WebCenter Admin - Setting Up Notifications

What are WebCenter Notifications?

WebCenter, our online web portal for you employees, customer contacts, and vendors, allows you to set up email notifications for all your users. These emails are sent out automatically based on certain WebCenter or HRCenter situations or events. 

In order for these notifications to work, you first need to set them up in WebCenter Administration. 

This Article Covers: 

  1. Setting Up Your Email
  2. Enabling Notification Events
  3. Modifying Email Templates



Step 1: Setup Your Email

The first thing you need to do is decide what email these notifications are sending from. We recommend having a "Noreply" or other generic email that these notifications are sent from. 

In order to set up your email for WebCenter notifications, you will need to have some technical information about the email address you want to use. Gather the following information from your IT team or email provider: 

  • Email Address
  • Host Name
  • Port
  • Do they require a username and password?

To Setup a Notification Email in WebCenter

  1. In WebCenter Admin, navigate to Config > Notifications 
  2. Add your email address
    • Navigate to "Notifications: From Address" & select show rules
    • Add a New Rule to specify when this email address should be used 
  3. Enter your Host Name
    • Navigation to "SMTP Host Name" & select show rules
    • Add a New Rule to specify when this host name should be used (should be the same criteria as from address above) 
  4. Select Your Email Port
    • Navigation to "SMTP Port Number" & select show rules
    • Add a New Rule to specify when this port should be used (should be the same criteria as from address above)  
  5. Optionally, add the following:
    • If your email provider requires a username and password to send an email, navigate to "SMTP Credentials: Username" and "SMTP Credentails: Password" and add a rule to specify the username/password that must be used 
    • If you want a specific display name to appear when sending emails, select "Notifications: From Name" and add a rule to specify the sender name 

Now that you have set up your email to be used for notifications in WebCenter, you need to specify which notification events will prompt an email. 



Step 2: Enable Notification Events

WebCenter has a number of notification events that you can enable or disable for users. 

*Note* Keep in mind that enabled notifications can be turned off by the individual employee or customer contact (see Employee: WebCenter Notifications or Customer: WebCenter Notifications for more info)

Notification events are found in WebCenter Admin under Config > Notifications.

For Each Notification Event, you can create a rule to enable or disable it. The default setting will be listed next to the event name. 

  • True = Notification Enabled
  • False = Notification Disabled
Example Rules: 

Enable a Notification for the Entire Application:

The WebCenter Application name option allows you to change the default to True in this case. 

Enable a Notification for a Specific Branch: 

Here is the full list of notification events:
Notification EventDescriptionDefaultEmail Recipients
Added Order CandidateSent when a candidate is added to an order through the Job Board, WebCenter, or EnterpriseFalseBranch, Contact
Application FinishedSent when an application is completed and submitted in HRCenterFalseApplicant, Branch
Application Registered New UserSent when an applicant starts an application through HRCenter FalseApplicant, Branch, Employee
Application RejectedSent when an application is automatically rejected in HRCenterFalseBranch
Candidate MessageSent when there is a candidate for a customer to reviewFalseBranch
Candidate To ReviewSent when there is a candidate for a customer to reviewFalseContact
Create Order RequestSent when a customer contact submits a new orderTrueBranch, Contact
Customer Order Status ChangeSent when an order status has been changedFalseContact
Customer Update Candidate StatusSent when a customer contact changes a candidate statusTrueBranch
Employee Accept OrderSent when an employee accepts an orderTrueBranch
Employee Update AddressSent when an employee updates their addressTrueBranch
Enable Emails for Automatic TimeCard ApprovalEmails when system automatically approves a timecard (if TimeCard Approval is disabled, this will have no effect) TrueEmployee, Contact
Evaluation Assignment FinishedSent when an assignment endsFalseEmployee, Contacts
Evaluation Thank YouSent when a user completes the evaluationFalseContact, Employee
EW2 InviteSent to invite an employee to sign up for electronic W-2sTrueEmployee
HR Order DistributionSent to HR Contacts on an order when a candidate status changes to s-HRnotifyFalseContact 
Order Request ApprovedSent when a customer contact approves an order requestTrueContact
Order Request Notifications to Account ManagersSends Order Request notifications to Account Managers instead of to the BranchFalseAccount Manager
Order Request RejectedSent when a customer contact rejects an order requestTrueContact
Order Request ReviewSent when a customer contact submits an order request and another customer contact needs to review (see Configuring WebCenter Order Requests for more info) TrueContact
Password RequestSent when a user requests to change their passwordTrueApplicant, Contact, Employee, Service Rep, Vendor Contact
TimeCard Approved Sent when a timecard is approvedTrueContact, Employee
TimeCard RejectedSent when a timecard is rejectedTrueContact, Employee
TimeCard SubmittedSend when a timecard is submittedTrueContact, Employee
Update Candidate StatusSend when a candidate status is updatedFalseVendor Contact
User Message Service RepSent when an employee, contact, or vendor sends a message from WebCenter. Will show/hide the option for Employees, Customer Contacts, or Vendors to message a service rep from WebCenterTrueService Rep
Vendor Order DistributionSent when a service rep sends a vendor an order from EnterpriseTrueVendor Contact
Vendor Order Status ChangeSent when a vendor accepts or rejects an order or the order status is changed by a service rep in EnterpriseFalseBranch, Vendor Contact
W2 PostedSent when a W2 has been posted and is availabe to be viewed in WebCenterTrueEmployee
WebCenter Invitation For EmployeeSent when a customer contact or vendor is given WebCenter login credentials by a service rep in EnterpriseTrueContact, Vendor Contact
WebCenter Invitation for CustomerSend when an employee is given WebCenter login credentials from a service rep through EnterpriseTrueEmployee



Step 3: Modify Email Templates

Each email notification has a default email template that will dictate what the email looks like to the recipient. You can customize these email templates to work best for your processes. 

Navigate to Email tab in WebCenter Admin to see all email templates: 

Navigation: 

You can select a recipient along the top to see only email notifications related to that recipient

If you have multiple Entities with separate HRCenter/WebCenter options, you can select the entity along the left 

For each notification template, select details to open up more options including editing and copying templates: 

Customizing a Template

Each notification event will have a default template that you can view but not edit. 

To create your own, select the copy option & select Edit on the new copy to change or update the template

Each template will have a Title, Description, Subject, and Body: 

  • The title and description are there for your admin purposes so you know which template option to use. 
  • Email Subject will be subject that recipient sees
  • You can utilize the formatting options to customize what the format will look like for the email: 
  • You can add and edit a table using the table options: 
  • You can enter dynamic fields that will change. For example, first and last name will be different for each recipient or Year will be different based on the date: (each template may have different dynamic fields) 


Once you have made changes and chosen save, you will need to select the template you want to use: 

*Note* For each notification type, only one template can be used. 

Changing Templates Based on Recipient:

Even though you can only have one template per notification type, there are still options if you want to personalize an email for an employee vs. a customer contact vs. branch, etc. 

For example, the template for register new user may be different for the employee and the branch

You can use the dynamic fields If--IsEmployee, Else---IsEmployee, and EndIf--IsEmployee. 

First use the If--IsEmployee field before the template you would like to use for the employee. This field says everything after If--IsEmployee and before Else---IsEmployee will be what the employee is sent via email. 

After you have made your template for what the employee should see, enter Else---IsEmployee. This says for anyone not an employee use the following information. Then create the template as you want the Branch (or not employees) to see. 

The last step is to enter the EndIf--IsEmployee. This signifies that the template ends here and wraps things up. 

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