Recertification Workflows
Several permanent workflows/workflows handle re-certification. This section describes each permanent workflow/workflow and Audit configurations. Set up the configuration and enable these workflows to use the re-certification functionality. You can schedule time to run each workflow. EmpowerID uses default settings for each workflow if no configuration is applied to the audit. Default settings are defined on each workflow View One page and on associated Audit.
Audit Settings
The following visible fields appear in the Audit Configuration screen.
If email templates are missing from the audit, it will use it from the configured workflow parameters in Unreviewed Recertification Task Notification.
Notifications
Audit open task reminders and escalation notification configuration
Field | Description |
|---|---|
Notify Participant On Audit Creation | Enable this option to send email to the audit reviewers from the email template in All Participant Notification Email Template |
All Participant Notification Email Template | Specify the template the audit uses to send an email to audit reviewers after Audit Creation. |
Enable Notification | Enable this option to send email to the reviewers. It sends after number of days from audit start date configured in Notify Open Task Participant After Audit Start In Days if they have open tasks. It uses the email template in Open Task Notification Email Template and is based on the frequency configured in Notify Frequency In Days. |
Open Task Notification Email Template | Specify the template the audit uses to send an email reminder to reviewers who have open tasks assigned to them. Email Tokens:
|
Enable Reminder Notification | Enable this option to send a reminder email to reviewers who have open tasks assigned to them. |
Notification Frequency In Days | Set the frequency of open task emails. |
Enable Escalation | Enable to send an escalation email to the manager of reviewers. It sends after number of days before the audit ends configured in Escalation Open Task Participant Before Audit End In Days. It uses the email template in Open Task Notification Email Template and is based on frequency configured in Escalation Frequency In Days. Direct reports receive a cc of the escalation email. No option is provided to disable this; all escalation emails send a cc to direct reports. |
Escalate Open Task Participant Before Audit End In Days | Set the number of days before the audit ends on which the open task escalation emails are sent. |
Open Task Escalation Email Template | Specify the template the audit uses to send an escalation email to the manager of reviewers who have open tasks assigned to them. Email Tokens:
|
Escalation Frequency In Days | Specify the frequency of open task escalation emails. |
Template Audit Configuration
To make the current audit into a template audit based on which new audits can be created at scheduled time if Create Scheduled Certification Audit permanent workflow is enabled.
Field | Description |
|---|---|
Is Template | Enable this option to use the Audit as a template for creating new Audits with the parameters and on the schedule defined for the template. |
Enable Audit Creation On Schedule | Enable this option to use a schedule for the template audit. |
Audit Creation Schedule | Specify the template audit schedule. |
Audit Next Creation | Next Audit creation date will be used by the permanent workflow Create Scheduled Certification Audit |
Last Audit Creation | Displays the last Audit creation date. |
Audit Duration In Days | Displays the new Audit duration. |
Miscellaneous Configuration
Field | Description |
|---|---|
Enable Automatic Revocation After Due Date | Enable this option to revoke and close the Resource Attestation tasks when the permanent workflow Close Revoke Recertification Unreview Task After Audit Due Date runs. |
Create Scheduled Certification Audit
This permanent workflow creates an Audit from the Audit template and runs based on the schedule.
The Audit does not compile if the Audit template has no exclusion types or exclusion targets.
Workflow parameters
Parameter | Description |
|---|---|
AuditDeleteNotificationEmailTemplateName | Specify the email template for the audit to send for deletion notifications. |
Email Tokens |
|
AuditDeletedNotificationManagementRoleName | Specify the Management Role Name to notify. |
Close Revoke Recertification Unreview Task After Audit Due Date
This permanent workflow closes Audits that have Enable Automatic Revocation After Due Date enabled and the Audit has reached the Due Date. It closes each Resource Attestation by invoking the Close Resource Attestation workflow.
Process Group Fulfillment Workflow
This workflow creates fulfillment workflow tasks for groups which are sent to outbox, and sends an email notification to the owners. After a decision is made, it adds or removes the members. It sends an Email attachment containing the Action, Group, Description, Notes, First Name, Last Name and User Name.
Workflow Parameters
Parameter | Description |
|---|---|
ManagementRoletoNotify | Specify the Default approver for the task if the group has no owner. |
EmailTemplateName | Specify the email Template for the fulfillment task. |
Email Tokens |
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Unreviewed Recertification Task Notification
This permanent workflow sends notification and escalation emails to specified people using the email template, notification frequency in days, and escalation frequency in days when the Enable Notification / Enable Escalation is enabled for the audit.
Workflow Parameters
Parameter | Description |
|---|---|
NotificationDayCount | Specify the day count to use when Notify Open Task Participant After Audit Start In Days is not defined or is set to zero (0). |
EscalationDayCount | Specify the day count to use when Escalate Open Task Participant Before End Days is not defined or is set to zero (0). If it is set to a negative value, no emails are sent. |
FrequencyDayCount | Specify the day count to use when Notification Frequency In Days or Escalation Frequency In Days are not defined or are set to zero (0). |
NotificationEmailTemplateName | Specify the email template to send to the reviewer. |
Email Tokens |
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EscalationEmailTemplateName | Specify the email template to send to the Manager and CC to the Target Direct Report. |
Email Tokens |
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