Let's assume that your HR system stores data in a relational database like Oracle, SQL Server or toehr4 similar.
Let's also assume that these emails should be sent at 9:00 AM. Therefore you would schedule a daily job of script type to connect to your HR database run an SQL query to get the list of people names whose end of probation date equals system date minus 30 days and no form has been submitted. The same query can also return name and email of the supervisor.
For every returned name the script will send an email to supervisor with the evaluation form attached and person name, ID, etc... referenced in the message subject and asking to complete the attached form and email it to some place. If you choose to use JAL scripts for your jobs in order to make a database connection you will need to configure a database profile using Tools/Database profiles menu.
Having done that you can make a database connection from a script as simple as
DatabaseConnect "MyDatabaseProfileName" To get a list of people and attributes do DatabaseRetrieve "query text here", ...
To loop though the list use LoopUntil or LoopWhile
To send an email use MailSendWithAttachments
When done call DatabaseDisconnect to disconnect from the database Similarly you would create and schedule your second job. This job should differ from the first one by the query text only. This query would find all people whose probation date equal system date minus 10 days and no form is still submitted. Similarly you would create and schedule your third job. This job should differ from the first one by the query text only. This query would find all people whose probation date equal system date minus 3 days and no form is still submitted. Once the evaluation is received by HR Dept they will use some program to update "form received" flag in the database. This flag will control appearances of the first, second and third emails. Pretty simple. What do you think? : Hi, : I really wish that your product 24x7Scheduler would really be the product
: that we are looking for.
: Below is a brief description of the task of what we would like to use your
: product in order to streamline the task we are currently doing. : We would like to have a more in depth in ¡§how-to¡¨ use the
: program in order to achieve the tasks efficiently and effectively. Hence,
: the description of the task is provided below, and if you can provide us
: a more detailed on ¡§how-to¡¨ use the program in an easy friendly way is
: definitely great. : Actually we'd like to automate our End of Probation confirmation process and
: the particular task is described
: as follows: Probation Evaluation Forms to be received on time from superiors : Steps: 1. The scheduler is interfaced with HR system. The end of probation
: date field will trigger to automatically
: send email notification to supervisors with attachement. : 2) The first email, which acts like an alerter, lets the supervisors
: know that they will start to evaluate the followers who are under his/her
: supervision due to the probation end date. Once the evaluation is done,
: the evaluation form must be sent back to HR Dept. : 3) We would like to set this email to be sent automatically 30 days prior to
: the end of the employee's probation end date.. : (in this case, there must then be a "bridge" to link your program
: with our database, but how to?) : a. The content in the email will be similar as below: Follower¡¦s name,
: Grade, Position, Probation End Date + attached with the probation
: evaluation form
: By doing this way, the supervisors will be more easy to follow up : 4) 10 days after the first email is sent, a second email will be
: sent as a reminder. : 5) 3 days after the second email is sent, a third email will be
: sent and this will be the last email. : 6) Once the evaluation is received by HR Dept., we will update a checkbox in
: the system to stop the
: Scheduler from sending further emails. : The trial of your product has been downloaded already for two weeksareand.
: As we are still waiting to hearing from you for further assistance, it's glad
: that if you can reply the message as soon as possible becasue the free
: trial expires in 2 weeks. : Thanks. : Bobo
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