Email

The content of the email is created in this tab.

Who

The person to whom the email is to be sent should be selected from the drop down list.

Employee

When the email is actually produced the email address will be retrieved from the HR Personal Details of the employee.

Line Manager

The line manager’s email address is obtained by checking the employee’s Employment History details to find out who their line manager is and then obtaining the email address from the line manager’s HR record.

All Relevant HR Users

In this case the email would be sent to all software users who have access to the employee’s HR details and the relevant function involved. If the email was produced as a result of entering an absence record, it would be sent to software users with access to the employee’s HR record and absence details, perhaps the employee themselves, all HR personnel, the departmental secretary and the employee’s line manager.

Specify

This allows a single or a list of specified email addresses to be defined as the recipient(s).

List

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, recipient addresses can be separated by a semicolon

Subject / Text

The first single line of text is a summary which will appear in the recipient’s summary list of emails. It is the equivalent of the Subject field in Microsoft Outlook.

Below this the body of text where the content of the email should be entered. Fields from the employees HR records can be included in the text enclosed in <> punctuation and the real value of these will be substituted into the text at the time the action is run.

For example,

Dear <KNOWNAS>Please would you complete and return the attached HESA return form within the next 10 days. A copy has been forwarded to <LINE_MANAGER>.Thank youSally SmithHR Manager

could produce an email …

Dear Arthur SmithPlease would you complete and return the attached HESA return form within the next 10 days. A copy has been forwarded to Amanda Jones.Thank youSally SmithHR Manager

Attachments

An attachment can be sent with the email. This field tells the software the name of the file to be attached.  This could be a specific permanent document in which case Browse can be used to select it from existing folders. For example, you may wish to attach a copy of the institute’s disciplinary procedures to an email produced as a result of the entry of a new disciplinary record before sending it to the employee.

Alternatively, it could be a document which doesn’t actually exist at the time the email action record is being set up but will be created by a previous action before this action is run. In this case, the filename may include fields which will be substituted at the time the action is performed. For example, an attachment could be called c:tempHESA<EMP_ID>.doc. When the action is run for employee with reference SMIA01 it will look for document c:tempSMIA01.doc to attach to the email.

Frequently, the attachment name will include <SEQ_ID> since this is the unique reference produced by all functions within the software i.e. every time a record is created or updated a unique number assigned to it called <SEQ_ID>.

Fields

Fields will open a window on the right hand side of the screen providing a complete list of all the available fields which can be included within the text of the email.

Any fields can be included from the function itself or the HR record and at the top of the newly opened window the user can switch from one to the other. Note that the function is defined on the Action tab. A particular field can be selected for inclusion in the text by double clicking it in the list then positioning the cursor at the relevant place within the email text and typing Ctrl-V (similar to the Word paste command). The field will then be automatically substituted into the text in the correct format i.e. enclosed within the characters < and >.