Before getting started
HR file management is only available if you have signed up for the Poplee Core HR solution. If this is activated on your platform, you'll need to go into the Employees menu and then access the settings for warnings. Two notification types can be set up on your platform.
- Alerts on due date
Defining an alert on due date lets you monitor a Date data item. With this, a notification email is sent to a defined list of recipients, when a due date is approaching (e.g.: X week(s) after the anniversary date). Notification emails are sent through a planned task which is triggered once each morning.
- Alerts on modification
Setting up an alert on modification lets you monitor all of the data in Poplee. The warning email is sent each time an edit is saved for the data item.
These warnings are generally set up for data items which employees have permission to edit (e.g. Address/Marital status/IBAN, etc.). This way, when an employee updates their personal data, the HR administrator is immediately notified by email and can then carry out the necessary actions.
Creating a warning
Here are the steps to follow to create a warning, whether it's for a due date or any modifications made by an employee.
After selecting the type of warning that you want to create, a setup window will open to let you enter the various settings.
In this step, you'll need to define the following elements:
- The data item to be monitored
For due date notifications, the data item to be monitored can only be a date (simple or part of a compound data item).
- The notification date, which can be defined based on the anniversary date (each year) or the effective date (once)
For alerts on due date, you'll then need to specify the date on which the warning should be triggered: the anniversary date, the effective date, or a relative date (X - day(s)/week(s)/month(s) - before/after - Effective date/Anniversary date). By definition, a notification on an effective date will only be triggered once, whereas it will be triggered each year for the anniversary date.
- The name of the warning
- The recipients
Select the recipients of the notification from the employees found in the Lucca instance. You can add the person concerned, their manager, and the manager of their manager (N+2) to the list of recipients by checking the corresponding boxes.
In additional options, you can:
- Filter by establishments and/or by departments
These filters let you restrict the population concerned by the warning. Only the personal data of employees meeting the criteria defined in the filters will be analyzed for the sending of warnings.
- Enter additional recipients
You can enter the email addresses of people outside of your company who should be notified. For example, this may be your payroll service provider or accountant.
- Customize the message sent
You can customize the content of the email that will be sent by entering free text in the input area provided for this purpose.
Editing or deleting a warning
To edit/delete a warning, all you need to do is click on the warning in question and either edit the required elements (alert name, recipient, scope) and save or click on "Delete".
You cannot edit the data items to be monitored; you'll need to delete the warning or create a new one, as required.
Activating or deactivating a warning
To activate/deactivate a warning, you need to click on the activation/deactivation button for a warning.
Example of notifications
Edit notification