Configure workflow notifications

Workflow notifications can be used by most applications in the suite. A workflow notification is delivered within 180 seconds to appropriate recipients by any of the following methods:

• Inbox — The simplest method of sending an alert, when recipients open their Inbox, the notification is displayed.
• Email — The recipient receives an email message about the alert. This message can also contain a link to a widget in the recipient’s navigator. This is called one-click navigation
• Navigator — Up to seven alert icons are displayed along the top of each user’s navigator. When an alert is sent to the navigator, a number next to the alert’s icon is incremented. The user clicks the icon and selects an alert from the drop-down list. The system opens the appropriate widget.
• SMS text messages — The recipient receives an SMS message on a hand-held device.
• Mobile — The alert is “pushed” to the mobile phone or tablet. If the Mobile user is logged out, a number next to the app icon increments. If the user is logged in, the number on the Alert icon in the app increments. Tapping the Alerts icon opens the “Alerts center” in the mobile app. The Alert can contain a link to another area of the mobile app
• Social — The alert is sent via a social network, such as Twitter.

Each workflow notification is triggered by a specific event. For navigator and mobile destinations, many alerts can be configured to open a specific widget automatically. See Recommended widgets receiving alerts for the tested combinations of alerts and widgets.

Key features used by workflow notifications include the following:

When configuring certain alerts, you can include a URL to a navigator widget within an email notification.

If you use this option, be aware of the following:

• One-click navigation works with email notifications only. A URL is not included with Inbox , mobile, a social network, or SMS notifications.
• One-click navigation is optional. If you do no select the option, the recipient can still receive an alert in email, but it will not contain a URL.
• If the recipient’s navigator is open, he or she should close it before clicking the URL.
• Recipients of the alert must have the linked “receiving” widget configured in their navigator.
• To display the appropriate context in the receiving widget, Kronos has tested specific alert-widget combinations and recommends that the receiving widget be limited depending on the type of alert. For example, all scheduling alerts should open the Employee Self-Service Calendar and Leave case alerts should open the Leave Case Editor. For more information, see Recommended widgets receiving alerts.

When configuring an alert, the Message area enables you to customize the Subject, Long Message, and Short Message text boxes.

• Long Message — The information that you enter is used when the notification is delivered by email or to the Inbox , tablet, mobile device, or navigator. Use up to 255 characters for the subject and up to 2,000 characters for the message.
• Short Message — The information that you enter is used when the notification is delivered as a text message to a mobile device or social network using the Short Message Service (SMS). Although text limitations may vary by SMS provider, you can generally use up to 160 characters for the subject and message. If the message is too long, users may receive more than one SMS notification or the message may be truncated depending on their SMS provider.

Note : By default, UKG Workforce Central uses Twilio, a third-party cloud communications service, to provide SMS messaging services. To configure a different provider, see Configure SMS alerts.

You can configure either the Long Message or Short Message for delivery to a social network.

Many notifications include custom tags that can be used to pass data from the system to the recipient of the notification. These include data types such as manager name, pay period, start time, start date and many more. Custom tags are data placeholders in the body or subject line of a notification. Values are assigned to tags by the system and travel through the notification process, where they replace the tags in the content of the message.

Custom tags allow you to create notifications that contain specific information about the event that triggered the notification. For example, notifications can include the name of the manager who signed off on a timecard or the name of the event that was completed.

You can include custom tags in either the subject or message of a notification and there is no limit to the number of custom tags that you can include.

Before a notification that contains a custom tag is delivered, the custom tag is evaluated and replaced by the specific information represented by the tag.

Different notification types make use of different custom tags—each representing a different piece of information about the event—and not all notification types use custom tags. For information about notification types and their specific use of custom tags, refer to Step 2: Create workflow notifications and click the link for the notification type that you are configuring.

When a workflow notification is created, you:

• Assign a priority level (high, medium, or low).
• Identify how the notification is delivered based on the priority level: by e-mail, Inbox, SMS message, via a social network, and/or navigator. For example, a high-priority alert might be sent to a user's email, navigator, and via an SMS message and a low-priority alert might only go to the user's Inbox.

To configure a workflow notification, complete the following steps. After the workflow notifications are created, you can add them to the Alerts widget or view them in a mobile app as as described in Configure alert destinations.

Notification Profiles define how workflow notifications are delivered: email, Inbox, navigator, mobile, a social network, or SMS text message. If you change a user's Notification Profile, the delivery methods for that user changes.

To work with Notification Profiles, log on as an administrator and select Setup > System Configuration > Notification Profile . In the Notification Profile workspace, you can:

• Click New to add a profile.
• Select a profile, then click Duplicate or Edit to modify a profile.
• Select one or more Notification Profiles, and then click Delete . Click OK on the confirmation box to delete.

If you click New , Duplicate , or Edit , the Notifications Profile Editor opens.

1. Enter or modify the profile name and description.
2. For each priority level listed (High Priority, Medium Priority, and Low Priority), move one or more destinations from the Available column to the Selected column.
3. The following destinations are available:
   • Navigator — The recipient is alerted by an incremented number next to the applicable alert icon within the Alerts widget. When the recipient clicks the icon, a clickable drop-down list provides additional information.
   • SMS Message — Messages are sent as an SMS text message to a hand-held device.
   • E-mail — Messages are sent via your e-mail system.
   • Inbox — Messages are sent to the recipient’s Inbox.
   • Mobile — The recipient is alerted by an incremented number on the Alerts icon within the mobile app. If the user is not logged in, a number on the app icon increments.
   • Social — The recipient is alerted via a social network such as Twitter.

