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Administrator Guide
Last Updated: 2023-06-23
Create Custom Notifications for Student Recommenders

Create Custom Notifications for Student Recommenders

Create and activate an email template for recommender notifications.
Security:
  • Business Process Administration
     domain in the System functional area.
  • Manage: Business Process Definitions
     domain in the System functional area.
When an applicant submits an application with recommenders on the external student site, Workday:
  • Initiates a
    Student Application Recommendation Event
     business process event for each recommender.
  • Creates an external student site account for recommenders who don't already have one.
Custom notifications enable you to inform recommenders when these events occur. You can compose the contents of the email and include instructions about setting up or signing into an account on the external student site, and other helpful information.
  1. From the related actions menu of the
    Student Application Recommendation Event
     business process, select
    Business Process
    Add Notification
    .
  2. As you complete the task, consider:
    Option Description
    Override Email Template
    Select the email template for recommender notifications. If you don't select an override email template, Workday displays default text that might be confusing to users who are unfamiliar with Workday.
    Triggers
    Select
    On Entry
     and in the prompt, select
    a - Student Application Recommendation Event
    .
    Recipients
    In the
    Groups
     prompt, select
    Recommender as Self
    .
  3. In the
    Email Message Content
     section, compose the subject and body of the email.
    • Include the
      Recommender Password Reset Initiation Unique Link
       report field to provide a link for new recommenders to set up their external site account. Workday automatically creates an external student site account for new recommenders and they must complete the setup by resetting their passwords. You must include this report field; without it, recommenders won't be able to reset their passwords.
    • Include a link to your external student site for recommenders who already have accounts. To find the URL for your external student site, access the
      View External Student Site
       report and copy the
      Site URL
      .
    • Workday sends the same notification to new recommenders as well as recommenders with existing external student site accounts. Consider both audiences when composing the email.
    • To separate paragraphs with a blank row, add 2 rows with a
      Line Break
       report field.
    • If you don't enter a subject, Workday displays a default subject with the business process name and date.
When an applicant submits an application on the external student site with recommendations, the
Student Application Recommendation Event
 business process initiates and emails each recommender on the application. The notification applies the selected email template to the text that you composed.
Alma Mater University configures the body of their recommender notifications with these rows:
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
.