Event Type Maintenance is accessed through the Hr Event Configuration screen. Below is the path on CorePortal:
Search for Data Centre in the top search bar
Open HR Admin Setup Settings (or click View All)
Hr Event Configuration
The Event Type Maintenance screen is displayed once you choose to edit an event type from the CoreHR Events screen. This drills down into a particular event type. From here, new reminders can be created, and existing reminders can be edited or deleted if necessary. The top half of the screen holds details of the event type. The bottom half displays the details of the event notifications/reminders that are generated from that particular event type.
Event Type: This is the field from which the reminder is generated. Examples are 'Probation Expiry' or 'Change of Cost Centre'.
Description: This is an editable text field that is used to hold a description of the reminder(s) that are being sent from the event type. This can be used to store contacts, or provide a short description etc.
Last Run Date: This is the date that the reminders were last run against the database.
Database Trigger: This indicates that the trigger is generated when an item is changed in the database, i.e. when a new value is saved in the database to the selected field.
Active Indicator: Indicates that the particular Event Type is active, i.e. triggers are currently active against that particular event type. This can be used to switch on or off all notifications associated with this particular event type. When checked an event/reminder is fired when that column changes.
Ignore Event Days: Ignores the event if the date on which the trigger is fired falls after 60 days or more of today. This is where the field is set.
Run on Monday – Run on Sunday: Indicates the day on which the reminder is generated. If this is blank the reminder is triggered every time the database job is run (usually every 30 minutes). This is set in the Edit Event Notification Screen.
Save: This allows the user to save any changes they made on the Event Type Maintenance Screen.
The Event Notification section of the screen holds details of the reminders that are being generated from the Event type. It stores details of who the mail is being sent to as well as the subject of the mail. Each row refers to a separate notification with an individual notification type. These are all read only at this level and have to be accessed through the edit button:
Notification ID: This is the unique ID given to every notification that is created.
Subject: This is the subject that appears when the reminder is sent to the recipient (either through email or through the PeopleXD/CoreHR system). This is configured in the Event Notification Configuration Screen.
Active: Indicates whether or not that particular notification is active. When checked an event/reminder is fired when that column changes.
Test Mode: Indicates that the Notification is currently running in test mode. When checked, the email functionality within EMS is in test mode. This means that all reminders sent via email will be sent to the Administrator only and not to their intended recipients.
Notification Type: This states the type of notification that is currently used for that particular reminder. The recipient type can be one of
Email
Employee
Organisation Role
Person
Process
Reports To Manager
Username
Recipient: This is related to the Notification Type and shows who the recipient is. Note: there can only be one recipient listed, however this may be a global email or organisational role.
No of Days: Displays the Number of days in advance of the event (e.g., new starter) that the reminder should be sent. If this is set to zero, then the reminder is sent straight after the column has changed. This is used in conjunction with the next heading which states whether the event is sent before or after the specific date. For example, a reminder is sent to HR 14 days before a person is due to commence work.
Before/After: This is used in conjunction with the No of Days fields. This indicates whether the event is sent before or after the event date.
Edit (three-dot ellipsis): This allows you to edit the configuration of the highlighted event. This brings up the event Notification Configuration screen with the current settings displayed and available to editing.
Add New Notification: This is used to add a new notification/reminder to the event type. This brings up a blank event Notification Configuration screen from which a new notification can be created.