1. Each of these destinations require additional configuration. See Configure alert destinations for more information.

For time and attendance products, you assign a Notification Profile in the People Editor. If you are using Workforce HR, notifications are email only and can only be sent to the HR Administrator, Payroll Administrator , or Benefit Administrator . These notifications are added with Default "Recipient list will be provided at run time.". You assign the Notification Profile to the position default so employees who are hired or change position will be assigned the appropriate Notification Profile.

1. Log on as an administrator and select QuickFind .
2. Select the applicable people, then click Go To and select People Editor .
3. In the People Editor, select the Job Assignment tab and click Access Profiles .
4. In the Notification Profile field, select a Notification Profile and click Save .

If you are using Workforce HR, you identify the Notification Profile as part of the Default Position Suite Setup so that new hires or employees changing positions are assigned a Notification Profile automatically.

To add a Notification Profile as part of the default position setup:

1. Log on as an administrator and select Setup > HR/Payroll Setup > Setup > Position Management > Default Position Suite Setup .
2. Click the Roles tab.
3. Select a Notification Profile for the default position.

When you hire an employee, you then use the Default Position definition to streamline the process.

1. Select Human Resources > Hire an Employee .
2. In the Position Information section on the first form, enter the applicable position. When finished with the fields, click Save & Next to advance to the next form.
3. Complete each form, clicking Save & Next to advance to the next form.
4. The last step is to review the entries in the People Editor. The Notification Profile defined in the Default Position is automatically listed.

Although the mechanism for triggering workflow notifications alerts varies with each UKG Workforce Central application, the starting point is to create a workflow notification .

To create a workflow notification, log on as an administrator and select Setup > System Configuration > Workflow Notifications . Then, click New and select a notification type. The fields that appear vary depending on the type of notification you are configuring.

Note : Workforce HR/Payroll notifications can only be sent to the HR Administrator, Payroll Administrator, or Benefit Administrator. For more information, refer to Workforce HR/Payroll Self service System Administrator Guide .

This notification is sent at a specified interval of time before or after the end of a pay period. A HyperFind query determines the recipients.

For example, you can use a query that returns all employees whose timecards contain missed punches. The message in the notification could notify employees of the missing punches, remind them of the importance of punching in and out for the day, or both.

To create a pay-period based employee notification:

1. Enter a name and description.
2. Select a priority (Low, Medium, or High) for the notification. The priority is used to drive Notification Profiles and delivery methods.
3. (Optional) Select One-click navigation in E-mail to include a URL to the appropriate navigator widget that the user will use to address the alert. For more information, see One-click navigation in email .
4. (Optional) Select Challenge-only Notification if the notification is only used for Leaderboard scoring and is not sent to users.
5. Select a HyperFind query in the Recipients box.
6. Select a fixed rule in the Pay Period box
7. Important : For the notification to reach its intended recipients, the selected fixed rule must belong to all of the employees selected in the Recipients box.
8. The reason for this is that fixed rules are a key component of the pay rule assigned to each employee. They define the pay period frequency (number of days in a weekly or biweekly pay period, semi-monthly, or monthly), reference day, day divide, and more.
9. In the Send area, select when the notification is sent.
10. In the Message area, customize the Subject, Long Message, and Short Message text boxes. For more information, see Message area .
11. Click Save.

This notification is sent at a specified interval of time based on the number of days or hours before or after the end of a pay period. HyperFind queries determine the recipients and content.

To create a pay-period based manager notification:

1. Enter a name and description.
2. Select a priority (Low, Medium, or High) for the notification. The priority is used to drive Notification Profiles and delivery methods.
3. (Optional) Select One-click navigation in E-mail to include a URL to the appropriate navigator widget that the user will use to address the alert. For more information, see One-click navigation in email .
4. (Optional) Select Challenge-only Notification if the notification is only used for Leaderboard scoring and is not sent to users.
5. Select a HyperFind query in the Recipients box. The Recipients query determines the managers who should receive the notification.
6. Select a HyperFind query in the Employees box. The Employees query can include a list of employees who meet certain criteria in the body of the notification. For example, a query that returns all employees whose timecards contain missed punches. Managers could receive a notification before the end of each pay period that lists all employees in their group who have missing punches. If there are no employees that meet that criteria for a particular manager, that manager would not receive the notification at all.
7. Select a fixed rule in the Pay Period box.
8. Important : The notification will only reach its indented recipients when:
   • The employees from the Employees HyperFind belong to the manager defined in the Recipients HyperFind.
   • The selected fixed rule belongs to all of the employees identified in the Employees box.
   • The reason for this is that fixed rules are a key component of the pay rule assigned to each employee. They define the pay period frequency (number of days in a weekly or biweekly pay period, semi-monthly, or monthly), reference day, day divide, and more.
9. In the Send area, select when the notification is sent.
10. In the Message area, customize the Subject, Long Message, and Short Message text boxes by using the custom tags. To include the list of employees in the notification, insert the Employee List custom tag in either the Subject or Message of the notification. For more information, see Message area .
11. Click Save.

