Create Termination Assistant Mailing Event

Explanation

When employee's employment is terminated, a checklist can be generated with all the actions that need to be performed in relation to the termination procedure, e.g., returning an access card or a mobile phone. This activity is used to create an e-mail that will be automatically sent to employees responsible for an action from the checklist.

Note: This activity has to be performed by an application owner. If you do not have application owner privileges, contact your system administrator.

Prerequisites

There are no prerequisites.

System Effects

As a result of this activity, a mailing event will be configured to send emails to relevant persons when employee's employment is terminated.

Window

Events

Related Window Descriptions

Events

Procedure

There are two types of mailing events you can configure. Each can be triggered when the Terminate Employment assistant generates a checklist of actions that have to be completed in regards to employment termination. Two emails can be configured, one addressed specifically to employees whose employment ends, and another to people responsible for actions that have to be taken in regards to the employment termination.

Select email to configure:

  1. Open the Events window.
  2. Right-click the NOTIFY_CHECKLIST_RESP_EMPLOYEE row and click Create New Actions. The New Event Action window will open.
  3. In the new window, ensure that action type is set to E-Mail.
  4. Select the Enabled check box.
  5. In the Action Description field, enter a general description of the action, in this case a mail that will be sent to an employee whose employment is being terminated.
  6. In the To field, drag the RESPONSIBLE_PERS_EMAIL from the Event tab. This will cause the mail to be addressed to the employee regarding the action he should take.
  7. In the Subject field, enter the title of the mail.
    Note: Optionally, it is a good idea to drag TERMINATION_PROCESS_ID item into the title of the mail so that the employee knows the ID of his or her case.
  8. In the Attach Files field, you can select files you want sent as mail attachments.
  9. In the Message field, compose the body of your mail. Use the available substitution fields (located on the Event and General tab) to insert parts of the mail which will change dynamically based on the recipient of the mail.
    Available event-specific substitution fields:
    • COMPANY_ID - the identifier of employee's company.
    • EMP_NAME - name of the employee whose employment is being terminated.
    • EMP_NO - identifier of the employee whose employment is being terminated.
    • EXECUTED_TIME_STAMP - the date and time on which the employment was terminated by the assistant.
    • LEAVING_CAUSE_TYPE - the reason why employee's employment was terminated, entered in the Reason for Leaving field.
    • MESSAGE_STRING - a string of information related to employee's case and the action that triggered the mail to be sent. The message string consists following information:
      Termination Process Activity: [Name of the activity] - [Due Date]
    • RESPONSIBLE_PERSON_ID - the identifier of a person whose employment was terminated.
    • RESPONSIBLE_PERSON_NAME - the name of a person whose employment was terminated.
    • RESPONSIBLE_PERS_MAIL - the email address of a person whose employment was terminated.
    • TERMINATION_PROCESS_ID - the identifier of the termination process.
  10. Save the event.