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Administrator Guide
Last Updated: 2023-06-23
Example: Set Up Custom Notifications for Student Recommenders

Example: Set Up Custom Notifications for Student Recommenders

This example illustrates how to configure Workday to:
  • Notify recommenders when an application is requesting a recommendation from them.
  • Notify administrators when recommenders complete a recommendation.
Kaylee Murphy is applying to Alma Mater University (AMU) as a math major and names Matthew Hernandez, her AP calculus teacher, as a recommender on her application.
As the director of admissions at Alma Mater University, you need to notify Matthew about the recommendation request for Kaylee's application so that he can complete it. You want to ensure that the notifications have consistent branding and clear messaging so that Matthew has a pleasant experience with Alma Mater University. You also want Workday to notify you when Matthew completes his recommendation so that you can take the next steps on Kaylee's application.
Upload images to use in the email template. AMU uses these image files for their emails:
  • AMU_banner.jpg
  • AMU_footer.jpg
Security:
  • Business Process Administration
    domain in the System functional area.
  • Manage: Business Process Definitions
    domain in the System functional area.
  • Set Up: System
     domain in the System functional area.
  1. Access the
    Create Email Templates
     task.
    1. In the
      Used for
       prompt, select
      Business Process Email
      .
    2. Enter or select these values:
      Field
      Value
      Email Template Name
      AMU Email Template for Recommender Notifications
      Email Template Behavior
      Business Process Email
    3. Click
      OK
      .
    4. Add these rows to the grid:
      Order
      Static Content/Dynamic Content
      1
      Select
      AMU_banner.jpg
       in the
      Static Content
       prompt.
      2
      Select
      <br/>
       in the
      Static Content
       prompt.
      3
      Select
      Main Body
       in the
      Dynamic Content
       prompt.
      4
      Select
      <br/>
       in the
      Static Content
       prompt.
      5
      Select
      AMU_footer.jpg
       in the
      Static Content
       prompt.
    5. Click
      OK
       and
      Done
      .
  2. Access the
    Maintain Email Templates
     task.
    1. Select the
      Active
       check box for
      AMU Email Template for Recommender Notifications
      .
    2. Click
      OK
       and
      Done
      .
  3. From the related actions menu of the
    Student Application Recommendation Event
     business process, select
    Business Process
    Add Notification
    .
    1. Accept the effective date and time zone that automatically populates and click
      OK
      .
    2. Enter or select these values:
      Field
      Value
      Override Email Template
      AMU Email Template for Recommender Notifications
      Triggers
      In the
      On Entry
       prompt, select
      a - Student Application Recommendation Event
      .
      Groups
      In the
      Groups
       prompt, select
      Recommender as Self
      .
      Reply To
      admin@amu.edu
    3. In the
      Message Content
       section, compose the subject and body of the email. Workday automatically adds spacing after each
      Text
       and
      External Field
       value.
      Add these rows in the
      Subject
       grid:
      Field
      Value
      Text
      Recommendation Request For:
      External Field
      Student Application
    4. Add these rows to the
      Body
       grid:
      Text/Field
      Text Content or Report Field
      Text
      An applicant has selected you to provide information in support of their application.
      Field
      Line Break
      Field
      Line Break
      Text
      Click this link to create your account and complete the recommendation:
      Field
      Recommender Password Resent Initiation Unique Link
      Field
      Line Break
      Field
      Line Break
      Text
      If you already have an account, sign in to
      https://student.workday.com/amu/University_Undergraduate_Admissions_Site
       to view a list of recommendations by status.
      This example uses a fictitious external student site URL. To find the URL for your own external student site, access the
      View External Student Site
       report and copy the
      Site URL
      .
    5. Click
      OK
       and
      Done
      .
  4. From the related actions menu of the
    Student Application Recommendation Event
     business process, select
    Business Process
    Add Notification
    .
    1. Accept the effective date and time zone that automatically populates and click
      OK
      .
    2. Enter or select these values:
      Field
      Value
      Triggers
      In the
      On Status
       prompt, select
      Completed
      .
      Groups
      In the
      Groups
       prompt, select
      Student Recruiting Administrator
      .
    3. In the
      Message Content
       section, compose the subject and body of the email. Workday automatically adds spacing after each
      Text
       and
      External Field
       value.
      Add these rows in the
      Subject
       grid:
      Field
      Value
      Text
      Recommendation Questionnaire Completed for:
      External Field
      Student Application
    4. Add this row to the
      Body
       grid:
      Field
      Value
      Field
      Recommenders
      Text
      has completed their recommendation.
    5. Click
      OK
       and
      Done
      .
When Kaylee submits her application with Matthew as a recommender, Workday sends an email with this subject line to Matthew's email address:
Recommendation Request For: Kaylee Murphy (applying for: Mathematics Major)
. Matthew is a new recommender, so he clicks the link in the email to reset his password and is able to provide a recommendation.
When Matthew completes the recommendation, Workday sends you a notification in Workday. Matthew's recommendation displays as complete on the
Requirements
 report on the Application profile group of Kaylee's applicant profile.