Employee List — A list of the employees returned by the selected Employees HyperFind query who are associated with the manager receiving the notification.

You can create notifications for three timecard actions by managers:

• Timecard approved by manager — Sent automatically to employees after a manager approves their timecards.
• Timecard signed off by manager — Sent automatically to employees after a manager signs off their timecards
• Timecard edited by manager after employee approval — Sent to employees whose timecards are edited after they approved the timecard.

Select one of these notifications and enter the following:

1. Enter a name and description.
2. Select a priority (Low, Medium, or High) for the notification. The priority is used to drive Notification Profiles and delivery methods.
3. (Optional) Although you can select One-click navigation in E-mail to include a URL to the appropriate navigator widget to address the alert, the need for this is unlikely. For more information, see One-click navigation in email .
4. (Optional) Select Challenge-only Notification if the notification is only used for Leaderboard scoring and is not sent to users.
5. In the Message area, customize the Subject, Long Message, and Short Message text boxes by using the custom tags. To include the manager’s name in the notification, insert the Manager Name custom tag in either the Subject or Message of the notification. For more information, see Message area .
6. Click Save .

Manager Name — Notifications that use the Manager Name custom tag are only sent to employees who are associated with a manager. To associate an employee with a manager, edit the employee’s access profile in the People Editor.

These notifications are sent when a Group Edit has completed or failed. The notification is automatically sent to the manager who initiated the edit.

To create a Group Edit Completed or Failed notification:

1. Enter a name and description.
2. Select a priority (Low, Medium, or High) for the notification. The priority is used to drive Notification Profiles and delivery methods.
3. (Optional) Select One-click navigation in E-mail to include a URL to the appropriate navigator widget that the user will use to address the alert. For more information, see One-click navigation in email .
4. (Optional) Select Challenge-only Notification if the notification is only used for Leaderboard scoring and is not sent to users.
5. If configuring Group Edit Failed, enter one or more recipients.
6. In the Message area, customize the Subject, Long Message, and Short Message text boxes by using the custom tags. To include the list of employees in the notification, insert the Employee List custom tag in either the Subject or Message of the notification. For more information, see Message area .
7. Click Save .

• Group Edit Date — The effective date and time.
• Group Edit Details — Includes pay code, amount, and effective date.
• Group Edit Status — Completed or failed.
• Group Edit Type — For example, new punch, new amount, or update accrual balances.
• Group Edit User — The manager who initiated the edit.
• Number of Failed Employees — The total number of employees who did not successfully receive edits.
• Number of Succeeded Employees — The total number of employees who successfully received edits.
• Total Number of Employees — The total number of employees selected for the group edit.

This notification is sent when the application server is started or restarted. There is no automatic recipient. The notification is sent by e-mail to the specified users only. (This type of notification cannot be sent to the recipient’s Inbox, navigator, mobile device, as an SMS message, or via a social network.)

To create an Application Server Booted notification:

1. Enter a name and description
2. Although you can select a priority (Low, Medium, or High) for the notification, this field has no effect for this type of notification.
3. Do not select the Challenge-only Notification check box. This is only relevant for Leaderboard scoring.
4. Enter one or more recipients.
5. In the Message area, customize the Subject, Long Message, and Short Message text boxes by using the custom tags. For more information, see Message area .
6. By default, this notification includes the Startup Info log and the Startup Error log as attachments. To change these defaults, access System Settings, and then click the E-mail tab, and select either true or false for the following properties:
7. site.email.includeStartupInfoLog
8. site.email.includeStartupErrorLog
9. Click Save

• Host Name — The name of the application server that was started or restarted.
• Log File Names — The log files associated with the application server.

This notification is sent when the system determines that the database server is unavailable. There is no automatic recipient. The notification is sent by e-mail to the specified users only. (This type of notification cannot be sent to the recipient’s Inbox, navigator, mobile device, as an SMS message, or via a social network.)

To create a Database Server is Unavailable notification:

1. Enter a name and description.
2. Although you can select a priority (Low, Medium, or High) for the notification, this field has no effect for this type of notification.
3. Do not select the Challenge-only Notification check box. This is only relevant for Leaderboard scoring.
4. Enter one or more recipients
5. In the Message area, customize the Subject, Long Message, and Short Message text boxes. For more information, see Message area .
6. Click Save.

This workflow notification is only triggered when a scheduled event has failed . The notification is sent by e-mail only. (This type of notification cannot be sent to the recipient’s Inbox, navigator, mobile device, as an SMS message, or via a social network.)

The notification is not sent if the event fails to start or shuts down due to operating or hardware errors.

To create an Event Status notification:

1. Enter a name and description.
2. Although you can select a priority (Low, Medium, or High) for the notification, this field has no effect for this type of notification.
3. Do not select the Challenge-only Notification check box. This is only relevant for Leaderboard scoring.
4. Enter one or more recipients. These recipients receive a notification whenever the scheduled event fails . This notification is also sent to the event creator, provided that the following function access point is set to Allowed in the assigned function access profile.
   • E-mail when event status has changed is assigned to them (Setup > Function Access Profiles > Workforce Manager - Department Manager > E-mail Notifications to Manager)
5. In the Message area, customize the Subject, Long Message, and Short Message text boxes by using the custom tags.
6. Click Save.

