Modifying Self-Service Pages and Email Notifications

This topic list prerequisites for sending email notification and discusses:

ePerformance text catalog settings.
Text catalog keys for documents.
Text substitution for documents.
Delivered email text entries for documents.
Text catalog keys for business objectives.
Text substitution for business objectives.
Delivered email text entries for business objectives.
Text substitution for due date notifications.
Delivered email text entries for due date notifications.

ePerformance provides standard text that appears on self-service pages and in automatically generated email notifications. The text catalog stores these text entries. You can modify the text catalog entries as needed or create new ones to meet business needs.

To ensure email and workflow notifications are working properly, complete the following steps:

Activate emails using the Worklist System Defaults page.
Define the method used to notify originator using the System Workflow Rules page.
Define user notification preferences.
Define user's email address on the Email Addresses page.
Select email user as a routing preference on the User Profiles - Workflow page.

See Configuring Self-Service Transactions.

ePerformance makes use of the text catalog for storing text that appears on self-service pages, including field labels, button names, links, page instructions, and warnings as well as the text and subject lines of automated email notifications. You can modify text that appears on a page or in an email message by editing text in the Text Catalog feature.

The text catalog is partitioned by the applications that use it. Each partition can store and access data differently. To access the text catalog items that belong to ePerformance, enter HEP as the object owner identifier on the Maintain Text Catalog search page.

These are the unique settings that apply to ePerformance:

Sub ID

ePerformance partitions its text catalog entries by document type (performance and development) and by business objective. To retrieve text catalog entries, follow the instructions in this table:

Text Catalog Entries For	Instruction
Development documents	Enter `D` in the Sub ID field and specify an applicable usage, text ID or both for the search.
Performance documents	Leave the Sub ID field blank and specify an applicable usage, text ID or both for the search.
Objectives (business objectives)	Enter `O` in the Sub ID field and specify an applicable usage, text ID or both for the search.

ePerformance designates these keys for storing and retrieving its entries for performance and development documents:

Field or Control	Definition
Section Type	From the list of section types that you defined on the Section Definition page, select the section type to which the text pertains.
Author Type	From the list of role types that you defined on the Role Types page, select the evaluator role of the evaluation on which the text appears.
User Role	From the list of predefined system roles, select the system role to which the text pertains. This key is used to select text depending on the user's system privileges; for example, update or approve.
Document Status	Select the status to which the text pertains: `Acknowledged,` `Shared with Employee,Canceled,` `Completed,` `Define Criteria,` `Evaluation in Progress,Not Started,` `Approval,` `Pending Acknowledgement` or `Track Progress.`
Track Progress Sub Status	Select the number of the checkpoint (from `1` to `11`) or `F` (for the Finalize Criteria step) to which the text pertains.

When the system retrieves text from the catalog:

Section type key takes precedence over author type.
Author type takes precedence over user role.
User role takes precedence over document status.
Document status takes precedence over track progress sub status.

Note: An empty key functions as a wildcard. Entries with wildcard keys pertain to all possible values for the key.

Example of Text Retrieval for Documents in ePerformance

For example, if you define two different instructional messages for completing the Goals section of a document, one message for employees and an alternate version for managers, you would define the four keys as shown in this table:

Text ID	Section Type (Key 1)	Author Type (Key 2)	User Role (Key 3)	Document Status (Key 4)	Track Progress Sub Status (Key 5)
Any ID	Goal	Blank	Employee	Blank	Blank
Any ID	Goal	Blank	Manager	Blank	Blank

First, the system looks for entries with an exact match on Key 1 (section type). If it finds entries that match the key value (including the wildcard entry), it searches only those entries for the other values and picks up the best match. In this case, the section type for both entries is Goal, so the system looks at Key 2 (author type). It applies the same logic. Both values in this case are wild cards, so both entries remain possibilities. Now, the system looks for a match on Key 3 (user role) and finds an exact match on Manager. The system only considers entries where Key 4 is blank if it cannot find any match on key 3. Similarly; the system looks at entries where Key 5 is blank if it cannot find any match using the other four keys.

