In the workflow system, you can automate the sending of email notifications to promptly inform users about the progress of a process. Each status or outcome can be associated with a notification, ensuring timely and consistent communication aligned with the actions performed. Below are the steps to correctly configure an email notification.

1. Go to Application > Workflow and click on the workflow you’re interested in
2. Select the Status or Outcome for which you want to configure the notification:
   • If you associate the notification with a Status, the email is sent automatically when the item reaches that status
   • If you associate the notification with an Outcome, the email is sent when the user clicks on that outcome
3. Go to the Notification section and click on Notification Settings
4. Fill out the form with the required data (recipients, subject, message body, etc.). Below are the details for filling it out.
5. Click Save to complete the configuration.

Form Fields 

Workflow Activity Notification

• View: select from the dropdown menu the view containing the fields that will appear in the notification email
• Active: check the box to activate the notification
• Allow multiple emails to a single recipient: check this box to allow multiple emails to the same addresses.
  Example:
  Notify course participants of the start of the Edition with the scheduling of the Lessons.
  An email will be sent to each participant for every lesson with the scheduled time. (The View must be configured so that the rows reflect the desired results)

• Container Type (available only in the Recruiting module): select CV by job posting if the notification is related to CVs linked to job postings, or CV by project if they are linked to projects

   

  Sender

• donotreply@altamirahrm.com: check this option if you want to set the Altamira donotreply address as the sender
• Email address for communications with candidates: this option is only for the Recruiting module. If selected, the sender will be the default address your company chose during setup for sending all Altamira HRM communications to job posting candidates
• Field: check the option and choose the desired user from the dropdown menu
• Employee: check the option and click ... > select the employee from the list by clicking the corresponding radio button > click Select
• Email address: check the option and enter a specific email address

• Group: check the option and select the desired user group from the dropdown menu

   

  Receiver

• Field: check the option and choose the desired user from the dropdown menu
• Employee: check the option and click ... > select the employee from the list by clicking the corresponding radio button > click Select
• Email address: check the option and enter a specific email address

• Group: check the option and select the desired user group from the dropdown menu

   

  iCalendar Configuration

• If the notification is associated with an activity (e.g., an interview), you can select the options available in each iCalendar field to align with the recipients’ email server calendars

   

Email Data

• Importance: select the importance level from the dropdown menu: High/Normal/Low
• Recurring: check the box if the notification is recurring
• Period: select the recurrence period: Year/Month/Day
• Quantity: enter the number of times the notification should be sent according to the recurrence
• Subject: enter the subject of the notification
• Text: enter the body of the notification. You can use the toolbar to format the style and layout of the text. Use the available markers at the bottom of the page for entities with dynamic data retrieved from the platform (e.g., if you select %CV.SurnameAndName%, each email will show the candidate’s surname and name)