E-mail Message Defaults

Administrative Users can send out notifications to employees who have been assigned to complete learning and growth reviews. The standard text included in these notifications is maintained in this function (located in the Core Tables).

There are two types of notifications:

•WPAPPROVED: informs the reviewer that work plans have been approved and are ready for review.

•COMBINED: informs the reviewer that learning and growth reviews are ready for review.

Note: E-mail reminders can only be sent if your system is set up to handle E-mails and if E-mail addresses have been entered for Employees.

•From the Main Menu move the mouse over Employees.

•Click Employee Settings and click Core Tables.

On the Maintain Core Tables Screen

• On the Core Table: drop down list click on the E-Mail Message Defaults

•The selected E-Mail Ref (type of message) is displayed at the top of the screen.

•Double click the desired message or select the desired message and click View Actions > Edit to open the Edit E-mail Message screen to customize the default text:

•The E-mail Ref (message type) is displayed at the top of the screen.

•Change the Subject of the E-mail by modifying the text in the Subject text box.

•Change the E-mail description text by modifying the text in the Description Text text box.

•Change the E-mail message text by modifying the text in the Message Text text box.

•See the Legend for details about how the variable fields (those with %% on either side) will be populated when the E-mail is generated.

•Click to save changes and return to the Maintain Core Tables screen.

•Click to return to the Maintain Core Tables screen without saving changes.

If you would like a copy of the current default text, please contact techsupport@encv.com.

Legend ((Located on the edit screen))

The variable fields in the message - those with %% on either side - are populated from Encompassing Visions system information at the time the E-mail is generated. The fields are populated as follows:

•%%Reviewer%% will be replaced with the Reviewer's Employee Name (formatted as FirstName MiddleName LastName).

•%%Employee%% will be replaced with the name of the Employee to be reviewed (formatted as FirstName MiddleName LastName).

•%%ReviewerRole%% will be replaced with the Reviewer Role for the Reviewer.

•%%Duedate%% will be replaced with the Expected Review Date of the review (as generated on the reviewer record).

•%%Signature%% will be replaced with the Employee Name of the User sending the Notifications.

•%%Type%% will be replaced with the Review Type (Competency, Business Objectives or Professional Development Plan) and title of the selected review (for Work Plans).

•%%UserId%% will be replaced with the user id for the reviewer.

•%%URL%% will be placed eith the URL of the Encompassing Visions System.

Important Note: The variable pieces of the message text must remain intact - with the %% on either side - in order for the messages to be generated properly. Please modify message text carefully.