Is it possible to change the NELM end date reminder emails to be sent out at a different time interval? The default is 7 days but we would prefer a longer lead time of 30 days. I don’t see where this is possible.
I don’t believe the time interval can be modified in the email template. If you have access to Workflows, you could create a workflow that runs a search query for all NELM identities that have an end date in 30 days and send an email.
As an update, we did end up creating a workflow as this is not configurable.
{
"name": "Test- Contractors end date is 30 days away",
"description": "Workflow to send an email notification to the application or source owner indicating that a contractor's end date is 30 days away",
"modified": "2023-04-14T02:41:22.269067462Z",
"modifiedBy": {
"type": "IDENTITY",
"id": "12345678901234567890",
"name": "me"
},
"definition": {
"start": "Compare Strings",
"steps": {
"Compare Strings": {
"choiceList": [
{
"comparator": "StringEquals",
"nextStep": "Get Identity",
"variableA.$": "$.trigger.changes[?(@.attribute==\"contractEndsInLessThan30Days\")].newValue",
"variableB": "TRUE"
}
],
"defaultStep": "success 1",
"description": "Verifies if the \"Contract Ends In Less Than 30 Days\" is TRUE",
"type": "choice"
},
"Get Identity": {
"actionId": "sp:get-identity",
"attributes": {
"id.$": "$.trigger.identity.id"
},
"description": "Retrieves available details about the Identity",
"nextStep": "Get Identity 1",
"type": "action",
"versionNumber": 2
},
"Get Identity 1": {
"actionId": "sp:get-identity",
"attributes": {
"id.$": "$.getIdentity.managerRef.id"
},
"description": "This step is used to gather information about the user's manager to populate their details",
"nextStep": "Send Email",
"type": "action",
"versionNumber": 2
},
"Send Email": {
"actionId": "sp:send-email",
"attributes": {
"body": "HR Team - <br>\n<p>\nThis is to notify you that employee <b style=\"\">${displayName}</b> end date is approaching according to Workday.<br>\n<ul>\n<li>Employee Name: ${displayName}</li>\n<li>Email: ${email}</li>\n<li>Manager:${manager}</li>\n<li>Department:${department}</li>\n<li>Job Title: ${jobTitle}</li>\n<li>Termination Date: ${endDate}</li>\n</ul>\n</p>\nPlease perform any updates should their contract need to be extended.<br>\n<br>\nThank you,<br>\nOur Team",
"context": {
"department.$": "$.getIdentity.attributes.department",
"displayName.$": "$.getIdentity.attributes.displayName",
"email.$": "$.getIdentity.attributes.email",
"endDate.$": "$.getIdentity.attributes.endDate",
"jobTitle.$": "$.getIdentity.attributes.jobTitle",
"manager.$": "$.getIdentity1.attributes.displayName"
},
"recipientEmailList": [
"[email protected]"
],
"replyTo": "[email protected]",
"subject": "Approaching Contractor EndDate"
},
"description": "Notifies the HR that the contract users EndDate is approaching",
"nextStep": "success",
"type": "action",
"versionNumber": 2
},
"success": {
"description": "Finishes the workflow in a Success state",
"type": "success"
},
"success 1": {
"description": "Finishes the workflow in a failure state.",
"type": "success"
}
}
},
"creator": {
"type": "IDENTITY",
"id": "xxxxxxxxxxxxxxxx",
"name": "me"
},
"trigger": {
"type": "EVENT",
"attributes": {
"attributeToFilter": "contractEndsInLessThan30Days",
"description": "Get the Identity when the \"Contract Ends In Less Than 30 Days\" is changed from FALSE to TRUE and Notify the HR",
"filter.$": "$.changes[?(@.attribute == \"contractEndsInLessThan30Days\")]",
"id": "idn:identity-attributes-changed"
}
}
}
1 Like
Thank you for the update Rebecca. Do you mind sharing the details of your workflow, such as the script or queries you used? This will help future readers with identifying a solution to a similar problem they might have. If you do decide to share, please edit the workflow script to remove any sensitive information.
I threw edited version of our json out there – please let me know if that is helpful or if I should remove and post a different solution
2 Likes