• Event Details — Specific information about the event.
• Event Name — The name that was given to the event when it was originally configured.
• Event Server Date — Use this tag instead of Event Details when the detail is only a date. This tag displays localized dates.
• Host Name — The application server upon which the event is stored.

The Event Status Notification:

• Only triggers when a scheduled event fails with an error.
• Cannot be configured to send a notification for a specific event.
• Cannot be configured to send a notification when scheduled events complete successfully.
• Does not trigger if you go to the scheduled event in Event Manager and click "Run" to trigger the event.

This notification is sent when a user-selected event occurs on a user-selected service. There is no automatic recipient. Notification is sent by email to the specified users only. (This type of notification cannot be sent to the recipient’s Inbox, navigator, mobile device, as an SMS message, or via a social network.)

Only one Server Notification can be defined per system. After you create a Server Notification, the Server Notification type is no longer listed in the Select Notifications Types dialog box.

This notification type supports multiple subnotifications for different events. The text and distribution lists for the sub-notifications are configured separately.

To create a Server Notification:

1. Enter a name and description.
2. Although you can select a priority (Low, Medium, or High) for the notification, this field has no effect for this type of notification.
3. Do not select the Challenge-only Notification check box. This is only relevant for Leaderboard scoring.
4. Enter one or more recipients.
5. Select a service and event and click Add Notifications .The following table describes the available service and event pairings for subnotification:

Occurs if an SQL statement generates a severe error. All SQL statements that return a SQL State class value not equal to 00, 01, or IM are treated as severe errors.

Occurs if the number of in-use licenses of a particular type reaches a threshold percentage value. The notification is resent with each subsequent license that is used as long as the number of licenses used is still above the threshold value.

To set the threshold value, select the E-mail tab in System Settings, and edit the value for site.e-mail.license.percent . The same threshold is used for all license types.

If you edit a server notification, you can add recipients and messages:

In the Additional Recipients text box, type or paste the e-mail addresses of additional people who should receive this subnotification. Separate multiple e-mail addresses with a comma.

Enter the message for the subnotification in the Message text box. To include custom tags in the message, place the cursor in the message text box, and the click Insert Custom Tag .

The following custom tags are available, depending on the service and event pairing:

Database Error Code — The ID number associated with the error that triggered the notification.

Database Error Message — The error message associated with the event that triggered the notification.

• License Available — The number of licenses of a particular type that are not in use.
• License Feature — The type of license being described.
• License Limit — The number of licenses of a particular type that exist on the server.
• License Percent — The percentage of existing licenses of a particular type that are in use.
• License Threshold — The percentage of existing licenses of a particular type that must be in use for this notification to be sent.

Generic notifications are an extensive category of alerts that are associated with a number of application-specific functions to send messages to users. Generic notifications are used to generate the following types of alerts:

• Attendance — Use Attendance alerts to have the system send an alert to an employee or manager each time the actions of an employee trigger rule or rule groups of an attendance policy.
• Attendance alerts appear in the Alert drop-down on the Rules and Rule Groups tabs of the following attendance policy types:
  • Perfect Attendance
  • Discipline
  • Total Balance
  • Previous Action
  • Global Time Off
  • Work Time
  • Global Open Shift
  • Open Shift
  • Change Availability Request
  • Scheduling Request to Cover
  • Scheduling Shift Swap
  1. Select Setup > Pay Policies > Work Rule Building Blocks > Overtimes .
  2. Click New , or select an overtime and click Edit .
  3. In the Actions tab select the appropriate generic notification from the drop-down menu.
  4. If Warning Alert is selected a field for Hours Before will appear. Enter the amount of time before the threshold that an alert will be sent.
  5. Click Save .

  To configure a generic notification:

  1. Enter a name and description.
  2. Select a priority (Low, Medium, or High) for the notification. The priority is used to drive Notification Profiles and delivery methods.
  3. (Optional) Select One-click navigation in E-mail to include a URL to the appropriate navigator widget that the user will use to address the alert. For more information, see One-click navigation in email .
  4. (Optional) Select Challenge-only Notification if the notification is only used for Leaderboard scoring and is not sent to users.
  5. Select the following from the Recipients area:
     • Recipient List will be supplied at runtime — Must be selected for setting up pay rules and for approvals of employee requests.
     • Send to employee’s manager
     • Send to employee
     • Email recipients
  1. To trigger a Process Manager template, select the Trigger Process Manager check box and provide the following information:
     • Select the applicable Process Manager template. Note that only the templates that are deployed and active are listed here.
     • Select Trigger Process Manager template only to run the template without any generic notification action or messages to recipients.
     • Select one of the following buttons to indicate how Process Manager will run:
     • Notification Recipient List — The recipient list is the same as that of notification.
     • System User — The notification will be sent as the WBAUSER system account.
  1. In the Suppress Duplicate Alerts area, Specify how often the same message is resent by selecting one of the options:
     • Resend every day
     • Resend every hhhh:mm
     • Do not suppress duplicates
  1. In the Message area, customize the Subject, Long Message, and Short Message text boxes by selecting the appropriate custom tags. Click in one of the text boxes, select Insert Custom Tags and select one of the following groups. Then select the applicable custom tags in the group to form the alert.

