Self-serve notifications is the first release of a new tool, so there are some things it can't do yet. This article lists those limits, explains how to work around them where you can.
It's for system admins setting up or managing notifications in Ciphr HR. Where something is planned, we've said so, but we can't yet confirm dates.
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Contents
- Recipients and audience
- Triggers and timing
- Email content and attachments
- Existing notifications
- Access and admin
- Related articles
Recipients and audience
You can send to the employee, their manager, the manager's manager, your HR inbox or any address you type in, with CC and BCC. A few gaps remain.
| What you can't do | What to do instead |
|---|---|
| Send to an employee's deputy | Type the deputy's address in as a recipient. We're looking at adding deputies. |
| Pick a "future joiners" audience | People who haven't started aren't in Current staff. Use All staff, or a subset based on All staff, for anything sent before a start date. |
| Add or remove a single recipient on an existing notification | Choose Override, which clears all current recipients, then add back the ones you want. |
Triggers and timing
New notifications send based on a date (such as a start date or renewal date) or on a fixed schedule. Each notification has one rule, set up to 365 days before or after the date.
| What you can't do | What to do instead |
|---|---|
| Send when a field is filled in or a toggle is set (for example, when an end date is entered) | Use a date-based rule on the related date. Any existing notifications that work this way keep running. |
| Count in working days | Rules use calendar days, so emails can arrive at weekends. Allow for this when choosing the number of days. |
| Set more than one rule on a notification | Create it once, then use Duplicate and change the timing (for example, 7 days before and 7 days after). |
| Send test-mode emails straight away | Test emails go out at the next daily run, usually the next day. You can see when your notifications send in global settings. |
| Go beyond 365 days before or after a date | Not currently supported. For a yearly reminder that isn't tied to an employee date, use a fixed-date notification. |
| Target a single talent review form | Filter by review type instead. Dates captured inside a review form can't trigger a notification. |
| Trigger from custom date fields on safeguarding forms | Use the commencing or expiry date of the check. |
| Use absence triggers such as Bradford Factor or absence thresholds | These templates are coming soon. Your existing absence notifications keep running until then. |
A rule set to exactly "7 days before" never fires if the record is added late. Use "between" (for example, 7 days before and 0 days after) so late-added records are still caught. The email still sends only once.
Email content and attachments
You can use rich text, hyperlinks, emojis, merge tags and attachments, and mark an email as high importance.
| What you can't do | What to do instead |
|---|---|
| Add images to the email body | Not currently available. Emojis are supported. |
| Attach more than 5 files, or more than 5MB per file (7MB in total) | Keep onboarding packs and large documents in Ciphr HR and link to them from the email. |
| Change the font | Emails use the font from your branding setup. |
| Have more than one global signature (for example, one per entity) | Write the entity-specific signature into the email body. |
| Use further information fields or pay fields (pay basis, annual pay, basic pay) as merge tags | Merge tags vary by template, so check the template's tag list. |
| Preview with real employee data | Preview uses sample names. Put the notification in Test to see it with your own data. |
Existing notifications
Notifications Ciphr set up for you before self-serve was switched on keep running as they do today. On these you can change only the subject, body text, recipients and status.
| What you can't do | What to do instead |
|---|---|
| Change the timing rules or audience | Rebuild it from a template, test it, switch it on, then switch the old one off. If no template fits, let us know and we will consider it for future improvements. |
| Add or change attachments | Rebuild it from a template, or contact Ciphr support. |
| Duplicate it | Create a new notification from a template instead. |
| Remove the existing merge tags | Leave them in the text, or the notification may stop working. If an edit breaks it, restore it to the version that was brought across. |
Access and admin
| What you can't do | What to do instead |
|---|---|
| Let non-admins manage notifications | Only system admins can use the tool. |
| Restrict who can see or edit a particular notification | Anyone with access to the page can view and manage every notification. Per-notification permissions are planned. |
| Switch several notifications on or off at once | Change the status on each notification individually. |
| Manage system emails, such as sign-in and verification emails | These show as coming soon. A future phase brings them into the same place. |
Related articles
- Introducing Notifications
- Manage Notifications - HR page access
- Configuring global settings for HR notifications
- HR Notification types and examples
- Creating an HR Notification
- Previewing HR Notifications and branding
- Duplicating an HR Notification
- What are legacy notifications in HR?
- How to move an HR legacy notification to a new notification
- HR notifications: FAQs
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