Concept: Preview Alerts for Passive Events

You can send out preview alerts to employees that they have a passive event that is approaching.

You can define a schedule for generating the alerts and generate preview alerts that match your schedule for generating enrollment events.

Workday sends alerts only to employees who:

Meet the exact number of days, weeks, or months in the

Notify Prior to Event Date

field, before the date when Workday processes the event.

Met rule conditions between the last and current process runs and Workday didn't flag the last time it processed alerts.

Using the

Schedule Passive Events

task, you schedule and process alerts for a retirement age event on January 4 and 18. You also set up preview alerts for Workday to send 2 weeks prior (January 10) and 1 week prior (January 17) to the date employees reach retirement age.

An employee turns 65 on January 24.

The first alert runs on January 4, and comes before the 1 and 2-week alerts scheduled for January 10 and 17. As a result, Workday doesn't generate preview notices. The second scheduled alert runs on January 17 comes after the employee meets rule conditions for both alerts. Workday consequently picks up and sends both preview notices on the 18th.

As you plan your preview alerts, consider:

How often you schedule and generate alerts. You need to consider how frequently you generate alerts to match the scheduled preview for an event. If your schedule and alert generation timing don't match, Workday might miss preview notices for some employees.

Example: You create preview alerts for Workday to send out 2 weeks before an employee reaches 65. However, you also schedule and generate passive alerts monthly on the 25th. The current date is December 25 and an employee turns 65 on January 21. Workday won't generate preview alerts for that employee. Workday next processes alerts on January 25. Workday can determine that it didn't flag the employee and can send the missed preview notice.

To avoid sending multiple preview alerts, consider scheduling alert runs more frequently. Or, you can reduce the alert frequency in the

Generate Preview Alerts

field.

Workday sends only 1 instance of any preview alert to an employee. Example: You create 2 alerts to notify employees that a retirement event is about to occur. You schedule the first alert 1 a month before the event and the second 2 weeks before the event. Workday sends out only 1 instance of each alert.

Workday stops sending alerts to the employee after Workday schedules an event rule and generates an enrollment event.

Create Passive Event Rules

Schedule Passive Events