How do I configure an automatic message?

Automatic messages are sent at a scheduled time or immediately when an event occurs.

Open the "Messages" page (Admin - General - Messages) and click the "Add message" link. Defining an automatic message consists of 3 steps: defining the parameters, determining who should receive the message and creating the message.

• Shipment type: Choose the value "Automatic"
• Name: Give a name to the message. This is not visible to the recipient.
• Process: select Performance management
• Target group: choose the target group from the available list.
• Target group: choose the target group from the available list.
  Period: choose the evaluation year from the available list. If you do not select a year then the message applies to all years for which active documents exist (archived documents not included).
• Active: if not ticked, the message will not be sent.
• Org units: select one or more organisational units to receive the message. Leave this field blank to send the message to everyone.
• Event: the event on which the message should be sent. You can choose from:
  
  • Step closed: message sent for all employees with an evaluation document where the step selected in the Element field is closed.
  • Date step in evaluation cycle: message sent for all employees with an evaluation document in the step selected in the Element field.
• Element: select the step from the evaluation cycle for which the message is to be sent. The software will take into account the date defined for this step.
• Send message: select from At a scheduled time (the software will check daily which messages to send) or When the event occurs (the software will send the message immediately).
• When: choose whether the message should be sent before or after the event.
• Time (# days): enter the number of days before or after the event.

How do I define and send a manual message?

Go to Admin - General. Open the "Messages" page and click the "Add message" link. Defining and sending a message consists of 3 steps: defining the parameters, determining who should receive the message and drafting the message.

• Define the parameters: Select the value "Manual" in the "Transmission type" field. In the case of the Performance management process, fill in the following fields:
• Target group: choose the target group from the list available.
• Evaluation year: choose the evaluation year from the available list. If you do not choose a year then the message applies to all years for which active documents exist (archived documents not included).
• Event: the event on which the message should be sent. You can choose from several elements:
• Element: select the step from the evaluation cycle for which the message should be sent. The software will take into account the date defined for this step.
• Determine who should receive the message: Select the roles in the list for fields "To" and "CC" that should receive the message. Also enter an e-mail address of an administrator to receive a notification if a message could not be sent.
• Compose the message: Enter a subject and the content of the message. You can enter both in any language by clicking the "Show translations" link.

You can save and send the message when all the required information has been filled in. Press the "Save and send" button.

You can preview the people who will receive the message by clicking the "View respondents" link.

What information can I use in my posts?

In both the subject and content of the message, you can use a number of parameters that are automatically populated when the message is sent.

The parameters available for Performance management are:

• #APP_LINK#: link to the application as entered in General - Settings
• #APP_ROOT_PATH#: main path as entered in General - Settings
• #DEADLINE#: the deadline in the step
• #EMPLOYEE#: the full name of the employee the message is about
• #FIRSTNAME#: first name of the user receiving the message
• #PROJECT_HOURS#: number of hours in the project
• #STEP_NAME#: the name of the step in the evaluation cycle.
  Layout of the message
• To ensure that the message is not a continuous text, use html tags

Message layout

To ensure that the message is not continuous text, use html tags.