Email Triggers for Careers

A copy down completely copies your database from one environment to another. The Copy Down Scheduled email is triggered when a copy down is scheduled in the environment in which the email is enabled. This email must be configured and enabled in each environment in which an organization wants to receive notifications when copy downs are scheduled. For example, if a copy down is scheduled in Pilot from Production, the email is only triggered if the email is configured in Pilot. This email trigger ignores deadbox settings.

The following tags are available for this email trigger:

• DESTINATION.ENVIRONMENT
• PORTAL.NAME
• RECIPIENT.FIRST.NAME
• RECIPIENT.LAST.NAME
• REQUESTOR.EMAIL
• SCHEDULE.DATETIME
• SOURCE.ENVIRONMENT

It is highly recommended that the portal name, source environment, and destination environment email tags are included in the email body to ensure it is clear which portals and environments are being impacted by the copy down.

This email is triggered when a new Check-In series is created. This email can be sent to Check-Ins participants, Check-In creators, or a specific user.

This email is triggered when a user attempts to cancel a development plan that has been approved and approval/cancellation approval is required. The approval setting is configurable by OU on the Development Plan Preferences page.

This email is sent to the user in the approver role. If no approver exists, the development plan is automatically cancelled and no email is sent. If the "Plans must be approved by" preference is not selected, this email does not fire.

This email is triggered when a comment is added to a user's development plan. This includes a comment added to the plan, a comment added to an objective, or when any comment receives a reply. This email is not triggered when the designated email recipient is the user who added the comment. For example, if the triggers is configured to send to the approver and the approver adds a comment to the plan, then this email is not triggered since the intended recipient is the one who added the comment. This email is available within the Performance Management action type, and it can be sent as a Notification to Dev Plan Approver or Dev Plan User.

The following tags are available for this email trigger:

• DEVPLAN.APPROVER.FIRST.NAME - This displays the development plan approver's first name.
• DEVPLAN.APPROVER.LAST.NAME - This displays the development plan approver's last name.
• DEVPLAN.TITLE - This displays the development plan title.
• DEVPLAN.LINK - This displays a link to access the development plan.
• DEVPLAN.USER.FIRST.NAME - This displays the development plan user's first name.
• DEVPLAN.USER.LAST.NAME - This displays the development plan user's last name.
• USER.FIRST.NAME - This displays the recipient's first name.
• USER.LAST.NAME - This displays the recipient's last name.

This email is triggered when an external user is added to a performance review.

The available recipients are Reviewee, Reviewer Selector (the reviewer who added the external reviewer), and External Reviewer (the external reviewer that was added to trigger the email).

This email is triggered when an external user is assigned as an assessor for a competency assessment task, and this may occur when an assessor is selected during the task configuration, when assessors are selected by a reviewee from within the competency assessment (when approval is not required), and when a selected assessor needing approval is approved. This email can be sent to Assessor(s) or a specific user.

Note: If this trigger is configured as a reminder, it acts as a reminder that the task is assigned. It DOES NOT act as a task due date reminder.

This email is triggered when a goal is created and assigned to a user by anyone other than that user (i.e., this email is not triggered if you create a goal for yourself). The goal owner or goal owner's manager will receive an email stating that a new goal now exists in their list of goals.

The email can contain a link to the Goals page.

This email is triggered when a goal is cancelled by someone other than the goal owner. The email can be sent to either the goal owner or the goal owner's manager. If the goal owner cancels their own goal, the email is not triggered.

• The Goal Cancelled email does not fire to the user who initiated the goal cancellation or a user that approved the cancellation. For example, if the goal owner's manager is set as a recipient of this email, they do not receive the email if they cancel the goal of their subordinate.

This email is triggered when a co-planner is added to a performance review from within the performance review task by the reviewer OR added by an administrator via the View Details page (if the task is configured to allow reviewers to add co-planners).

The available recipients are Reviewee, Reviewer (the reviewer who added the co-planner), and Co-Planners. Selecting Co-Planners triggers a separate email to all users who are named as co-planners for the task.

For co-planners without access to email, tasks display "Co-planner" at the end of task name for easy identification.

This email is triggered when a reviewer adds a comment as part of a discussion thread within an off-cycle performance review. Discussions cannot be part of a standard performance review task.

