Workflow email placeholders

Most steps within workflows will generate emails.

These emails, as well as containing generic content, can contain placeholders which the workflow will replace with the relevant system fields when it gets sent.

Placeholders work in the workflow step name and description in addition to the email subject and content.

Please note: If the request requires an action or approval the link will automatically be included in the email - you do not need to add the link each time.

Quick tip

When adding system fields, if you type [ (left square bracket) followed by the field name in the relevant text box the system will give you a list of all fields that match - for example typing [bank would show a list containing [employee_bank] at which time you can click on the item in the list and this will insert into the text box without needing to type the whole text or copy and paste etc


The fields which can be used are:

[employee_system_id]
[employee_first_name]
[employee_sur_name]
[employee_name]
[employee_known_as]
[employee_works_id]
[employee_address]
[employee_address2]
[employee_town]
[employee_county]
[employee_postcode]
[employee_country]
[employee_work_email]
[employee_work_telephone]
[employee_work_mobile]
[employee_home_email]
[employee_home_telephone]
[employee_home_mobile]
[employee_start_date]
[employee_anniversary_date]
[employee_service_years]
[employee_next_service_years]
[employee_leave_date]
[employee_resignation_date]
[employee_last_working_day]
[employee_contract_end_date]
[employee_dob]
[employee_birthday_date]
[employee_age]
[employee_next_age]
[employee_birthday]
[employee_ni]
[employee_bank]
[employee_emergency_contact]
[employee_probation_date]
[employee_login_name]
[employee_new_password]
[employee_requested_assets]
[employee_current_systems]
[employee_custom_1]
[employee_custom_2]
[employee_custom_3]
[employee_custom_4]
[employee_custom_5]
[employee_custom_6]
[employee_custom_7]
[employee_custom_8]
[employee_custom_9]
[employee_custom_10]
[candidate_first_name]
[candidate_sur_name]
[candidate_email]
[candidate_telephone]
[candidate_role_applied_for]
[candidate_apply_date]
[candidate_stage]
[candidate_available_date]
[timeoff_type]
[timeoff_start_date]
[timeoff_end_date]
[timeoff_duration]
[timeoff_employee_comments]
[timeoff_manager_comments]
[training_name]
[training_location]
[training_start_date]
[training_duration]
[training_expiry_date]
[expenses_name]
[expenses_total]
[expenses_date]
[mileage_name]
[mileage_total]
[mileage_date]
[timesheets_name]
[timesheets_date]
[requisition_reason]
[requisition_job_title]
[requisition_department]
[requisition_job_status]
[requisition_location]
[requisition_salary]
[requisition_hiring_manager]
[requisition_start_date]
[json]
[xml]
[request_status]
[employee_current_salary]
[employee_new_salary]
[employee_current_hours_per_week]
[employee_new_hours_per_week]
[employee_current_working_days]
[employee_new_working_days]
[employee_current_job_title]
[employee_current_job_status]
[employee_current_headcount_classification]
[employee_current_office_name]
[employee_current_site_address]
[employee_current_site_address2]
[employee_current_site_town]
[employee_current_site_county]
[employee_current_site_postcode]
[employee_current_site_country]
[employee_current_region]
[employee_current_department]
[employee_current_division]
[employee_current_company]
[employee_current_cost_centre]
[employee_current_job_grade]
[employee_current_finance_id]
[employee_current_super_approver]
[employee_current_head_of_department]
[current_manager_first_name]
[current_manager_sur_name]
[current_manager_work_email]
[current_manager_job_title]
[employee_new_job_title]
[employee_new_job_status]
[employee_new_headcount_classification]
[employee_new_office_name]
[employee_new_region]
[employee_new_department]
[employee_new_division]
[employee_new_company]
[employee_new_cost_centre]
[employee_new_job_grade]
[employee_new_finance_id]
[new_manager_first_name]
[new_manager_sur_name]
[new_manager_work_email]
[employee_new_super_approver]
[employee_new_head_of_department]
[effective_date]
[changes_old_date]
[changes_new_date]
[workflow_comments]


IMPORTANT: If you wish to use any of the 'new' type fields such as [employee_new_job_title] and so on or any fields relating to requests such as time off, training and so on then you should ensure you are using an APPROVAL workflow - these fields will not work in any other type of workflow

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