Email Setup

Workflow Action Emails are configured in two separate Action tabs; Email Setup where recipients and reply to options are set and the Email Details Tab where the Subject, Contents and Attachments are defined

The Email Setup tab

The layout is designed to be recognisable to email users

Email Setup Tab

  • Who – This would be the equivalent of ‘To’ on an email. Who is the person, or people, we are directly emailing?
  • CC Who – This will populate the CC list. These people generally need to be kept in the loop, but the email isn’t directed at them.
  • BCC Who – This will populate the BCC list. These people generally need to be kept in the loop, but the email isn’t directed at them. Their email will be hidden from other recipients.
  • Reply To – Should a recipient reply to the email, who should it go to?

Email Recipient Options

Each of the boxes in the email Setup Tab carries a dropdown option list. the options available may vary between modules. Email Actions relating to the  Recruitment module will offer drop down options relating to Vacancies and Candidates.

The Standard Email Setup options are:

  • Activity Manager – The person who has been specified as the manager for a specific role in the system. For example, if this request/change came into the system from a Biology Lecturer, and the Manager was the Head of Science, then the Head of Science would be the Activity Manager.
  • All line managers – All Line Managers determined by the employees active Employment History entries.
  • All Relevant HR Users – All Windows application users.
  • Authorisers – All Window application users with an access level of ‘Authorisers’.
  • Employee – The employee involved in this change/request.
  • Employee Group – All – All members of the Employee Group selected from the dropdown list in the following selection field.
  • Employee Group – Access Permitting User Definition (Previously Access Permitting) – As above but will only include the employees that have access to the data involved in the change/request. This access will be determined by first checking the employee group members Access Permissions, as set in the User Maintenance view. If Data Items is set to User then the system will follow the User Data Item Access settings for that group member. If set to User-Group then the system will determine which User-Group the potential recipient is a member of and apply the data Item Access Settings for that group. Note if no selection is made in the Data Items field then the system defaults to User.
  • Employee Group – Access Permitting – User Group Specific – Access will be determined by determining which User Group the Employee Group members are assigned to and following the Data Item Access setting for that User Group.
  • Employee Group – Access Permitting – User Specific – Access will be determined by the User Data Item Access setting for each Employee Group member
  • Line Manager – The line manager of the employee who has submitted the change/request.
  • Line Manager’s Line Manager – As the description, it’s the line manager of this employee’s line manager.
  • Query – All – A pre-defined query list of people/recipients.
  • Query – Access Permitting User Definition (Previously Access Permitting) – As above but will only include the employees that have access to the data involved in the change/request. This access will be determined by first checking the potential recipients Access Permissions, as set in the User Maintenance view. If Data Items is set to User then the system will follow the User Data Item Access settings for that group member. If set to User-Group then the system will determine which User-Group the potential recipient is a member of and apply the data Item Access Settings for that group. Note if no selection is made in the Data Items field then the system defaults to User.
  • Query – Access Permitting – User Group Specific – Access will be determined by determining which User Group the individuals identified in the Query are assigned to and following the Data Item Access setting for that User Group.
  • Query – Access Permitting – User Specific – Access will be determined by the User Data Item Access setting for everyone identified in the Query
  • Specify – This allows you to enter a custom email address in the ‘List’ box.
  • User – A specific Windows application user.
  • User Group – All – All members of the User Group selected from the dropdown list in the following selection field.
  • User Group – Access Permitting User Definition (Previously Access Permitting) – As above but will only include the employees that have access to the data involved in the change/request. This access will be determined by first checking the User-Group members Access Permissions, as set in the User Maintenance view. If Data Items is set to User then the system will follow the User Data Item Access settings for that group member. If set to User-Group then the system will apply the data Item Access Settings for that User-Group. Note if no selection is made in the Data Items field then the system defaults to User.
  • User Group – Access Permitting – User Group Specific – Access will be determined by the Data Item Access setting for the User Group selected from the dropdown list in the following selection field.
  • User Group – Access Permitting – User Specific – Access will be determined by the User Data Item Access setting for each User Group member

The Specify option is used in conjunction with the List in order to define the email address(es) and therefore will always be the same when this action is run. The list box can be used to setup just one or a number of recipients, multiple recipient addresses should be separated using semicolons