Email Details

Subject / Text

The first single line of text is a summary which will appear in the recipient’s summary list of emails. It is the equivalent of the Subject field in Microsoft Outlook.

Below this the body of text where the content of the email should be entered. Fields from the employees HR records can be included in the text enclosed in <> punctuation and the real value of these will be substituted into the text at the time the action is run.

For example,

Dear <KNOWNAS>

Please would you complete and return the attached HESA return form within the next 10 days.

A copy has been forwarded to <LINE_MANAGER>.

Thank you

Sally Smith

HR Manager

could produce an email …

Dear Arthur Smith

Please would you complete and return the attached HESA return form within the next 10 days.

A copy has been forwarded to Amanda Jones.

Thank you

Sally Smith

HR Manager

Attachments

An attachment can be sent with the email. This field tells the software the name of the file to be attached.  This could be a specific permanent document in which case Browse can be used to select it from existing folders. For example, you may wish to attach a copy of the institute’s disciplinary procedures to an email produced as a result of the entry of a new disciplinary record before sending it to the employee.

Note: file paths and file names must not contain any spaces, always place documents that will be used as attachments in file paths locations that do not have spaces, prefereably place them in the document store and ensure the filename has no spaces.

Where a workflow Email action is triggered by process with a When to Start setting of New or Updated Record (External), (All Sources), or Scheduled, then the system will not be able to access and attach files outside the Document Store due to Windows access restrictions

Generic documents such as policies and forms should be held in your system Document Store. To add an attachment from the doucment store preceed the document name and type with <DOC_STORE_GEN>. To attach Return_To_Work_Form.docx from the document store simply enter <DOC_STORE_GEN>Return_To_Work_Form.docx

To add a item to the Document Store go to Home > System Setup > Housekeeping > Company Documents

Here you can add and remove documents

Please ensure the filename you use has no spaces.

Alternatively, it could be a document which doesn’t actually exist at the time the email action record is being set up but will be created by a previous action before this action is run. In this case, the filename may include fields which will be substituted at the time the action is performed. For example, an attachment could be called HESA<EMP_ID>.doc. When the action is run for employee with reference SMIA01 it will look for document HESASMIA01.doc to attach to the email.

Frequently, the attachment name will include <SEQ_ID> since this is the unique reference produced by all functions within the software i.e. every time a record is created or updated a unique number assigned to it called <SEQ_ID>.

Fields

Fields will open a window on the right hand side of the screen providing a complete list of all the available fields which can be included within the text of the email.

Any fields can be included from the function itself or the HR record and at the top of the newly opened window the user can switch from one to the other. Note that the function available is as defined on the Action tab.

A particular field can be selected for inclusion in the text by double (left mouse) clicking it in the list then positioning the cursor at the relevant place within the email text and typing Ctrl-V (similar to the Word paste command). The field will then be automatically substituted into the text in the correct format i.e. enclosed within the characters < and >.