Text substitution in the Text Catalog feature works just like substitution in the PeopleTools Message Catalog. You supply the text values for the tokens, also referred to as bind variables, in a PeopleCode function call at runtime. The values are replaced by parameters in the PeopleCode when the text is rendered on evaluations.

To use this feature, you must know PeopleCode. If you want to update the delivered text IDs such that the substitution tokens take on a different meaning or are resequenced, you also need to make corresponding changes to the PeopleCode that calls the Text Catalog feature retrieval functions, since this copies supplier values to use in place of the tokens.

These are the tokens and the substitution text for each token that are delivered by ePerformance. You can insert up to five substitution tokens from the following list:

%1: The document type from the Document Type table (EP_REVW_TYP_TBL).
%2: The employee name formatted as first name, last name.
%3: The employee ID.
%4: The period begin date for the performance period.
%5: The period end date for the performance period.
%6: The due date of the evaluation.
%7: The component link that transfers the user directly to the applicable evaluation.
%8: The list of employees for whom an evaluation was successfully created during the background run.
%9: The list of employees for whom evaluations were not created.
%10: The Form-Create-Msg, which is one of two alternate messages that appear depending on the type of process that is run.
%11: The manager's name.
%12: The list of Items that were added, updated, copied or cascaded into the ePerformance document.
%13: The department name.
%14: The due date type (evaluation step).
%15: The list of employees who are review participants for the document.

This table lists the delivered text entries that ePerformance includes in system-generated email notifications. It specifies when and to whom notices are sent. Most text entries have two versions, one with the suffix -SBJ for use in email subject lines and a corresponding entry with the suffix -BDY for use in the body of email messages. When a notification is triggered by a status change or an action request on an evaluation, the body text that is generated contains a link to the corresponding evaluation.