  Select from the following custom tags:

  • Attendance Action Name
  • Attendance Action Trigger Date
  • Attendance Administrator
  • Attendance Balance Amount on Action Trigger Date
  • Attendance Balance Type Name
  • Attendance Discipline Level On Action Trigger Date
  • Attendance First Name
  • Attendance Full Name
  • Attendance Hire Date
  • Attendance Last Name
  • Attendance Manager Name
  • Attendance Middle Initial
  • Attendance Person Number
  • Attendance Policy Tracking Period Start Date
  • Employee List

  Select from the following custom tags:

  • Approval Status
  • Approver Name
  • Changed At Approval
  • End Date
  • Request Comments (v8.1.2)
  • Request Comments And Notes (v8.1.2)
  • Request Notes (v8.1.2)
  • Request Subtype
  • Requester Name
  • Start Date

  Select from the following custom tags:

  • Date Range
  • First Name
  • Full Name
  • Last Name
  • Middle Initial
  • Person ID

  Select from the following custom tags:

  • Approval Status
  • Approver Name
  • Changed At Approval
  • Duration Days
  • Duration Hours
  • Request Comments (v8.1.2)
  • Request Comments And Notes (v8.1.2)
  • Request Notes (v8.1.2)
  • Request Subtype
  • Requester Name
  • Shift Label
  • Shift Segment Details
  • Start Date
  • Start Time
  • List of Approvers (v8.1.13)

  Select from the following custom tags:

  • Approval Status
  • Approver Name
  • Changed At Approval
  • Duration Days
  • Duration Hours
  • End Date
  • End Time
  • Manager Name
  • Request Comments (v8.1.2)
  • Request Comments And Notes (v8.1.2)
  • Request Id
  • Request Notes (v8.1.2)
  • Request Subtype
  • Requested Periods
  • Requester ID
  • Requester Name
  • Start Date
  • Start Time
  • Submission Date
  • List of Approvers (v8.1.13)

  Select from the following custom tags:

  • Employee List
  • Manager Name
  • Reviewer Basis Reviewer
  • Reviewer Employee
  • Reviewer Invalid Reasons
  • Reviewer Invalid Reviewer
  • Reviewer List Name
  • Reviewer Status
  • Reviewer Type

  The Leave tags reflect the information on the Frequency & Duration and Notification panels on the General tab in the Leave Case Editor. Select from the following custom tags:

  • Document Name
  • Due Date
  • Employee List
  • Leave Admin
  • Leave Case Category
  • Leave Case Code
  • Leave Case End Date
  • Leave Case Reason
  • Leave Case Start Date
  • Leave Certification Duration Day Per Episode
  • Leave Certification Duration Hours
  • Leave Certification Estimated Reduced Schedule Days Per Week
  • Leave Certification Estimated Reduced Schedule From Date
  • Leave Certification Estimated Reduced Schedule Hours Per Day
  • Leave Certification Estimated Reduced Schedule Through Date
  • Leave Certification Expiration Date
  • Leave Certification Frequency
  • Leave Certification Frequency Period
  • Leave Certification Frequency Times Per
  • Leave Certification Note
  • Leave Certification Start Date
  • Leave Certification Total Time
  • Leave Certification Total Time Per
  • Leave Employee First Name
  • Leave Employee Full Name
  • Leave Employee Last Name
  • Leave Employee Middle Initial
  • Leave Employee Report To Manager
  • Leave Notification Actual Count in a Period
  • Leave Notification Actual Hours Taken In a Period
  • Leave Notification Duration Or Total Hours Limit
  • Leave Notification End Date
  • Leave Notification Frequency Limit
  • Leave Notification Name
  • Leave Notification Note
  • Leave Notification Period
  • Leave Notification Sent Date
  • Leave Notification Start Date
  • Leave Notification Times Per
  • Leave Notification Violation Date
  • Leave Person Number
  • Manager Name

  Select from the following custom tags:

  • Employee List
  • Leave Accrual Code
  • Leave Admin
  • Leave Case Category
  • Leave Case Code
  • Leave Case End Date
  • Leave Case Reason
  • Leave Case Start Date
  • Leave Date of Leave Time
  • Leave Employee First Name
  • Leave Employee Full Name
  • Leave Employee Last Name
  • Leave Employee Middle Initial
  • Leave Employee Report To Manager
  • Leave Notification Name
  • Leave Person Number
  • Leave Remaining Balance
  • Leave Rule Name
  • Leave Stop Taking at Balance
  • Leave Taking Approaching Limit
  • Leave Type

  Select from the following custom tags:

  • Duration Days
  • Duration Hours
  • Request Subtype
  • Requester Name
  • Shift Label
  • Shift Segment Details
  • Start Date
  • Start Time

  Select from the following custom tags:

  • Alert Time — The time when the alert was sent. It is set by using the start time of the work span that exceeds the limit.
  • Employee List — A predefined list of employees, typically a distribution list.
  • Limit Rule Name — The Overtime rule associated with the alert.
  • Manager Name — The manager of the employees approaching overtime, typically a scheduling manager.
  • Period End — The overtime rule’s reset period end date.
  • Period Start — The overtime rule’s reset period start date.
  • Projected Amount Over Limit — The number of hours the employee will be over the limit given the current schedule.
  • Example
  • An employee has a weekly overtime rule with a New Week reset option, which will display the start and end of the week. The start of the week is Monday and the employee is scheduled to work 8 hours Monday (2/17) through Friday (2/21) and 4 hours on Saturday (2/22). The weekly overtime rule has a limit of 40 hours. Any time over 40 hours per week is overtime. The tags will contain these values:
  • Period Start: 2/17/2014 12:00AM
  • Period End: 2/24/2014 12:00AM
  • Projected Amount Over Limit: 4:00
  • Note: The Period End, Period Start, and Projected Amount Over Limit custom tags work only in notifications that are created for Projected Overtime Alerts. If you use them in other types of overtime alert notifications, they will not display any meaningful data.
  • Target Amount — The number of hours that must be reached to trigger the alert.
  • Warning Threshold — The value at which to send out a warning alert.
  • The tags are part of the Overtime Alerts function, and, when included in the Message portion of a generic notification, they provide information from the application.
  • The saved generic notifications appear in the Warning Alert and Overtime Reached Alert drop-down lists on the Actions tab on the Overtime Rule page.

