Notifications for Form W-4 completions

A Team Member's completed Form W-4 provides information for the employer to withhold the correct federal income tax from the Team Member's pay. To notify HR when a Team Member completes a Form W-4, you can create a report and subscribe the relevant users to it, or create a Salesforce Flow to send emails to the relevant users.

Create a report

You can create a report to identify the Form W-4 files in your system and their completion dates:

Select the App Launcher and then select Reports.
Select New Report.
From the Category sidebar, select All.
Select Search Report Types and enter "file". Select File and Content Report.
For the File and Content Report type, select Start Report.
In the Report Builder, select Add column and select a field you want to appear in the report. Repeat for other fields you want to appear on the report.

For example: File Name, Created By, Published Date
In the sidebar in the Report Builder, select Filters.
Select the Show Me filter, then select All Files from the picklist, and select Apply.
Select the Published Date filter, then select the Range picklist and choose the time range you want to use for the report, and select Apply.
Select Add filter... and select File Name.
In the Filter by File Name dialog, select Operator and choose contains. Enter "W-4" in the text field and select Apply.
Select Save & Run.

On the Save Report dialog, complete the details as follows:

Field	What to enter
Report Name	A name for the report. For example: Completed W-4 Forms
Report Unique Name	Automatically completed based on the Report Name. Must be unique
Report Description	Optional. A description of the purpose of the report.
Folder	Select Select Folder to choose where to store the report.

Select Save.

Sage People saves the report, runs it, and displays the results. If no Form W-4s have been completed yet, the report does not return any results.
Select the down arrow next to the Edit button and select Subscribe.
On the Edit Subscription dialog, define the frequency for the report notifications and select the users who you want to subscribe to this report. When you have completed the details, select Save.

Create a Flow to send email notifications

To use a Flow to send notifications, you first need to define an email template for the notification email, and an email alert for the Flow.

Create an email template. If you want to use merge fields, use the Symmetry Transaction fields.

Create an email alert:

Go to Setup and in Quick Find enter Email Alerts.
Select New Email Alert.

Complete the fields as follows:

Field	What to enter
Description	A description for the email alert. Displayed in the list of email alerts.
Unique Name	Automatically completed based on Description. Must be unique, start with a letter, and use letters, numbers, and underscores only.
Object	Picklist. Select Symmetry Transaction.
Email Template	Select Lookup and then find and select the template you created in an earlier step.
Recipient Type	Picklist. Select the type of recipient, such as User or Public Group. After selecting the recipient type, you can select from the available recipients and add them to the selected recipients.
Additional Emails	Optional. If you want to add more recipients by email address, enter up to five email addresses.
From Email Address	Picklist. Select the email address to use as the From address in the email notification.

Select Save.

Go to Setup and in Quick Finder enter Flows.
Select New Flow.
On the New Flow dialog, select Record-Triggered Flow and select Create.
On the Configure Start dialog, select Object and start typing symmetry. Select Symmetry Transaction.
In the Configure Trigger section, select when A record is created or updated.
In the Set Entry Conditions section:
1. Select Field and select spustaxforms__Completed__c.
2. Select Operator and select Equals.
3. Select Value and select $GlobalConstantTrue.
For When to Run the Flow for Updated Records, select Every time a record is updated and meets the condition requirements.
For Optimize the Flow for: select Actions and Related Records.
Select Done.

Sage People displays the Flow Builder canvas.
On the Flow Builder canvas, select Add element between the Start and End elements.
On the Add Element dialog, select Send Email Alert.
On the New Action dialog, select Action and select the email alert you created in earlier steps.
Complete the Label field and add an optional description.
In the Set Input Values section, select the Record ID field, select $Record and then select Id.
Select Done.
On the Flow Builder canvas, select Save.
Enter a Flow Label. Flow API Name is completed automatically based on the Flow Label. Then select Save.
On the Flow Builder canvas, select Debug to test the Flow. When you are satisfied, select Activate.