This article guides you on adding notifications in UKG via Menu > Settings > Global Setup > Notifications. It covers selecting event triggers, naming, activating notifications, choosing recipients, timing, conditions, recipient filters, and configuring message content, including tags, sender info, subject, body, attachments, and optional iCalendar events.
Where to add a Notification in UKG
Select Timing (if applicable): When the Notification will be sent out
Select Conditions (if applicable)
Select Recipient Filters (if applicable)
Where to add a Notification in UKG:
To access, click Menu > Settings > Global Setup > Notifications.
- Click the
button in the top right.
- Notifications can be triggered by various events in the system, such as a change to company or employee information, expiration of a document or credential, or a specified date reached. Select the event that you want to trigger the notification.
a. Name - Enter a Name for the Notification.
b. Description - Enter an optional description of the notification.
c. Active - Check this box to make the notification active.
d. Global - Checking this box will determine the scope of email notifications sent.
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Select Recipient(s)
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Options for recipients will vary by the type of notification
- Applicant: Sends an email to the applicant whose account triggered the event
- Employee: Sends an email to the employee whose account triggered the event
- Company Admin Contact (Billing/Accounting): Sends all emails triggered by the event to the person designated as the company’s admin contact for billing/accounting.
- Company Business Contact (Sales/Marketing): Sends all emails triggered by the event to the person designated as the company’s contact for sales/marketing
- Company HR Contact: Sends all emails triggered by the event to the person designated as the company’s HR contact
- Company Primary Contact (Billing/Accounting): Sends all emails triggered by the event to the person designated as the company’s primary contact
- Company Payroll Contact (Billing/Accounting): Sends all emails triggered by the event to the person designated as the company’s payroll contact
- User: Sends all emails triggered by the event to a specific user, selected from the list of employees
- Group: Sends all emails triggered by the event to all members of a group — Note: Each email generated by this notification will be sent to all members of this group. For example, if an anniversary notification is set to email the Business Development group, every employee’s anniversary notification (even those who are not part of the group) will be sent to every member of the Business Development group. Use Conditions and Recipient Filters to configure which specific conditions should be met in order to trigger a notification.
- Email: Sends all emails triggered by the event to a specified email address
- Account’s Manager (Manager 1): Sends an email to the employee’s manager 1, if an individual manager is assigned
- Account’s Manager 2 (Manager 2): Sends an email to the employee’s manager 2, if an individual manager is assigned
Select Timing (if applicable): When the Notification will be sent out:
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Options for timing will vary by the type of notification
- [On or Day(s) Before or After] Employee Anniversary of [Date Started, Date Hired, Date Re-Hired, Review Date, Seniority Date] at time.
- If Date Not Set Use [Date Started, Date Hired, Date Re-Hired, Review Date, Seniority Date].
- Check Boxes:
- Skip If Less Than # Years
- If Date is Saturday Move to [Following Monday or Previous Friday].
- If Date is Sunday Move to [Following Monday or Previous Friday].
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Options for recipients will vary by the type of notification
Select Conditions (if applicable):
- Conditions determine which conditions must be met for the event to trigger the notification. For example, if the email notification should be sent only if the employee that triggered the notification is active.
- To enable checkmark the box on the left, then to add the specific filter, click the magnifying glass.
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On Filter pop-up click Add.
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Click the flag
icon next to 'Account Status'
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The default will be set to Account Status = Active, click Select.
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Now the Conditions (Optional) section will show enabled, Employee In (Custom Filter).
Select Recipient Filters (if applicable):
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Recipient filters determine which specific recipients will receive the email when it is sent. For example, if the email notification should be sent to the employee’s manager, but only if the manager is not terminated, their account isn’t locked, and they are part of the Business Development group, you would select the following options:
Configure the Message:
Tags: Some data from the system can be brought in to automatically populate the email message. Select the tag from the Available Tags widget to build a template for the message.
a. Enabled: If checked it is Active.
b. From: An email address is required in the “From” field. If replies are allowed, enter the email address where replies should be sent. You can always use NoReply@InovaPayroll.com for notifications that should not allow a reply.
c. Subject: A subject for the notification email is required
d. Message: Enter a message for the body of the email.
e. Attachments: Add any attachments that should be sent along with this email notification.
iCalendar Attachment Configuration
- Check this box to enable a calendar event to be sent along with the email notification.
- Once the box is checked, additional options for the calendar event will become available to configure.