  Select from the following custom tags:

  • Plan Name
  • Release From Category
  • Release Status
  • Release To Category
  • Released Plan Duration

  Select from the following custom tags:

  • Description
  • Employee Group
  • Name of the Period
  • Request Period End Date
  • Request Period Start Date
  • Request Subtype
  • Requester Name
  • Status
  • Submission End Date
  • Submission Start Date

  Select from the following custom tags:

  • Approval Status
  • Approver Name
  • Changed At Approval
  • Duration Days
  • Duration Hours
  • Request Comments (8.1.2)
  • Request Comments And Notes (8.1.2)
  • Request Notes (8.1.2)
  • Request Subtype
  • Requester Name
  • Shift Label
  • Shift Segment Details
  • Start Date
  • Start Time
  • List of Approvers (v8.1.13)

  Select from the following custom tags:

  • Open Shift End Time
  • Open Shift Primary Job
  • Open Shift Start Time
  • Recipient ID
  • Recipient Name
  • Request Send Date
  • SMS Error Message
  • SMS Manager Name
  • Sent From Phone Number
  • Sent To Phone Number

  Select from the following custom tags:

  • Change
  • Edit Type
  • Location
  • Posting Manager
  • Time Period

  Select from the following custom tags:

  • Alert Frequency
  • Alert Name
  • Alert Time Frame
  • Audit Action
  • Audit Type
  • Data Source
  • Employee List
  • Event Time
  • Link to Alert
  • Link to Audit
  • Manager Name
  • User Name

  Select from the following custom tags:

  • Approval Status
  • Approver Name
  • First Shift Duration Days
  • First Shift Duration Hours
  • First Shift Segment Details
  • First Shift Label
  • First Shift Start Date
  • First Shift Start Time
  • Receiver Name
  • Request Comments (v8.1.2)
  • Request Comments And Notes (v8.1.2)
  • Request Notes (v8.1.2)
  • Request Subtype
  • Requester Name
  • Second Shift Duration Days
  • Second Shift Duration Hours
  • Second Shift Segment Details
  • Second Shift Label
  • Second Shift Start Date
  • Second Shift Start Time

  Select from the following custom tags:

  • All Approval Comments
  • Approval Flow
  • Approver Role Name
  • Project Creator Comments
  • Project Creator Name
  • Project Description
  • Project End Date
  • Project Name
  • Project Priority
  • Project Release Date
  • Project Start Date
  • Project Status
  • Project Type
  • Recent Approval Comments

  Select from the following custom tags:

  • Above or Below
  • Actual Value
  • Calculated Percentage
  • Forecast Node Path
  • Forecasted Value
  • POS Import Date
  • Result of Trend Forecast
  • Trend Forecast Alert Name
  • Triggering Volume Driver
  • Violated Threshold Percentage
  • Week to date or Daily

  Select from the following custom tags:

  • Description
  • Employee Group
  • Location
  • Name of the Period
  • Open Shift End Date
  • Open Shift Start Date
  • Requester Name
  • Status
  • Visibility Period End Date
  • Visibility Period Start Date

  Select from the following custom tags:

  • Approval Status
  • Approver Name
  • Changed At Approval
  • Duration Days
  • Duration Hours
  • End Date
  • End Time
  • Job Transfer
  • Labor Level Account Transfer
  • Request Comments (v8.1.2)
  • Request Comments And Notes (v8.1.2)
  • Request Id
  • Request Notes (v8.1.2)
  • Request Subtype
  • Requester ID
  • Requester Name
  • Start Date
  • Start Time
  • Submission Date
  • Work Rule
  • List of Approvers (v8.1.13)

  Select from the following custom tags:

  • Admin Approver for Self Service
  • Benefit Event
  • Benefit Sub-event
  • Employee First Name
  • Employee Full Name
  • Employee ID
  • Employee Last Name
  • Employee New Address 1
  • Employee New Address 2
  • Employee New City
  • Employee New Country
  • Employee New County
  • Employee New Postal Code
  • Employee New State
  • Pay Agency Desc
  • Pay Group Desc
  • Self Service Approval Comment
  • Tax Code Desc

  Additional configuration steps are necessary to define the event that triggers alerts. These steps are different, depending on the UKG Workforce Central application:

  Events that trigger timekeeping events alerts:

  • Projected Overtime — Notify the manager when the actual worked hours plus scheduled hours for the pay period will exceed the overtime limit.
  • Overtime warning — Notify the manager when an employee’s actual hours are approaching the overtime limit
  • Overtime reached — Notify the manager when an employee incurs overtime.
  • Group edit completed or failed — Notify the manager when a group edit completed or failed.
  • Timecard approved by manager — Notify the employee when the manager approves it.
  • Timecard signed off by manager — Notify the employee when the manager signs off the timecard.
  • Timecard edited by manager after employee approval — Notify the employee when the manager changes timecard after employee approved it.