The available recipients are Reviewee, Reviewer (the commenting reviewer), and Comment Recipients. Selecting Comment Recipients triggers a separate email to all users who have visibility to the comment. For example, a private comment only triggers emails to the reviewee or the person to which the reviewee is replying. A public comment triggers emails to the reviewee and all reviewers.

This email is triggered when a reviewer declines a review.

The available recipients are Reviewee, Reviewer (the declining reviewer), and Review Selector (the user that selects the reviewers.

Performance review of a specific user assigned. This email is triggered when the task step is available for that user to review, which may be triggered by the employee hire date, the previous reviewer submitting the review, or the task assignment date. Note: When customizing this email for a self-review step, this email cannot be sent to "Reviewer" because the system considers this user the reviewee.

Reviewee will not receive any step email other than the self step and Similarly, a reviewer cannot receive any email for a Reviewee step.

This email trigger can be sent to external users. If the REVIEW.LINK tag is used in the trigger and is sent to an external reviewer, then the link takes external reviewers to an external review page that requires no login or validation. See External Reviewers.

The Performance Review Step Completed email is only sent to the reviewee regarding other reviewers in the same sequence (if there is any). It is not designed to send email to own reviewer or the person (self) who is completing the review.

This email is not sent to other Reviewers.

This email is triggered when a performance review task is due. If this email is sent to the recipient group "Reviewer" then only the users that have received performance reviews will receive the email. This email is conditional so that it only includes the users who are in progress or have not started. Note: When customizing this email for a self-review step, this email cannot be sent to "Reviewer" because the system considers this user the reviewee.

This email can be set up as a reminder to go out before the due date. The reminder will not be sent to reviewers that have already completed the review.

The due date for performance review tasks is defined for each reviewer group on step 2 of creating a performance review task. This date is not necessarily the same as the task end date for it may occur before the task ends. Reviewers will not be locked out of the task on the task due date unless it is the same date as the task end date.

Reviewee will not receive any step email other than the self step and Similarly, a reviewer cannot receive any email for a Reviewee step.

Note: Email Digest emails do not include past-due notifications for optional or locked performance review steps after the step due date.

This email is triggered when a performance review step is reopened in order to alert or remind the user that a performance step has been reopened. When configured, this email is triggered any time a step is reopened, whether it is done by a manager or administrator. This email can be sent to Reviewee, Reviewee's Direct Manager, Reviewee's Indirect Manager, Reviewer, or a specific user.

The REOPEN.STEP.COMMENT tag displays the Reason commentary that was provided when the review step was reopened.

The REVIEW.REOPENED.STEP.DUE.DATE email tag displays the due date of the performance review step that is reopened. If no due date is defined for the step, then "No Due Date Defined" is displayed.

The system verifies that the review step is still due prior to triggering the email, so if the review step is no longer due, then this email is not triggered.

Reviewee will not receive any step email other than the self step and Similarly, a reviewer cannot receive any email for a Reviewee step.

This email is triggered when the task is assigned to a user. This email is not triggered for a self-review task. However, if the reviewer is specifically named as the recipient of the email trigger, the email is still triggered to that reviewer. For example:

• If the email trigger is configured to be sent to "Reviewee" and John Doe launches a review in which he is the reviewee, he does not receive the email because he launched the review task.
• If the email trigger is configured to be sent to "John Doe" and "Reviewee" and John Doe launches a review in which he is the reviewee, he does receives the email because he is named as a specific recipient.

This email is triggered when a performance review task is completed (i.e., the overall performance review has been completed). This email can be set up as a reminder to go out at a certain time in relation to the completion of the task. The email can also be set up as a confirmation, notification, or promotional email.

This email can be sent to the reviewee, reviewee's manager, the reviewee's indirect manager, or a specific user.

Use Case: An administrator creates an Annual Performance Review task and would like all reviewees to be informed when the performance review has been completed. She configures the Performance Review Task Email to trigger on the date that the last step of the performance review task is due and sets the recipient as "Reviewee."

This email is a batch type email that includes a notification for each situation in which a goal owner does the following:

• Creates and submits a goal for themselves when approval is required.
• Edits and resubmits a goal that has already been approved.
• Attempts to cancel a goal that has been approved when approval is required.

This email is triggered when a user clicks the Send Approval Request button on the My Goals or Snapshot Goals page.

The email is sent to the user in the Approver role. If no approver is set or if goal approval is not required, the goal is automatically approved and no email is sent.

