Working with Workflow Notifications
• Timecard edited by manager after employee approval — Sent to an employee whose timecard is edited by a manager after the employee has approved the timecard.
For more details and specific configuration instructions, see the online Help for the notification that you are setting up.
Setting up a Workflow Notification
To set up a Workflow Notification, you must first establish the notification properties to enable the process. You do this once, using the e-mail function described in
“E-mail settings” on page 117. Specify attributes such as the URL of
your Simple Mail Transfer Protocol (SMTP) server, name the sender of the
Workflow Notifications, and enable batch delivery. Most of the properties in the e-mail function are established during installation or initial configuration, and do not usually change. After establishing the properties, you can also do the following:
• Select the notification type that matches your needs by using the Workflow
Notifications component. Complete the template with your specific requirements.
• The recipients for different notification types are determined differently, as
described in “Notification types” on page 39. Depending on the notification
type, identify the recipients of the notification. To customize an e-mail message and name it, complete the Name and Message entries.
• You can find records of people who are candidate e-mail recipients and determine whether e-mail addresses are present for these people, using the
People Editor. You can add any addresses not present.
If you set up a recurring notification, be sure to update each Person record accordingly as new people are added to or deleted from the list of recipients.
• Determine access, as explained in the following section.
For example, to configure a workflow notification that would notify a supervisor on the last day of their pay period if any of his/her employees had missed punches for the current pay period:
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Chapter 1 Introduction
1. Create two HyperFind queries—One HyperFind query to look for employees with the missed punch exception, and the other query to look for just
Enterprise eTIME Managers, using the Enterprise eTIME Manager Only condition.
2. In the Setup workspace, select System Configuration > Workflow
Notifications, add a new For Manager's, Pay Period Based notification.
3. Fill in the Workflow Notification.
Fill in the Name, Description, Recipients (select the Enterprise eTIME
Manager Only HyperFind), Employees (select the Employee's with Missed
Punches HyperFind), select the pay period they want to reference (lists their
Fixed Rules), indicate how many days/hours before/after the pay period end, and define a Subject and Message.
4. Save the notification.
Access
Notification depends upon access, which is determined by the following:
• A function access profile, which identifies an Enterprise eTIME system component to which a group of users has access; for example, HyperFind.If necessary, create an appropriate function access profile in Enterprise eTIME, selecting Access Profiles > Function Access Profiles in the Setup workspace.
• An access control point, which identifies a specific function that can be accessed, and can be set for Enterprise eTIME Professionals or Enterprise eTIME Managers. For specified recipients to receive notification, the notification has to be initiated and the recipients must have the appropriate access control point settings in their function access profiles.
For example, to set up a notification for a group edit completion, you must also set the E-mail on Completed Group Edit access control point to Allowed.
The following notifications types rely on access control points to determine recipients:
• Group Edit completed
42 ADP, Inc.
Working with Workflow Notifications
• Group Edit failed
• Event Status
• Timecard signed off by manager
• Timecard approved by manager
• Timecard edited by manager after employee approval
To determine whether an Enterprise eTIME Professional qualifies to receive a notification, in the Setup workspace, select Access Profiles > Function Access
Profiles. Click the New button, select Enterprise eTIME Professional > E-mail
Notifications to Employees:
Access Control Point
E-mail when timecard edit occurs after employee’s approval
E-mail when timecard is approved
E-mail when timecard is signed off
Description
Notify an employee if a manager edits a timecard after an employee approves it.
Notify an employee if a manager approves his or her timecard.
Notify an employee when his or her timecard is signed off after approval.
To determine whether an Enterprise eTIME Manager qualifies to receive a
Workflow Notification, access Setup > Access Profiles > Function Access
Profiles > New > Enterprise eTIME Manager - Department Manager > E-
mail Notification:
Access Control Point
E-mail a completed group edit
E-mail an incomplete group edit
E-mail event status
Description
Notify a manager when a group edit has been completed.
Notify a manager when a group edit fails.
Notify a user of a change in status for a scheduled event.
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