Email notifications

Sage People sends form emails as automated notifications and reminders at various stages when trigger conditions occur. Form emails use email templates you configure for your organization.

You'll typically use them to notify users that they must complete the form, providing the URL to access it. You can also configure reminders and completion notifications.

By default, the system sends form emails to form actors (recipients). For HCM forms, you can also copy form emails to managers.

Configure an email notification for a 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. We've detailed the parameters in the following table.

  4. Click Save.

To send multiple emails at different stages, repeat the process to add another email to the form.

Email parameters

Field Description
When Sent

Defines when you want to send this email:

  • Start: The system sends the email when you create or re-open the form

  • Reminder: If the form has no close date, the system sends the reminder email after the Reminder Days period has elapsed. Then daily until the actor completes the form.
    If the form has a close date, the system sends the reminder email daily. It does this until the number of days between Close Date and Reminder Days is equal. After that, the system doesn't send further reminders.

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

  • First Complete: The system sends the email when a user completes or submits the form

  • Complete: The system sends the email when a user saves then submits the form

  • Close (Recruit only): The system only sends the email when a user selects the Bulk Close action. The user will find this in the forms list view in Sage People Recruit
Reminder Days

For Reminder emails. If the firm has no close date, the system sends the email after this number of days with no activity from the actor. Then daily until the actor completes the form.
If the form has a close date, the system sends the reminder email daily. It does this until the number of days between Close Date and Reminder Days is equal. After that, the system doesn't send further reminders.

To configure reminder emails for your organization:

  • For HCM, you need to schedule the Apex Job FormRemindersJob to run automatically. Go to Setup and select Apex Classes 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, you need to activate the form email reminder service for the Recruit package. Go to Setup and select Installed Packages. Select Sage People Recruit. Select a run time for the Forms Reminder Email Send Time setting

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

Select any active email template you've configured for your organization. If the template uses merge fields, they need to reference the Form object.

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

Defines who receives the email. If you don't set this, the system always sends the email to the form actor. This is 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 the system uses as the sender (from) address for the email.
Reply To Optionally enter an email address that the system uses as the Reply-To address for the email. Leave blank for none.