The email can contain a link to the Pending Goals page.

This email is triggered when a user record change that was set with a future effective date attempts to process and an error is generated. The email can be sent as a notification to User, User's Manager, User's Approver, or a specific user.

The EFFECTIVE.DATING.ERROR.DESCRIPTION tag can be included in the email message to include the description of the effective dating error. If there are multiple errors, then each error description is displayed on its own line in the message.

If the Password Reset Option in Password Preferences is set to Reset By Email Notification, then the Forget Password email is triggered when a user clicks Forgot Password? on the Login page. This email can be sent to External User or Internal User. If the user clicks Forgot Password? multiple times and a password reset URL is included in the email, then a new URL is generated for each email and the previous URL is no longer valid.

This email must be configured for administrators to select the "Send Password Reset Email to user's email address" option when resetting a user's password on the Admin - Users page.

The PASSWORD.RESET.URL email tag is a link that opens a page on which the user can create a password. If this email is sent multiple times to the same recipient, then this URL is regenerated each time and the previous URL is no longer valid. Also, the password reset URL is only valid for 48 hours. If the user does not reset their password within the 48-hour validity period, then the user must click Forgot Password? again to get a new password reset URL.

Defining Availability

The availability settings do not apply to external users when External User is added as a recipient in the Send To field.

When Internal User is added to the Send To field, the availability settings defined in the Availability field apply to internal users based on the organizational unit (OU) to which they belong. The following rules apply by OU:

This email is triggered when a learning assignment draft is created, and the following are true:

• The High User Count threshold is exceeded
• The Restrict Submission setting is enabled
• The administrator who created the draft does not have permission to submit the draft

This email is triggered an additional time if an administrator edits and saves the same draft if all of the criteria are still true.

Example 1: Administrator A creates a draft assignment with a user count that is above the High User Count threshold, but the Restrict Submission setting is disabled. The email is not triggered.

Example 2: Administrator A attempts to create a learning assignment that exceeds the High User Count threshold, and the Restrict Submission setting is enabled. Administrator A does not have permission to submit draft assignments. Administrator A receives the High User Count restriction and the can only save the assignment as a draft, and this triggers the LAT Draft Review email.

This email can be configured to be sent to Draft Reviewers or specific users. When this email is sent to Draft Reviewers, this includes all administrators who have the Assignment Tool - Submit Draft permission regardless of permission constraints. Administrators may further restrict the recipient list by adding specific users or by restricting with availability.

This email can be configured as a notification and is triggered when a new user record is created via the Admin - Users page. This email is not sent to users who are created via a data feed. This email can be sent to the User Created, User Creator, or the User's Manager.

The PASSWORD.RESET.URL email tag is a link that opens a page on which the user can create a password. If this email is sent multiple times to the same recipient, then this URL is regenerated each time and the previous URL is no longer valid. Also, the password reset URL is only valid for 48 hours. If the user does not reset their password within the 48-hour validity period, then the user must click Forgot Password? again to get a new password reset URL.

This email is triggered when a training item is about to be deactivated. This email is only triggered when the course is set to deactivate on a specific date via the Deactivate this course setting in the Course Catalog > General settings. This email is not triggered when the course is deactivated by via the Active checkbox. The email can be sent to Training Contact and Training Owner. This email can be configured as a Reminder type email. This email is active by default and can be found in the System Administration action type section of Email Management.

Use Case: An administrator would like to be reminded that a training item is set to deactivate on December 31st. The Training Deactivation email is configured to trigger one week before the training item deactivates. When the administrator receives the email, the administrator reviews the training item to determine whether or not to reset the deactivation date, allow the course to become inactive, or remove the deactivation settings altogether.

Training has been updated to a new version, or pre-work, post-work, or a prerequisite is has been updated or added to the LO.

This is triggered by the user getting automatically updated to a new version of a LO. This email is only triggered by updates to LOs that are versioned, such as a test or curriculum.

The TITLE tag enables email recipients to know which learning object (LO) is updated. This tag displays the name of the LO.

The MATERIAL.START.DATE tag displays the material's start date. If the material has multiple versions, then this tag is specific to the material version. If this field is not defined for the training, then this tag is not included in the email.

The MATERIAL.END.DATE tag displays the material's end date. If the material has multiple versions, then this tag is specific to the material version. If this field is not defined for the training, then this tag is not included in the email.