Email notifications

Form emails are automated notifications and reminders to be sent at various stages when trigger conditions are met. Form emails use email templates configured for your organization, and are typically used to notify users that they must complete the form, providing the URL to access the form. You can also configure reminders and completion notifications.

By default, form emails are sent to form actors (recipients). For HCM forms, form emails can also be copied to managers.

To configure an email notification for your form:

  1. Go to the Form Definition Details page, and select the Emails tab.

  2. Select New Form Email.

  3. Enter details for the email. Parameters are detailed in the following table.

  4. Select Save.

    If you want multiple emails to be sent at different stages, repeat the process to add another email to the form.

Email parameters

Field Description
When Sent

Defines when this email is sent:

  • Start: sent when the form is created or re-opened.

  • Reminder: sent after the Reminder Days period has elapsed if there has been no activity from the form actor. The reminder email is sent only once.

    To use reminders you must configure the reminder email service to run automatically. See Reminder Days below.

  • First Complete: sent when the form is completed and submitted.

  • Complete: sent when the form is saved and then submitted.

  • Close (Recruit only): sent when the Bulk Close action is selected from the forms list view in Sage People Recruit.
Reminder Days

For Reminder emails, the email is sent after this number of days with no activity by the form actor.

To configure reminder emails for your organization:

  • For HCM, you must schedule the Apex Job FormRemindersJob to run automatically. Go to Setup > Apex Classes and select Schedule Apex. For more information, see the Salesforce help page: Schedule Apex Jobs.

    You can also run this job manually on the HCM Configure page. Select Run Now beside Form Reminder Email Batch.

  • For Recruit, the form email reminder service must be activated for the Recruit package. Go to Setup > Installed Packages and select Sage People Recruit. Select a run time for the Forms Reminder Email Send Time setting.

Tip: reminder emails are sent only once. To configure multiple reminders for a form, you can add more than one Form Email reminder, each configured to be sent after a different number of days. This can be useful if the form is compulsory.
Template

Select any active email template configured for your organization. If the template uses merge fields, they must reference the Form object.

For information about configuring email templates for forms, see Email templates for forms.
Conditions (Recruit) Not used.
Send email to (HCM)

Defines who will receive the email. If not set, the email is always sent to the form actor (the person who completes the form).

  • Team Member: sends the email to the team member's work email address.

  • Team Member Home: sends the email to the team member's home email address.

  • Manager: sends the email to the team member's manager.
From Picklist. The organization-wide email address that will be used as the sender (from) address for the email.
Reply To Optionally enter an email address that will be used as the Reply-To address for the email. Leave blank for none.