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If the Do Not Send Notification option is enabled for a notification, delivery frequencies, delivery methods, grouping intervals, secondary recipient delivery methods and initiator settings do not apply to the notification (for more information, see below).
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Message Frequency
When creating a scheduled notification, you must specify delivery frequency parameters, consisting of a mandatory delay frequency and an optional reoccurrence frequency. The delay frequency determines when the notification is sent and the reoccurrence frequency determines if and how often the notification is resent.
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For reminder notifications where the recipient is a Timesheet Initiator Leave Request Approver, the delay frequency is relative to the week ending date of a timesheetdate the request was submitted. For example, if the week ending submitted date of a timesheet falls on 18 July 2010 and the delay frequency is set to -2 days, a reminder message will be sent to the timesheet submitter approver on 16 20 July 2010.
For reminder notifications where the recipient is a Timesheet Approver, the delay frequency is relative to the date and time the Timesheet has been submitted. For example, if the date and time the timesheet was submitted is the 18 July 2010 and the delay frequency is set to 1 days, a reminder message will be sent to the timesheet submitter on 19 July 2010.For escalation notifications the delay frequency is defined relative to the time and date of a timesheet leave request being submitted. For example, if a timesheet request is submitted at 10:00 am on 18 July 2010 and the delay frequency is set to 1 day, an escalation notification will be sent to an alternative approver the leave administrator if the timesheet request has not been approved or rejected by 10:00 am on 19 July 2010.
The reoccurrence frequency for reminder and escalation notifications is defined relative to the last instance of the notification being sent. For example, if the reoccurrence frequency for an escalation message is set to 2 hours and the first escalation message is sent at 10:00am on a given day, another escalation message will be sent at 12:00pm on the same day and will continue to be resent every two hours until the corresponding timesheet leave request is approved or rejected. Note that delivery frequency settings do not apply if the Do Not Send Notification option (for more information, see above) is enabled on the notification.
Delivery Methods
A notification can be sent to the relevant workflow participant via the following delivery methods:
Email – sends the notification as an email message to the email address of the relevant workflow participant
SMS – sends the notification as an SMS message to the mobile telephone number of the workflow participantMessage – sends the notification as a message that appears in the workflow participant's Notifications pane within the Time and Attendance application.
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One or more of the abovementioned delivery methods, and corresponding notification template, must be selected when creating a new notification. The exception is if the Do Not Send Notification option (for more information, see above) is enabled on the notification, in which case delivery methods do not apply.
Grouping
Grouping intervals can be used to prevent continual sending of large number of notifications to recipients.
For example, a timesheet the leave approver may approve the timesheet leave of a large number of payees. If a separate notification is sent each time a payee submits a timesheet request for approval at the end of a timesheet period, the approver may be inundated with notifications that prompt the approval of each timesheetleave request.
By using grouping intervals, all notifications that have been triggered within a given period of time are grouped into a single notification which is delivered only at the end of the corresponding interval. The group intervals can be set at 3, 6, 12 or 24 hours.
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For scheduled notifications, it is still necessary to define the delivery frequency even if grouping intervals will be used to group the delivery of notifications. This is because the delivery frequency triggers the generation of the relevant notification.
Notifications can only be grouped when sent via email or SMS. Where grouping is to be used for email or SMS notifications, a separate Group Notification template must be configured under Maintenance > Group Notifications for the email and SMS delivery methods respectively.
Notifications are created and maintained via the Leave Maintenance area within the Leave Module. This can be accessed by clicking on Leave > Maintenance > Notifications.
To create a notification, follow the procedure below.
1 | In Leave > Maintenance, click Notifications. The Notification screen opens. |
2 | In the Leave Request Notifications Maintenance screen, Add. The Leave Request Notification Entry screen opens. |
3 | In the Country field select the Country for the notification. |
4 | In the Name field, type a descriptive name for the notification. This must be unique for the Country. |
5 | Select the Group checkbox if the notifications are to be grouped. |
6 | If the Group checkbox has been ticked, select the required interval. |
7 | In the Office dropdown field tick the Offices that will be relevant to the notification. |
8 | In the Message Type field, select the trigger that will cause an instance of this notification to be generated. |
9 | If Reminder or Escalation Message Types were selected, enter the Delay Frequency Type, Delay Frequency, Recurrence Frequency Type and Recurrence Frequency. |
10 | In the Subject field, enter in the subject relating to the Message Type selected. |
11 | In the Message field, type in the message and select any merge tags required from the Merge Tags list. Click to see a list of Merge Tags. |
12. | Click Save. A confirmation message is displayed indicating that the notification has been saved. |