Email Triggers for Cornerstone HR

This email is triggered when a form request is completed by the approver. The form request is considered Completed if the request is approved, denied, or denied and returned. The email can be sent to Form Responder, Request Recipient, or a specific user. This email can be configured as a Notification or Reminder type email. This email is active by default.

This email is triggered by the status of the form request, not the status of the form. For example, if the form approval request is denied and returned, the form status is Returned but the email is triggered because the form approval request is considered Completed.

Note: The form responder is the user who submitted the form.

Use Case: This trigger notifies the form responder (user who submitted the form) and approvers that the form approval request is completed.

This email is triggered when a form request is assigned to an approver. The email can be sent to Request Recipient or a specific user. This email can be configured as a Notification or Reminder type email. This email is active by default and can be found in the Form Management action type section of Email Administration.

Use Case: This trigger notifies approvers that they have a pending form approval request to complete.

This email is triggered when a form is assigned to a user. The email can be sent to Form Assignee or a specific user. This email can be configured as a Notification or Reminder type email. This email is active by default and can be found in the Form Management action type section of Email Management.

Use Case: Use this email to send notifications and reminders to users when forms are assigned.

This email is triggered when a form that is associated with a form task is completed. This email is not triggered if the form is not associated with a form task. The email can be sent to Form Assignee, Form Assignee Manager, or a specific user. This email can be configured as a Notification type email. This email is active by default and can be found in the Form Management action type section of Email Management.

Use Case: Use this email to send notifications to users when form tasks are completed.

This email is triggered when a self-service form is submitted for the given form. The email can be sent to Approver, Form Respondent, Manager, or a specific user. When a form is submitted via proxy, this email is not sent to the proxy user. This email can be configured as a Notification type email. This email is active by default and can be found in the Form Management action type section of Email Management.

Use Case: Use this email to send notifications when self-service forms are submitted.

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 if an event occurring in Planning does not have an associated email action available. This email is a Notification type email.

This email is triggered when the Co-Planners for a given plan are changed, whether that is adding or removing Co-Planners. The email i sent to User assigned as Primary Planner and Users assigned as CoPlanners (new).

The tags in this email reference the given plan, which is the recipient's plan. This email is a Notification type email.

This email is triggered to notify the user that the plan was created successfully. The email can be sent to User who created plan (owner). This email is configured as a Notification type email.

This email is triggered when the Due date for a given plan is changed. The tags in this email reference the given plan, which is the recipient's plan.

The email is sent to User assigned as Primary Planner and Users assigned as CoPlanners. This email can be configured as a Notification type email.

This email is triggered when the Primary Planner for a given plan is changed. The tags in this email reference the given plan, which is the recipient's plan.

The email is sent to User assigned as Primary Planner (new) and Users assigned as CoPlanners. This email can be configured as a Notification type email.

This email is triggered when the Subplan is accepted by the parent planner. The tags in the email refer to the subplan, not the parent plan.

The email is sent to User assigned as subplan's primary planner and the subplan's CoPlanners. This email can be configured as a Notification type email.

This email is triggered when the Subplan is accepted by the parent planner. The tags in the email refer to the subplan, not the parent plan.

The email is sent to User assigned as subplan's primary planner and the subplan's CoPlanners. This email can be configured as a Notification type email.

This email is triggered a specific user when s/he is assigned as Primary Planner.

The email is sent to User assigned as Primary Planner in this event. This email can be configured as a Notification type email.

This email is triggered when a subplan is rejected by Parent Planner. The tags in the email refer to the subplan, not the parent plan.

The email is sent to User assigned as subplan's primary planner and the subplan's CoPlanners. This email can be configured as a Notification type email.

This emails is triggered as notification that a subplan was submitted and needs review. The tags in the email refer to the subplan, not the parent plan.

The email is sent to User assigned as parent plan's primary planner. This email can be configured as a Notification type email.

This emails is triggered as confirmation that a subplan was submitted for review. The tags in the email refer to the subplan, not the parent plan.

The email is sent to User assigned as subplan's primary planner and the subplan's CoPlanners. This email can be configured as a Notification type email.

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 an online course, material, test, or curriculum. This email will not trigger for child LOs when they are versioned; in case of child LO versioning, the email will only trigger for the curriculum on the user's transcript.

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.