  Events that trigger scheduling alerts include:

  • Open request period — Notify employees when a one of the following request periods is open: availability period, open shift request period, shift swap request period, request to cover period, or self-scheduling period.
  • Visibility period — Notify employees when an open shift visibility period is open.
  • Post schedule — Notify employees when the schedule has been posted or unposted.
  • Schedule changed — Notify employees when the schedule has changed.
  • Time-off request — Notification about time-off requests that use Global Time-off functionality.

  Send an alert when a plan is released or the budget is released.

  Events that trigger Leave alerts include:

  • Exceeded total time or duration limit — Notify the leave administrator when an employee has exceeded the total time or duration limit.
  • Approaching frequency limit — Notify the leave administrator when an employee is approaching the frequency limit.
  • Exceeded frequency limit — Notify the leave administrator when an employee has exceeded the frequency limit.
  • Exhausted paid leave time — Notify the leave administrator when an employee run out of paid leave time.
  • Exhausted unpaid leave time — Notify the leave administrator when an employee run out of unpaid leave time.
  • Documents past due — Notify the leave administrator when an employee has documents that are past due.

  Events that trigger Attendance alerts include:

  • Incident/pattern — Notify the attendance administrator when an employee incurs an incident.
  • Incident/pattern number — Notify the attendance administrator when an employee incurs a certain number of incidents.
  • Change in rule group — Notify the attendance administrator when an employee moves from one rule group to another.
  • Change in discipline level — Notify the attendance administrator when an employee moves from one discipline level to another.
  • Balance change — Notify the attendance administrator when an employee moves from one balance to another.
  • Previous action — Notify the attendance administrator when an employee incurs a certain number of previous actions.
  • Perfect attendance — Notify the attendance administrator when an employee reaches the perfect attendance threshold.

  Alerts can be sent to project creators, reviewers, and stakeholders when a project is:

  • Submitted for review
  • Rejected or approved
  • At risk or late
  • Canceled by corporate

  Alerts can also be sent to store managers if a project is overdue or canceled, and if an urgent project is released to the store.

  Notify the payroll administrator when an employee submits a life event change, open enrollment change, name/marital change status change, direct deposit change, or tax withholding change.

  The following sections provide more details.

  This example explains how to set up a simple workflow notification alert to notify employees when their manager has approved their timecard. Log on as SuperUser or an administrator and complete the following steps:

  Create two workflow notifications— Timecard Approved and Timecard Signed Off.

  1. Select Setup > System Configuration > Workflow Notifications .
  2. Click New , select Timecard approved by manager , and click OK .
  3. Enter a name and description.
  4. Select Medium priority.
  5. Enter the appropriate information in the Subject and Message boxes using the custom field.
  6. Click Save & Return .
  7. Click New , select Timecard signed off by manager , and click OK .
  8. Enter the appropriate information in the Subject and Message boxes using the custom field.
  9. Click Save & Return .

  

  1. From the Manage Navigators Widget Parts tab, select Alert Sub-category , click New ,and complete the following fields:
  2. Name — Enter Timecard approved .
  3. Priorities — Select Medium .
  4. Workflow Notification Instances — Move Timecard Approved from Available to Selected.
  5. Widget Receiving Workflow Notifications Alert — Select My Timecard .
  6. Notifications Alert Severity — Select Medium
  7. Maximum number of alerts shown — Select 5 .
  1. Click Save .
  2. From the Widget Parts tab, select Alert Sub-category , click New ,and complete the following fields:
  3. Name — Enter Timecard signed off .
  4. Priorities — Select Medium .
  5. Workflow Notification Instances — Move Timecard Signed Off from Available to Selected.
  6. Widget Receiving Workflow Notifications Alert — Select My Timecard .
  7. Notifications Alert Severity — Select Medium
  8. Maximum number of alerts shown — Select 5 .
  9. Click Save .
  10. From the Widget Parts tab, select Alerts Category , click New , and enter the following:
  11. Name — Enter Timecard Notifications .
  12. Icon — Select an icon. You cannot create or add your own icon; you must select one of the icons provided.
  13. Alert Category Type — Select Workflow Notifications Alert Category .
  14. Alert Sub-Categories — Move Timecard approved and Timecard signed off to the Selected box.
  15. Click Save .
  16. From the Widgets tab, select the Alerts widget and click Edit .
  17. In the Alert Categories area, move the Timecard Notifications alerts category to the Selected box.
  18. Click Save .

  Now, when the manager approves a timecard, the employee is notified according to the delivery mechanism defined in the employee’s Notification Profile. In this example, the employee is set up to receive notifications in email and in navigator.

  When the employee receives the email message, because we configured one-click navigation, the URL to the hourly timecard is included in the message.

  

  When employee clicks the URL, the employee’s navigator opens. If the employee’s navigator is not already open, the logon screen opens. When the employee logs on, the widget defined in the Alerts sub-category (Widget Receiving Workflow Notifications Alert) opens. In this case, My Timecard opens in the primary position.

