Performance workflow notifications allow you the ability to create clear, accurate, and personalized emails to review participants. These notifications greatly impact the end-user experience while also minimizing questions for the review administrators. Follow the guide below to learn an overview of navigation, workflow management, notification management, replacement field utilization, and tips.
In this article:
Navigating to Notifications
Manage Notifications
User Replacement Fields
Review Information
Setup Tips
Additional Resources
Navigating to Notifications
- To get to your workflow, first head to Tools and Setup.
- Click the Review Workflows under Performance Setup.
- You can create a new workflow, or click to edit an existing workflow.
- You can add, delete, and edit workflows as needed.
- If you need to update a workflow, click the edit button. Make changes as needed. Then save. Note: changes made to a workflow will not affect a review cycle in progress.
Manage Notifications
To manage notifications, click Notifications to expand the editing options. From here you can add a new notification or click on an existing notification to update or delete it.
- To edit an existing email notification, click on the name of the notification.
- To add a new notification, click Add Notification (you can send out more than one email notification to different users in each Workflow stage!).
When you are modifying a notification (or creating a new one), these are the fields you may need to complete.
For example, use the pre-populated menu of recipient options to select 'Current Actor', which refers to "the user assigned to the current workflow stage".
Write the body of the email notification using the system text editor.
Auto-Populating Fields: In order to quickly create dynamic email templates, you can use our in-system auto-populating fields in both the Subject Line and Body of your workflow email notifications.
User Replacement Fields
Replacement fields (also known as auto-populating fields) are used to auto-populate email notifications to customize the content based on the review, people, dates, and and links that will be unique for each email notification. Replacement fields are organized into two drop-down lists: review information and workflow information.
By selecting an item from the drop-down list, the replacement field with be added to the current location of the email. Please be sure not to edit this replacement field, if you add or remove characters/spaces the replacement will no longer function.
Please note that the replacement fields will not be populated with content until sent to a user. It is strongly recommended to launch a test review cycle to make sure that the workflow notifications you set up are working as intended.
Review Information
Review information will include information about the review cycle as well as the review subject.
| Information | Description |
|---|---|
| Review URL | This link will take the user to the review form. |
| Performance URL | This link will take the user to the review subject’ Me - Performance tab, which shows all historical performance data. |
| Organization Name | This is the name tied to your account. (If you have multiple brands, you will want to create different workflows and hard-code the appropriate brand name). |
| Actor Full Name | This is the person who is currently assigned to complete a task for the review. |
This is the period of time being taken into consideration for the review. This date range gets set when you create the review cycle.
- Start Date
- End Date
This is when the review cycle begins and ends. (note: employees will have access to complete reviews after the review cycle end date.)
- Start Date
- End Date
This is the employee who is being evaluated in the review.
- First Name
- Last Name
- Full Name
- Workflow Information
- Workflow information will include the workflow assignees' access information and due dates.
Workflow Information
This is information about the person who will be receiving the notification. These fields are often used to create a salutation and provide system access information.
- First Name
- Last Name
- Full Name
- Username
- Password Reset
This is the information associated with the current stage of the review workflow. These fields are often used to inform the current actor what they need to do and when they need to complete it by.
- First Name
- Last Name
- Full Name
- Hire Date
- Stage Name
- Stage Due Date
This is information about previous or subsequent stages in the review process. These fields are often used to provide an overview of the review process.
- First Name
- Last Name
- Full Name
- Hire Date
- Stage Name
- Stage Due Date
- Comments
*Please note that depending on your workflow, you may have more than one reviewer or approver stage listed. In this case, make sure to count whether the stage in reference is the 1 or 2nd approval and select the appropriate replacement field.
This is information about the first reviewer.
- First Name
- Last Name
- Full Name
- Hire Date
- Stage Name
- Stage Due Date
This is information about the second reviewer.
- First Name
- Last Name
- Full Name
- Hire Date
- Stage Name
- Stage Due Date
This is information about the approver in the approval stage.
- First Name
- Last Name
- Full Name
- Hire Date
- Stage Name
- Stage Due Date
Setup Tips
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When you are communicating an action item, be sure to include at a minimum the following replacement fields: Review URL, Current Stage Due Date, and Current Stage Name (or a written description of the action item)
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To reduce employee questions on system access, it is recommended to include the recipient’s username and the password reset link (note this is not applicable if you use a Single Sign On provider.)
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You can add multiple notifications to the same stage. For instance, you could notify both the manager and the employee when the review reaches the completion stage.
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You also have the option to remove all notifications for a stage.
Additional Resources
Introduction to Performance
Performance Reviews: Workflows
Performance Reviews: Templates
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