Email Addresses
The Email Addresses button opens a screen that displays the employee's email addresses.
These addresses are used to forward time cards or reports to another user, or when the user has selected to receive 
System Notifications or Event Subscriptions via email. To send an email to the user, click the 
icon to the left of the address.
Use the Event Subscriptions screen to set system defaults for Event Subscriptions, so that users can be alerted to specific employee, supervisory or managerial circumstances. Some event subscriptions only generate a message if a process is successful or if it fails (for example, when the scheduling process is run). Other subscriptions generate a message whenever there is an occurrence (for example, when an education class is filled to capacity).
There are two types of event subscriptions, Mandatory and Active. The type identifies whether the subscription is mandatory for all users, available for user selection, or not available for user selection. Users can select the notification method (email, portal Home page, or both) for mandatory and non-mandatory subscriptions in the Preferences section > My Preferences card > Event Subscriptions screen.
Note: The event subscription options set up on this screen are the defaults for all users. However, the actual options visible to individual users in the Preferences section > My Preferences card > Event Subscriptions screen and the notifications received are determined by the authorization roles and data access assigned to them. For example, all users may have a Mandatory event subscription to certain Supervisor notifications, but only those users who are assigned as Supervisors and have employees reporting to them will actually receive these notifications.
Note: If an employee does not have any email addresses set up, he/she will not be able to select the email notification option. Email addresses can be set up in the Employee record > Email Addresses screen.
Mandatory Check Box
- When this box IS checked, all users are automatically subscribed to the event notification, and they cannot unsubscribe. Users can select the notification method.
- When this box IS NOT checked and the Active box IS checked, users have the option to select whether or not to receive the notification.
Active Check Box
- When this box IS checked, the option is active and appears in the listing for selection.
- When this box IS NOT checked, the option does not appear in the listing for selection.
Portal notification
Portal notifications are available in the employees' Home page under My Unread Messages.
Email notification
Email notifications are sent to all the active Email Addresses in the employee record.
Employees are sent emails only during the time frame set up in the Availability field associated with their configured email addresses.
Information about Supervisor Assignments
Supervisors and managers receive notifications about their employees through one of two methods: Supervisor Assignment or employee data access.
Supervisor Assignment
In most cases, supervisors and managers require a Supervisor Assignment with an Approver role to receive notifications about their employees.
Employee Data Access
The following list of notifications do not require a Supervisor Assignment. Instead, they require employee data access through a role, such as the TA Supervisor (Approver) role.
- ClassCanclPrereq (Class Canceled – Missing Course Prerequisites)
- WithdrawPrereq (Class Enrollee Withdraws – Missing Course Prerequisites)
- PrereqsChanged (Prerequisites Changed – Missing Course Prerequisites)
- MissingPrereqs (Employee Class – Missing Course Prerequisites)
- EmpRecUnavailReq (Employee Recurring Unavailability Request Submitted)
- EmpUnavailReq (Employee Unavailability Request Submitted)
- EmpAdjReq (Employee Adjustment Request Submitted)
- EmpCalReq (Employee Calendar Request Submitted)
- EmpClkReq (Employee Clocking Request Submitted)
- EmpEdReq (Employee Education Request Submitted)
- RequestToWorkReq (Employee Request To Work Submitted)
- EmpDedReq (Employee Deduction Request Submitted)
- EnrollReqSubmit (Class Enrollment Request Submitted)
From the Notification Method screen, users can select the method by which they receive system notifications. The Notification Method set in the System Preferences is the default for all users. Authorized individual users can update this value in the My Preferences section.
Selecting Notification Method Options
Check the box to the right of the preferred notification method; you may select both the Portal and Email options.
Note: Non-subscription notifications are sent to all employees when certain events occur. Users can also receive notifications for additional events by subscribing to them. The screen to select these notifications is found in the Preferences section > My Preferences card > Event Subscriptions.
Portal notification
Portal notifications are appear in the employees' Home page under My Unread Messages.
Email notification
Email notifications are sent to all the active Email Addresses in the employee record.
Employees are sent emails only during the time frame set up in the Availability field associated with their configured email addresses. If the notification is sent outside the Availability time frame, the notification is sent to the employee as a portal notification.
One of the following icons also appears to show the input source of the record:
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Manual
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This record was manually added to the system or was manually edited after it was added by another source.
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Download
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This record was added as a result of a download from a third-party system
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Replication
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This record was added as a result of replication from the Navigator system.
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System
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This record was added as result of a system process.