  The alert on the left with the number 1 displayed at the top of the navigator. When the employee clicks this alert, a drop-down list appears with the Timecard approved message displayed.

  Each type of alert is linked to a specific widget. When a user clicks an alert, the widget that opens should help the user address the subject of the alert.

  Although you can configure an alert to open any widget, Kronos has tested the following alerts to open specific widgets with appropriate context. For example, if you are configuring an alert to notify employees that a time-off request period is open, you should configure the ESS Calendar to be the “receiving” widget. That way, when an employee clicks the alert, the employee’s calendar will open with the request period displayed.

  Time-off request period

  Employees receive an alert that a time-off request period is open.

  The employee’s calendar displays the actual request period (not the submit period).

  If the request period is “any time,” the calendar displays the next schedule period.

  Open shift request period

  Employees receive an alert that an open shift period is ready.

  The employee’s calendar displays the actual request period (not the submit period).

  If the request period is “any time,” the calendar displays the next schedule period.

  Shift swap period

  Employees receive an alert when a shift swap request period is open.

  The employee’s calendar displays the actual request period (not the submit period).

  If the request period is “any time,” the calendar displays the current schedule period.

  Request to cover period

  Employees receives an alert when a request to cover period is open

  The employee’s calendar displays the actual request period (not the submit period).

  If the request period is “any time,” the calendar displays the current schedule period.

  Posted schedule alert

  Employees receive an alert that the schedule has been posted.

  The employee’s calendar displays the date range of the span posted.

  Schedule change alert

  Employees receive an alert when any of their shifts have changed from the posted schedule.

  The employee’s calendar displays the date range of the span posted.

  Unposted schedule alert

  Employees receive an alert that their schedule has been unposted.

  The employee’s calendar displays the date range of the span posted.

  Pending released plans

  The employee receives an alert for any “pending” released plans that the logged-on user has not yet worked on and promoted back.

  Basic Budget Planner

  The plan that requires attention appears without additional context and without a time period in the Basic Budget Planner.

  Store manager receives an alert when the budget is released.

  Basic Budget Planner

  The plan that requires attention appears without additional context and without a time period in the Basic Budget Planner.

  Timecard edited after employee approval

  The employee receives an alert that the manager edited his or her timecard after he or she approved it.

  Specific timecard for the specific time period.

  A manager receives an alert that an employee is approaching the overtime threshold.

  The manager’s Schedule widget displays the current schedule period and All Home.

  A manager receives an alert that an employee has reached the overtime threshold.

  The manager’s Schedule widget displays the current schedule period and All Home.

  A manager receives an alert that an employee will reach the overtime threshold.

  The manager’s Schedule widget displays the current schedule period and All Home.

  Absence Management (Leave and Attendance) alerts

  The case administrator receives a alert that an employee is approaching the maximum number of certified duration or total time incidents available and may need re-certification.

  Leave Case editor — Frequency and Duration menu

  Specific leave case (case number) for the person associated with the leave case.

  The case administrator receives a notification that an employee has exceeded the maximum number of certified duration or total time incidents available and may need re-certification.

  Leave Case editor — Frequency and Duration menu

  Specific leave case (case number) for the person associated with the leave case.

  The case administrator receives a notification that an employee is approaching the maximum number of certified frequency incidents available and may need re-certification.

  Leave Case editor — Frequency and Duration menu

  Specific leave case (case number) for the person associated with the leave case.

  The case administrator receives a notification that an employee has exceeded the maximum number of certified frequency incidents available and may need re-certification.

  Leave Case editor —Frequency and Duration menu

  Specific leave case (case number) for the person associated with the leave case.

  The case administrator receives a notification that the employee is out of paid leave time.

  Leave Case editor

  Specific leave case (case number) for the person associated with the leave case.

  The case administrator receives a notification that the employee is out of unpaid leave time.

  Leave Case editor

  Specific leave case (case number) for the person associated with the leave case.

  The case administrator receives a notification that the leave case has changed to a non-FMLA case because the employee has reached the maximum allowed time.

  Leave Case editor

  Specific leave case (case number) for the person associated with the leave case.

  The case administrator is notified that an employee’s documents are about to become past due.

  Leave Case editor — Documents menu

  Specific leave case (case number) for the person associated with the leave case.

  The case manager is notified when a discipline level for an employee has moved and an action needs to be taken.

  Leave Case editor — Incidents tab

  Rule that was triggered, person who triggered it, information about the rule, all of the incidents for the person.

  Employee self-service changes

  The manager is notified when an employee makes self-service changes such as benefit enrollment, tax withholding, and direct deposit changes.

  With the navigator framework, you can provide users with many views into their UKG Workforce Central environment. If a navigator includes too many widgets, an email notification that contains a one-click URL may not open the appropriate widget or you may see an error message, “There are too many widgets to open. Some of them were automatically closed and can be found in the RI pane.”

  Although there are no hard and fast rules to avoid this from occurring, consider the following general guidelines: Conceptually, each widget type can be assigned a relative size of small, medium, or large. The average memory size for large widgets is 20 MB. For medium widgets, it is 5 MB and for small widgets, it is 1 MB.

  When configuring navigators, you should consider the number of widgets that can be opened simultaneously. A general rule of thumb is 70 MB for the total memory limit for a user. That means that if a navigator includes four “large” widgets (as defined in the following table), an email notification that contains a one-click URL may not function as designed.