Text ID	Recipient	Condition for Creating
ADHOC_BASE_SBJ ADHOC_BASE_BDY	Manager or Employee	An adhoc message is sent from the criteria document.
ADHOC_MAIN_SBJ ADHOC_MAIN_BDY	Manager or Employee	An adhoc message is sent from an evaluation.
ADHOC-NOM-SBJ ADHOC-NOM-BDY	Multi-participant Evaluation Candidate	An adhoc message is sent from the Nominate Participants page for an evaluation.
BASE-COMPLETE-SBJ BASE-COMPLETE-BDY	Manager or Employee	A manager completes the Track Progress - Finalize Criteria step.
BASE-CREATE-SBJ BASE-CREATE-BDY	Manager or Employee	The performance or development document is created by the manager, employee or ePerformance HR administrator.
BASE-REOPEN-SBJ BASE-REOPEN-BDY	Manager or Employee	The evaluation criteria (of the Define Criteria step) is reopened by either the manager or employee. The Define Criteria step, if enabled, is the first step of the appraisal process.
BASELINE-UPDMGR-SBJ BASELINE-UPDMGR-BDY	Manager	A manager adds an item to the criteria document.
CHG-DUEDATE-SBJ CHG-DUEDATE-BDY	Manager, Employee or Multi-Participant Reviewer	A manager or ePerformance HR administrator changes the due date of an evaluation.
CHG-STATUS-SBJ CHG-STATUS-BDY	Manager, Employee or Multi-Participant Reviewer	An ePerformance HR administrator or manager resets the status of the evaluation to `Evaluation in Progress.` This can happen if an evaluation is prematurely advanced to the next stage of the process.
CHKPOINT-COMP-SBJ CHKPOINT-COMP-BDY	Employee	A manager marks a checkpoint as `Completed`.
CHKPOINT-SKIP-SBJ CHKPOINT-SKIP-BDY	Employee	A manager skips a checkpoint.
CREATE-MGRDOC-SBJ CREATE-MGRDOC-BDY	Manager	An ePerformance HR administrator has generated documents using the batch process.
CREATE-ROLEDOC-SBJ CREATE-ROLEDOC-BDY	Employee	An ePerformance HR administrator has generated documents using the batch process.
CRITERIA-APRV-SBJ CRITERIA-APRV-BDY	Manager or Employee	The Define Criteria step has been approved.
DOC-CANCEL-SBJ DOC-CANCEL-BDY	Manager and Employee	An ePerformance HR Administrator or manager cancels the evaluation.
EE-ACKNOWLEDGE-SBJ EE-ACKNOWLEDGE-BDY	Manager	An employee acknowledges that they have reviewed the manager evaluation.
EMPDOC-COMPLT-SBJ EMPDOC-COMPLT-BDY	Manager	An employee marks the employee evaluation as `Completed`.
EVAL-CANCEL-SBJ EVAL-CANCEL-BDY	Manager, Employee or Multi-Participant Reviewer	An ePerformance HR Administrator, manager or employee cancels an evaluation.
MGRDOC-COMPLT-SBJ MGRDOC-COMPLT-BDY	Employee	A manager marks the manager evaluation as `Completed`.
NOM-ACCEPT-SBJ NOM-ACCEPT-BDY	Manager or Employee	A nominated employee accepts a nomination for a multi-participant evaluation.
NOM-CANCEL-SBJ NOM-CANCEL-BDY	Nominee	A nomination for a multi-participant evaluation is canceled.
NOM-DECLINE-SBJ NOM-DECLINE-BDY	Manager or Employee	A nominated employee declines a nomination for a multi-participant evaluation.
NOM-SUBMIT-SBJ NOM-SUBMIT-BDY	Participant	Nominations to participate in multi-participant evaluations are sent to nominees.
OTHDOC-COMPLT-SBJ OTHDOC-COMPLT-BDY	Manager and/or employee	A participant in a multi-participant evaluation completes their evaluation.
ROLEDOC-COMPLT-SBJ ROLEDOC-COMPLT-BDY	Manager	An employee completes reviewing the evaluation.
RQST-ACK-SBJ RQST-ACK-BDY	Employee	A manager marks am evaluation as `Pending Acknowledgement.` This message is sent to the employee requesting that they formally acknowledge the evaluation.
RQST-REVIEW-SBJ RQST-REVIEW-BDY	Employee	A manager changes the status of a manager evaluation to `Shared with Employee.`
TP-REOPEN-SBJ TP-REOPEN-BDY	Manager or Employee	A manager reopens the (Track Progress) Finalize Criteria step. The Finalize Criteria step is part of Track Progress business process. If enabled, it is the third step of the appraisal process.
TRANSFER-MGR-SBJ TRANSFER-MGR-BDY	New Manager	A manager or ePerformance HR transfers an evaluation to a new manager.
TRKPROG-SHARE-SBJ TRKPROG-SHARE-BDY	Manager or Employee	Comments are shared during the Track Progress business process.

These notification messages are used in email body text only.

Text ID	Recipient	Condition for Creating
MGR-FAIL-LIST	Manager	An HR administrator creates manager and employee documents, but some employee documents are not created. This message lists the employees for whom documents were not created.
DO-NOT-RESPOND	Manager and Employee	This is used in all notices.

ePerformance designates these keys for storing and retrieving its entries for business objectives:

Field or Control	Definition
Hierarchy Method	From the list of hierarchy methods that you defined on Objective Plan page, select the method to which the text pertains.
Section Type	From the list of section types that you defined on the Objective Section Definition page, select the section type to which the text pertains.

When the system retrieves text from the catalog, hierarchy method takes precedence over section type.

Note: An empty key functions as a wildcard. Entries with wildcard keys pertain to all possible values for the key.

Text substitution for ePerformance documents and business objectives works the same. ePerformance delivers tokens and the substitution text for use in business objectives:

%1: The Objective Item modified date.
%2: The section name label.
%3: The Section record number.
%4: The section type.
%5: The employee name formatted as first name, last name.

