Email recipient to be undeterminable. If the HR record Status is incorrect then set it back to current to resolve the error. If the Leaver status is correct then the Employee has left the organisation and an alternative means of communication must be used where required.

You will also need to view the Line Managers HR Record status via the Employment > Terms section of their HR Record.

Update the employees Line Manager to a current Line Manager or Correct their original Managers HR Record Status to Current in order to resolve the error.

The intended recipients do not have suitable Data Item Access

A number of the system options for Email recipients utilise Data Item Access settings to determine who can receive an Email notification.

Email recipients defined by the settings User Group Access Permitting or Employee Group Access Permitting.

When the System encounter such a setting it will determine who are members of the stated Group and then determine if the Data Item Access settings allow them to receive the notification Email.

If an Employee or User Group does not have a member with the required Data Item Access then the System will be unable to determine the intended recipient.

A member’s Access must be modified or a colleague with suitable Access must be made a Group Member to resolve this error.

Membership of A User Group can be determined by accessing the user Group Management view:

System Setup > Security > User Group Management

Select the relevant User Group from one of the two available dropdown list to show the Group members. This view allows colleagues to be swapped between User Groups

Add or remove User Group members via the System Administrator User setup window (Administrator password access required).

Membership of an Employee Group is determined by the Employees HR Record > Employment > Employee Groups, view.

Data Item Access is managed via System Setup > Security

Managing Individuals Data Item Access

Managing User Group Data Item Access