This guide explains how to make small changes to a legacy HR notification, such as updating the wording, switching it off or changing who receives it. Legacy notifications can't be restored to an earlier version, so check each change carefully before you save.
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⚠ Important: before you change a legacy notification
If you need to change more than the wording, recipients or status, we recommend recreating it as a new notification instead. |
Contents
- How legacy emails are built
- Make changes in a safe order
- Change the subject or wording
- Change a shared part, such as the footer
- Change who receives the notification
- Turn a legacy notification off or into test
- Related articles
How legacy emails are built
A legacy notification doesn't store one fixed email. It builds the email each time it runs, so it can look slightly different depending on the situation. For example, it may add a heading when the notification is in test.
- Path: each version of the email is called a path. Use the path option at the top of the page to move between them
- Wording: the email is made up of separate parts, shown as tabs under Wording. These differ between notifications
- Preview email: shows how each version of the email looks
| Note: To Manage Notifications you need a system administrator licence and access to the page in Role Management. |
Make changes in a safe order
To avoid sending an unfinished email to employees, follow this order for any change:
- Set the notification to Test and save
- Make your change
- Use Preview email to check each version of the email
- Save, then check the test emails after the notification next runs
- When you're happy, set it back to Live and save
If you make a mistake, click Undo my changes or leave the page without saving. Your changes won't be kept unless you save.
Change the subject or wording
- Go to Employee Communications > Manage Notifications and open the legacy notification
- Edit the Subject if needed
- Under Wording, select the tab for the part you want to change, then edit the text
- Check other paths, in case the same wording appears in more than one version of the email
- Use Preview email to check your changes, then save
Tags show details such as an employee's name or a date. Edit the text around them, but don't delete or move them. You can't add new tags to a legacy notification.
Change a shared part, such as the footer
Some parts, such as the footer, signature and styling, are shared by several notifications. A shared part shows how many notifications use it.
- Open the shared part under Wording
- Click the option to Edit for all [xx] notifications. You can't change a shared part for just one notification
- Make your change, check it with Preview email, then save
Your change applies to every notification that uses that part.
Change who receives the notification
You can change the recipients on most legacy notifications. If the option isn't there, the system can't safely tell who the email is about, so the recipients can't be changed. To change them, recreate it as a new notification.
| ⚠ Important: changing the recipients removes all the existing To, Cc and Bcc addresses. You can’t restore them, and the new recipient options may not match the old ones exactly. If you’re not sure who the notification sends to now, check View send log before you change anything. |
- Check who the notification currently sends to, using View send log
- Select Change recipients and confirm
- Choose the new recipients
- Set the notification to Test and check the test emails go to the right people before you set it back to Live
Turn a legacy notification off or into test
- Open the legacy notification
- Choose Disabled, Test or Live from the dropdown at the bottom of the page, then Save
Related articles
- What are legacy notifications in HR?
- How to move a legacy HR notification to a new notification
- HR Notification types and examples
- Manage Notifications - HR page access
- Previewing HR Notifications and branding
- HR notifications: FAQs
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