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Scheduled notifications are notifications that are schedule to be sent at specific times. Scheduled notifications include the following message types:

  • reminder - sent to timesheet submitters and leave approvers as a reminder to submit or approve leave requests by a certain time/date respectively

  • escalation – sent to an alternative approver if the usual approver has not approved or rejected a leave request within a specific amount of time after being submitted.

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For example, an immediate notification can be triggered as soon as a timesheet initiator leave requestor submits a timesheet request for approval. A scheduled notification can be is triggered if the approver has not approved or rejected the submitted timesheet leave request within X hours of the timesheet request being submitted.

Notification Triggers

A notification trigger determines the type of event that triggers a notification. For scheduled notifications, the following triggers are available:

  • Reminder – for the Timesheet Initiator, the notification is triggered when a certain number of hours or days have elapsed relative to the week ending date of a timesheet, for the Approver the trigger is relative to the date/time the timesheet was submitted. The notification is sent to a timesheet initiator as a reminder to submit a timesheet or the notification can be sent to an approver as a reminder to approve a timesheetleave request was submitted.

  • Escalation – the notification is triggered when a certain number of hours or days have elapsed since a timesheet has been leave request was submitted. The notification is sent to the escalation contact, as defined in the timesheet workflowLeave Administrator.

For immediate notifications, the following notification triggers are available:

  • Rejected – the notification is triggered when a approver rejects a timesheet leave request that has been submitted for approval. The notification is sent to the timesheet leave initiator.

  • Submitted – the notification is triggered when a timesheet leave initiator submits a timesheet leave request for approval. The notification is sent to the timesheet approver(s). Where the timesheet workflow has multiple approval stages, the notification is also triggered when an approver at the previous approval stage approves a timesheet. In this case, the notification is sent to the approver(s) at the next approval stage‘Owner’ of the Candidate that has requested the leave.

  • Recalled – the notification is triggered when a timesheet leave initiator recalls a timesheetleave request. The notification is sent to the approver(s) ‘Owner’ of the timesheet. Where the timesheet workflow has multiple approval stages, the notification can also be triggered when an approver at an earlier approval stage recalls a timesheet, in which case the notification is sent to the approver(s) at the current approval stageCandidate that has requested the leave.

  • Approved – the notification is triggered when an approver approves a timesheetleave request. The notification is sent to the timesheet initiator. Where the timesheet workflow has multiple approval stages, the notification is triggered only when the timesheet is approved at the last approval stageleave initiator.

Notification Triggers and Delivery Methods

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Expand
titleClick to view Notification Triggers

Notification Trigger

Description

Submitted (Immediate)

The submitted trigger applies when an:

  • Initiator submits a leave request for approval.

Notification is sent to:

  • The Candidate Record Owner where the Agency User has permission to 'Action (& Proxy) Leave Requests', else the notification is sent to …a User with permission to 'Leave Administrator’ - where there is more than one user with this permission, the system sends the notification to the first User with the same Office as the Candidate in their Data Group.

Recalled (Immediate)

The Recalled trigger applies when an:

  • Payee, Proxy or Administrator recalls an non-actioned leave request.

Notification is sent to:

  • The Candidate Record Owner.

Approved (Immediate)

An approved notification is sent to the Leave Request initiator.

Rejected (Immediate)

The Rejected trigger applies when an:

  • Approver rejects the leave request.

Notification is sent to:

  • The Leave Request initiator.

Reminder (Scheduled)

The Reminder trigger applies when:

  • A request has been submitted and not actioned within the delay period defined in the notification.

Notification is sent to:

  • The Initiator and the Candidate Record Owner.

Escalation (Scheduled)

The Escalation trigger applies where a request has not been actioned within the delay frequency period applied to the notification.

Notification is sent to:

  • To determine whom to send the notification (escalatee), the system checks the Payee’s ‘Office’, then finds Agency Users with permission to ‘Leave Request Administrator’ who belong to the same Data Group as the Payee’s ‘Office’.

  • If there is a pool of escalatees, all of them will get the escalation.

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For reminder notifications where the recipient is a Leave Request Approver, the delay frequency is relative to the date the request was submitted. For example, if the submitted date falls on 18 July 2010 and the delay frequency is set to -2 days, a reminder message will be sent to the timesheet leave approver on 20 July 2010.

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A notification can be sent to the relevant workflow leave request participant via the following delivery methods:

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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.