This table lists the delivered text entries that ePerformance includes in system-generated email notifications. It specifies when and to whom notices are sent. Most text entries have two versions, one with the suffix -SBJ for use in email subject lines and a corresponding entry with the suffix -BDY for use in the body of email messages. When a notification is triggered by a status change or an action on a business objective, the body text that is generated contains a link to the corresponding page.

Text Catalog ID	Recipient	Condition for Creating
PUB-OWNERS-SBJ PUB-OWNERS-BDY	Page owners	An Objective page is published.
PUB-ORGAN-SBJ PUB-ORGAN-BDY	Organization	An Objective page is published.
TRANS-SUB-NEW TRANS-NEW-OWNER	New page owner	An Objective page is transferred to a new owner.
TRANS-SUB-OLD TRANS-OLD-OWNER	Old page owner	An Objective page is transferred from the old owner to someone else.
CREATE-PAGE-SBJ CREATE-PAGE-BDY	Page owner	An Objective page has been created.
SUBMIT-PAGE-SBJ SUBMIT-PAGE_BDY	Page owner	An Objective page has been submitted for publication.
CASCADE-OBJ-EE-SBJ CASCADE-OBJ-EE-BDY	Employee	One or more objective items are cascaded to the employee’s performance document.
CASCADE-OBJ-MG-SBJ CASCADE-OBJ-MG-BDY	Manager	One or more objective items are cascaded to the performance document of the manager’s direct report.

ePerformance references the same list of tokens when creating text catalog entries for both documents and due date notifications.

Refer to the Text Substitution for Documents section for the list of tokens that are used in text catalog entries as subject lines and body messages for due date notifications.

See the Understanding Due Date Notifications topic for more information about the Due Date Notifications feature.

This table lists the delivered text entries that ePerformance uses in system-generated due date email notifications. It specifies to whom and the condition when these notifications are generated and sent. Each delivered due date notification template uses two entries, one with the suffix _SBJ as the subject line and a corresponding entry with the suffix _BDY as the body of email messages.

Text ID	Recipient	Condition for Creating
ALERT_EE_CRT_SBJ ALERT_EE_CRT_BDY	Employee	The due date for sending a critical reminder to the employee about a step in his or her document is reached.
ALERT_EE_ONS_SBJ ALERT_EE_ONS_BDY	Employee	The due date for sending a courtesy reminder to the employee about a step in his or her document is reached.
ALERT_EE_WRN_SBJ ALERT_EE_WRN_BDY	Employee	The due date for sending a warning reminder to the employee about a step in his or her document is reached.
ALERT_MGR_CRT_SBJ ALERT_MGR_CRT_BDY	Manager	The due date for sending a critical reminder to the manager about a step in his or her direct report’s document is reached.
ALERT_MGR_ONS_SBJ ALERT_MGR_ONS_BDY	Manager	The due date for sending a courtesy reminder to the manager about a step in his or her direct report’s document is reached.
ALERT_MGR_WRN_SBJ ALERT_MGR_WRN_BDY	Manager	The due date for sending a warning reminder to the manager about a step in his or her direct report’s document is reached.
ALERT_PRT_CRT_SBJ ALERT_PRT_CRT_BDY	Participant	The due date for sending a critical reminder to a participant about a step in his or her review document is reached.
ALERT_PRT_ONS_SBJ ALERT_PRT_ONS_BDY	Participant	The due date for sending a courtesy reminder to a participant about a step in his or her review document is reached.
ALERT_PRT_WRN_SBJ ALERT_MGRPRT_WRN_BDY	Participant	The due date for sending a warning reminder to a participant about a step in his or her review document is reached.

Modifying Self-Service Pages and Email Notifications

Prerequisites for Email Notifications

ePerformance Text Catalog Settings

Sub ID

Text Catalog Keys for Documents

Example of Text Retrieval for Documents in ePerformance

Text Substitution for Documents

Delivered Email Text Entries for Documents

Text Catalog Keys for Business Objectives

Text Substitution for Business Objectives

Delivered Email Text Entries for Business Objectives

Text Substitution for Due Date Notifications

Delivered Email Text Entries for Due Date Notifications