If you need a notification by email, you can set up a workflow with an email alert. You no longer have to be satisfied with predefined emails, but can create your own customized templates. They then will be used for all outgoing emails to your employees.
The first step is to set up your own email templates. Therefore, please go to Settings > Email templates > Create email template (+ Button)
It is important that you decide on the right object, as only templates suitable for the object are available for the workflows later. E.g. if you want to use your template for a notification when a new time off request was created, you need to select the object 'Time off request' as well for the email template.
The selection of the object also affects the placeholders offered. Depending on the object, suitable placeholders can be added to the mail, for example, time off type, from, to, number of workdays, etc.
After that, you can start to enter your text. You can either go for plain text in the text editor or style your email with your logo and the colors of your brand. To style your email template, you can use the custom HTML tab.
Here you can find an example with our logo and colors. A custom email for an absence request could then look like that:
If you need help customizing the HTML, you can contact us.
Now you can start to set up your workflows. Therefore, please go to Settings > Workflows > Create Workflow (+ Button).
In the example above, we created a special workflow for a time off request, which will be triggered only if the absence lasts longer than 5 working days. Triggers vary depending on the object selected.
A trigger is an event that must take place for the workflow to be executed. In that example, the trigger is a new time off request, which meets the conditions of the filter (greater than 5 working days).
As a last step, you can schedule the workflow to be triggered immediately (as shown in the example above), before, or after the trigger event.
After setting the precondition ('What needs to happen'), you can add actions to your workflow.
An action can consist of either an email alert or a to do that is then assigned to one or more employees.
You can add as many actions to one workflow as you want. You can also combine email alerts and to dos in one workflow, for example, in your onboarding workflow.