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Action Buttons
The following Action buttons are available in the left pane:
Add
Click on the Add button to open a screen to configure a new record.
Complete the following steps to add a new record:
- Click on the Add button in the left pane. The corresponding New Record screen is displayed.
- Enter data in applicable fields. The fields with an asterisk are required and must be completed before the record can be saved.
- Fields that require specific values display Field Look Up Values in the right pane. If there is no right pane, the List Selector icon is displayed to the right of a field to open a listing of valid values.
The List Selector icon opens a screen to select valid options for a specific field. Depending on the field, the values on this list may be set up on the corresponding configuration screen, or may be standard or client-defined values in the system.
Click on the icon to the right of a field to open the List Selector screen. Click the selected value to load it to the field.
Note: This listing option is used in screens when the right pane is not available to display the Field Look Up Values.
If specific values are required for a field, valid options may be displayed in the Field Look Up Values in the right pane. Usually, these values are previously set up on the corresponding Configuration screen. Scroll down the list to find the required value using the vertical scroll bar to the right of the list.
Note: If the first few characters are typed into the field, the list automatically scrolls to the values beginning with the corresponding values.
Screens that do not have a right pane available have the list selector icon to open a listing of valid values. Click this icon to open the list.
Note: Organization Unit information may need to be entered before values are displayed. For example, when accessing a Job Class field, the job class options available are linked to specific organization units. The organization unit where job classes are created must be entered before the options are displayed.
- Fields that require specific standard response values (for example, Yes/No) display a Drop-Down Menu arrow to open a list of valid options.
If specific standard values are required for a field, valid options may be displayed in a Drop Down Menu. These are usually standard options, or may be client defined. The values are not accessible through a configuration screen.
Click on the drop down menu arrow to display the options.
- Fields that require date values display a calendar in the Field Look Up Values in the right pane. If there is no right pane, the Date Selector icon is displayed to open a calendar to select a date. Date values can also be typed in.
When a date field is highlighted, the Date Selector is displayed in the right pane to search for the date. Use the arrows in the heading bar to scroll to the Previous or Next month's calendar. Double-click on a date to enter it into the field. Alternatively, dates can be typed into the field.
- If there are Indicator and/or Parameter tabs, these must be configured as well. Default values are displayed for all indicator settings (and selected parameter settings), but may be changed for this record. For more information on indicator and parameter settings, the Configuration section>System card>Indicators screen and Parameters screen. See also the Rules and Parameters Specification documentation.
- Depending on the screen being set up, there may also be additional Section buttons in the left pane. Click on the buttons to open and configure those additional screens.
- When all screens have been completed, click on the Save button to save the new record values.
Note: For more information and screen prints, see Adding a New Record.
Delete Selected
The Delete button is used to remove one or more records from a screen.
To delete a record, complete the following steps:
- Click on the selection box to the left of each record to be deleted.
A check mark is displayed
- Click the Delete button.
- If a single record is open, select the Delete button (there are no boxes to select the record).
- A message is displayed verifying the record should be deleted. Click on Yes to continue.
Availability
Determines when event notification emails can be sent to the user's inbox. If emails are sent outside of the Availability time frame, they will be received in the system.
For example:
- An employee is subscribed to an email Event Subscription that is kicked off by an event.
- The Availability of his/her email address is set to Days.
- If the email notification is sent after 15:00, the employee will instead receive the message in the system under the My Unread Messages card, and will also receive a message stating "Available web address not found: Someone attempted to send you an email message, but an available web address for you could not be located in the system."
Category
The category of this email address (for example, work, home, etc.).
Note: This information is read-only access in the employee record.
Effective Date
The date this email address becomes effective.
More About Date Value Fields
When a date field is highlighted, the Date Selector is displayed in the right pane to search for the date. Use the arrows in the heading bar to scroll to the Previous or Next month's calendar. Double-click on a date to enter it into the field. Alternatively, dates can be typed into the field.
Expiration Date
The date this email address is no longer in effect, if applicable. If there is no pending expiration date, leave this field blank.
More About Date Value Fields
When a date field is highlighted, the Date Selector is displayed in the right pane to search for the date. Use the arrows in the heading bar to scroll to the Previous or Next month's calendar. Double-click on a date to enter it into the field. Alternatively, dates can be typed into the field.
Priority
If an employee has more than one email address, this value indicates the priority order for contacting the employee. The lowest number is the highest priority.
Note: If an employee has more than one email address, notifications are sent to all of the non-expired email addresses in the list, regardless of priority.
Email Address
The email address for this employee record (for example, Nancy.Nurse@GHospital.com).
