Create an Automated Event Notification
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Sign in to IRIS HR Professional.
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Go to System Tools > Utilities > Tools.
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Select Automated Event Notification.
A list of any previously created AENs displays.
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Select Create New.
The Automated Event Notifications screen will display.
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Select an option from the Field list to define the date field you want to base the notification on.
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Example: For a Holiday Reminder, select Contract - Absence When an employee or worker is absent from work. This can be for a variety of reasons. Year Start.
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Complete the additional fields based on the selected Field type:
Absence
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Select the Absence Type and Reason (optional).
Accidents
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Select the accident Type and Category (optional).
Benefits
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Select the Provider of the critical illness benefit (optional).
Contract
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No additional fields. Go to step Step 7.
Equipment
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Select the equipment Item, Asset Reference, and Location (optional).
Personal
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No additional fields. Go to Step 7.
Professional
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No additional fields. Go to Step 7.
Training
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Select the Development Status, Priority/Level, and Category.
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In Track by, choose to trigger the notification before/after the selected date.
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Select Days, Weeks, Months, or Years.
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In Offset, enter a number to specify how far before or after the chosen date the notification should be sent:
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A positive number (1) sends the notification after the date chosen from the Field list.
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A negative number (-1) sends the notification before the date chosen from the Field list.
Example: For a Holiday Reminder, if you enter -2, the notification will send 2 months before the date in Contract > Absence Year Start Date.
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Select the Anniversary checkbox to send the notification annually. For example, holiday reminders, contract reviews, or work anniversaries.
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This ensures the notification sends every year, regardless of the year in the date field.
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If you have created a Mail Merge template, select it from the Document list to attach it to the notification.
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You can only attach Mail Merge documents created in the Personal, Contract, or Payroll tabs.
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In the table at the bottom of the screen, select the employee and check Attach Document to activate it.
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Select the Link to Employee checkbox to save a copy of the Mail Merge selected from the Document list in the employee's My Details > Documents tab.
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Enter the Subject(title) of the notification.
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In Message, enter the body of your notification (optional). The message you add sends to all included recipients.
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In External Email, enter any shared email addresses to send the notification to external recipients (optional).
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For example, you may have different email addresses for each department in your company such as HR@company or IT@company who also need to receive this notification.
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Separate each email address added in External Email with a semi-colon (;).
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In the Where Clause Allows you filter records using a specific criteria., enter a clause or select the Builder (cog icon) to create a clause and restrict who receives this notification.
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For example, you may create a notification to only send to employees in one department.
Learn more about creating Where Clauses and examples.
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By default, the Employee and Line Manager checkboxes are selected as recipients of the notification. Deselect these checkboxes if necessary.
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To add additional recipients, select their name from the dropdown.
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To remove a recipient, select the bin icon.
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If you do not want either of these recipients to receive the email notification, deselect the tick checkboxes.
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To add more recipients, select their name from the dropdown.
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Select Save.
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The Utilities > Automated Event Notification screen will update with the new AEN.
If you create an AEN based on a Review Date, another alert sends on the actual review date.