Configuring email invitations for external assessors

To send email invitations for external assessors in a Competency Assessment you need to create an email template with a link to the remote site hosting the external assessments. You also need an email alert linked to a Salesforce Flow to send the email when a new Competency Assessment with external assessors is created or an external assessor is added to an active Competency Assessment.

Note

Salesforce plans to remove the ability to create new Workflow Rules or Process Builders with their Winter 23 release, scheduled for September/October 2022. Existing Workflow Rules and Process Builders will continue to work, but you will not be able to create new ones. Sage People recommends using Flows for all new automation tasks.

For more information about email templates see Creating an Email Template.

Creating an email template

To create the email template:

  1. Go to Setup > Administration > Email > Classic Templates.
  2. Select New Template.

    Sage People displays Step 1 of the New Template wizard.

  3. Select the type of Email Template. Text, HTML (requires an existing Letterhead) or Custom (HTML without a Letterhead) are all suitable for the external assessor email.
  4. Select Next.

    Sage People displays Step 2 of the New Template wizard.

    Complete the fields as follows:

    FieldDescription

    Folder

    Select the picklist and select the folder where you want to store the template. The folder must be accessible to all users you intent to use the template.

    Available For Use

    Checkbox. if checked, the Email Template can be selected for use as the basis of an email.

    Email Template Name

    Text. A meaningful short name for the template.

    For example: Competency Assessment External Assessors

    Template Unique Name

    Text. Automatically created by Sage People when you enter the Email Template name. You should not change this value.

    Encoding

    Picklist. The character set to be used by the template. Do not change this unless you have a good reason for doing so.

    Subject

    The subject line you want to use for emails based on this template.

    Enter text that describes the purpose of the email to the external assessors to ensure it is noticed and read by the recipients.

    Email/HTML Body

    Text and merge fields. The content you want to include in the external assessor invitation email.

    Text is included exactly as entered. If you use HTML or Custom template types, you can enter HTML tags to format the text.

    For the external assessor invitation, you are likely to need the following merge fields:

    • Assessor Name to greet the external assessor by name.
    • Team Member to indicate the person whose Competencies are assessed.
    • External Request URL to create a link to the Competency Assessment
    • End Date to indicate how much time the assessor has for completing the Competency Assessment.

    To insert a merge field:

    1. From the Select Field Type picklist select AssessmentFields.
    2. From the Select Field picklist, select the merge field you want.
    3. Then select and copy the contents of the Copy Merge Field Value field and paste them to where you want it in the Email Body.

    When you create the link to the Competency Assessment, you need the URL of the remote site in addition to the External Request URL merge field. For example: https://bizz.my.salesforce-sites.com/externalassessments/{!fHCM2_cAssessment__c.fHCM2__External_Request_URL__c}.

  5. Select Save.

    Sage People displays the Email Template Detail page.

    Check that the template is as you want. To test the template and validate the merge fields, select Send Test and Verify Merge Fields.

    The Email Template is now ready to be linked to a workflow or an email alert.

Creating an email alert

To create an email alert for the Flow:

  1. Go to Setup > Platform Tools > Process Automation > Workflow Actions > Email Alerts.

  2. From the All Email Alerts page, select New Email Alert.

  3. Complete the fields as follows: 

    Field Description
    Description

    A short description of the purpose of the email alert, shown in the list of Email Alerts.

    For example: Email to external assessors
    Unique Name

    Automatically completed based on the Description.

    Must be unique, start with a letter, and contain alphanumeric characters and underscores only.
    Object

    Picklist.

    Select Assessment (Installed Package: Sage People Human Capital Management)
    Email Template

    Lookup

    Select Lookup Lookup and select the Email Template you created.
    Recipient Type

    Picklist.

    Select Email Field.

    The Available Recipients panel shows the email fields available in the selected object. Select Email Field: External Assessor Email and select Add to move it to the Selected Recipients panel.
    Additional Emails Leave blank unless you want to send a copy of the email to a specific email address.
    From Email Address

    Picklist.

    Select the email address you want to use as the sender's address.

  4. Select Save.

Creating a Salesforce Flow to send emails

To create a Salesforce Flow to send emails to external assessors: 

  1. Go to Setup > Platform Tools > Process Automation > Flows.

  2. Select New Flow.

  3. Select Record-Triggered Flow and select Create.

    Sage People displays the Configure Start page.

  4. In the Select Object section, select Object and choose Assessment (fHCM2__Assessment__c).

  5. In the Configure Trigger section, for Trigger the Flow When: select A record is created or updated.

  6. In the Set Entry Conditions section, select Condition Requirements and choose All Conditions Are Met (AND).

    Sage People displays fields below Condition Requirements for entering the conditions.

  7. Add conditions as follows: 

    1. Select Field and choose fHCM2__Form_Assessor_Email__c.

    2. Select Operator and choose Does Not Equal.

    3. Select Value and start typing "null". When prompted, select $GlobalConstant.EmptyString.

    4. Select Add Condition.

    5. On the new condition row, select Field and choose fHCM2__Assessor_Type__c.

    6. Select Operator and choose Equals.

    7. Select Value and enter Form.

    8. Select Add Condition.

    9. On the new condition row, select Field and choose fHCM2__Status__c.

    10. Select Operator and choose Equals.

    11. Select Value and enter Active.

  8. For When to Run the Flow for Updated Records select Every time a record is updated to meet the condition requirements.

  9. For Optimize the Flow for: leave Actions and Related Records selected.

  10. Select Done.

    Sage People displays the Flow Builder canvas.

  11. Select Add Element between the Start and End elements.

  12. Select Send Email Alert.

  13. On the New Action dialog, select Action and start typing the description of the Email Alert you created. Select the Email Alert.

    Sage People displays additional fields.

  14. Select Label and enter a short description for the action. The Label is displayed on the Flow Builder canvas for the element. API Name is automatically completed based on the Label.

  15. In the Set Input Values section, select Record ID, and choose $Record fHCM2__Assessment__c from the picklist.

    The picklist switches to display the fields in the Assessment object.

  16. Select Id.

  17. Select Done.

    Sage People redisplays the Flow Builder canvas.

  18. Select Save.

  19. On the Save the flow dialog, complete Flow Label. Flow API Name is automatically completed based on the Flow Label.

  20. Select Save.

  21. If your Flow has obvious issues, a debug dialog appears with advice how to fix them. You can also select Debug and provide details for a test run. Debug runs in a rollback mode and does not make any permanent changes to your data.

  22. When you are satisfied with the Flow, save it and select Activate to make it available for use.