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How to move a legacy HR notification to a new notification

Ciphr Academy
Updated
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This guide explains how to recreate a legacy notification as a new notification, then switch over without anyone receiving the same email twice. New notifications give you full control over the audience, schedule, filters and send time, use your current branding, and let you restore an earlier version.

Don't see this yet? 

This is currently only with early-access customers, and will be launched in November

 

Contents

 

Before you start

Your legacy notification keeps running while you build the new one, so there's no rush. Open the legacy notification and make a note of:

  • The subject and body text. You can copy these into the new notification
  • Who it's sent to, including any CC or Bcc addresses
  • Its current status: Disabled, Test or Live
Note: To Manage Notifications you need a system administrator licence and access to the page in Role Management.

 

Choose the matching notification type

Every new notification starts with a type. The type decides which date it sends against and what you can narrow it to. Use this table to find the type that matches your legacy notification.

If your legacy notification is about Choose this type
A new starter joining Starter
Someone leaving Leaver
A probation period ending Probation
A fixed-term contract ending Contract End
Birthdays Birthday
Length of service Service Anniversary
A qualification or registration expiring Qualification
A course booking or reminder Training
A DBS or other employee check Employee Check
Right to work documents expiring Right to Work Expiry
Annual leave left at the end of the holiday year Holiday Year End
Reviews due or not signed off Talent Management Review
Self-service changes waiting to be verified Outstanding Verification
Allowances starting or ending Allowance
One-off payments Payment
Documents added to a record Document Added
Further information dates on Personal Details Further Information Date

For what each type does and the options it gives you, see HR Notification types and examples.

 

Recreate the notification

  • Go to Employee Communications > Manage Notifications and select Create New Notification
  • Choose the type that matches your legacy notification
  • Description: give it a name you'll recognise. 
  • Subject and body: Write the subject and body of the notification or you can copy in the text from the legacy notification. Don't copy any tags. Delete them, then add each one again using Insert field. 
  • Schedule: choose when it sends, for example 14 days before the employee's probation end date. Use the optional settings to narrow it down, such as a particular course or leaving reason
  • Audience: on the Audience tab, choose which employees the notification is about
  • Recipients: on the Recipients tab, add who should receive the email
  • Set the status to Test and save. Test notifications send every email to the test recipients in your global settings, not to employees

For full details of each setting, see Creating an HR Notification.

 

Switch over from the legacy notification

Turn off the legacy notification before you make the new one live. This stops employees receiving the same email twice.

  • Check the test emails after the notification next runs, and make any changes
  • Open the legacy notification and set its status to Off, then save
  • Open the new notification and set its status to Live, then save
  • Check the new notification's View send log after the next run, to make sure it's reaching the right people

If there's no matching type

We're continually expanding the available notification types and capabilities, with more being added over time.

If you can't find a matching type or a setting you need isn't available, keep your legacy notification running. It will continue to work as it does today.

We welcome your feedback! If there's a notification type or capability you'd like to see added, please raise this with our Customer Care team so we can review your feedback and consider it for future enhancements.

 

 

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