Reminder Rules

Reminder rules define the rules for sending various reminders in the form of email notifications in Lanteria HR. Email notifications are sent automatically by the Reminders job on the basis of reminder rules. Each reminder has a unique notification type that defines the conditions for sending a notification to the specified recipients on the specified date.

To set up reminder rules

1. Go to Settings > Settings and Configuration > General > Notifications and Reminders.
2. On the Basic tab, click Edit next to Reminder Rules. The Reminder Rules list will open in spreadsheet mode.
   
3. Fill in or edit the necessary information in columns:
   • Notification Type - select the event type from the drop-down list. This notification type defines the conditions for sending a notification for the specified recipients on the specified date. 

     Notification Type	Explanation
     360 Feedback Reminder	A notification will be sent to the specified recipients an X number of days prior to or after the reminder date (the 360 Feedback Review round due date) that was specified in the Due Date field during the 360 Feedback Review round creation. Select the Employee recipient to send this reminder to internal or external 360 feedback reviewers, selected for the review round. Select other roles to also send the reminder to other roles that are related to the employee being reviewed, even if they are not specified as reviewers.
     Absence Reminder By Reminder Date	A notification will be sent to the specified recipients an X number of days prior to or after the reminder date (the Reminder Date field value) that was specified during the absence creation. This applies to all types of absences.
     Approval Reminder	A notification will be sent to the specified recipients an X number of days prior to or after the due date on the Approval Requests list. This due date is calculated on the basis of the Duration in Days field value  in the corresponding step of the related approval workflow.
     Birthday Reminder	A notification will be sent to the specified recipients an X number of days prior to or after the date of birth (the Date of Birth field value) on the employee card.
     Competency Assessment Reminder	A notification will be sent to the specified recipients an X number of days prior to or after the last date when the employee's competency was assessed (the Last Assessment Date field value).
     Development Activities	This type is used internally by the system for technical purposes. Do not create reminder rules using this notification type.
     Development Activity Reminder	A notification will be sent to the specified recipients an X number of days prior to or after the start date (the Start Date field value) of the development activity.
     Development Need Reminder	A notification will be sent to the specified recipients an X number of days prior to or after the due date (the Due Date field value) of the development need. Use it to notify users about the development needs that are overdue or are about to expire.
     End of Accrual Period	A notification will be sent to the specified recipients an X number of days prior to or after the end date of the spending period. The spending period in most cases coincides with the accrual period and is one year starting from either Company Year Start Date, Employment Date or Service Date,  depending on the Accrual From setting in the absence plan. If the Spending Year Shift Months field in the absence plan is filled in, the spending period will differ from the accrual period and will be shifted the specified number of months from the accrual period start date. The spending period end date is the last day before the next period start. For example, if the spending period is based on the Company Year Start Date and the current period started on Jan 1, 2019, the end of period will be Dec 31, 2019. If the reminder is set up to be sent one day before the period and date, it will be sent on Dec 30, 2019.
     Expiring Certificates	A notification will be sent to the specified recipients an X number of days prior to or after the certificate expiration date (the Expires field value).
     Expiring Competencies	A notification will be sent to the specified recipients an X number of days prior to or after the employee competency expiration date (the Expiration Date field value).
     Expiring Development Activities	A notification will be sent to the specified recipients an X number of days prior to or after the expiration date (the Expiration Date field value) of the development activity.
     Expiring Job Contracts	A notification will be sent to the specified recipients an X number of days prior to or after the expiration date (the Expiration Date field value) of the job contract.
     Expiring Vaccination Documents	A notification will be sent to the specified recipients an X number of days prior to or after the expiration date (the Expiration Date field value) of the vaccination document.
     Extra Days Reminder	A notification will be sent to the specified recipients an X number of days prior to or after the starting date (the Start Date field value) of the extra days (additional paid leave).
     HR Process Action Reminder	A notification will be sent to the specified recipients an X number of days prior to or after the due date (the Due Date field value) of the HR process action.
     Interview	This type is used internally by the system for technical purposes. Do not create reminder rules using this notification type.
     Overdue Development Activities	A notification will be sent to the specified recipients an X number of days prior to or after the due date (the Due Date field value) on the development activity.
     Overdue Employee Objectives	A notification will be sent to the specified recipients an X number of days prior to or after the due date (the Due Date field value) of the employee objective.
     Performance Review Reminder	A notification will be sent to the specified recipients an X number of days prior to or after the due date (the Due Date field value) of the performance review step for the current responsible person.
     Probation Reminder	A notification will be sent to the specified recipients an X number of days prior to or after the probation end date (the Probation End Date field value) on the employee card.
     Probation Review Notice Reminder	A notification will be sent to the specified recipients an X number of days prior to or after date, calculated according to the following formula: Notification Date = Probation Review (Meeting Date) - Probation Review Stage (Notice Period).
     Salary Review Approved	A notification will be sent to the specified recipients an X number of days prior to or after date when the salary review gets the Approved status.
     Salary Review Open	A notification will be sent to the specified recipients an X number of days prior to or after date when the salary gets the Open status.
     Salary Review Pending Approval	A notification will be sent to the specified recipients an X number of days prior to or after date when the salary gets the Pending Approval status.
     Salary Review Rejected	A notification will be sent to the specified recipients an X number of days prior to or after date when the salary gets the Rejected status.
     Salary Review Reminder	A notification will be sent to the specified recipients an X number of days prior to or after the due date (the Due Date field value) of the salary review round.
     Sickness RTWI	A notification will be sent to the specified recipients an X number of days prior to or after the date when sickness gets an indication that the return meeting was not conducted (RTWI Conducted = No).
     Termination Reminder	A notification will be sent to the specified recipients an X number of days prior to or after the termination date (the Termination Date field value) on the Terminations list.
     Vacancy Closed	A notification will be sent to the specified recipients an X number of days prior to or after the vacancy closure due date (the Due Date field value on the vacancy).
     Vacancy Open	A notification will be sent to the specified recipients an X number of days prior to or after the vacancy open date (the Start Date field value on the vacancy).
     Work Anniversary Reminder	A notification will be sent to the specified recipients an X number of days prior to or after the employee's work anniversary date (the Employment Date field value) on the employee card.

   • Rule - select Before or After depending on whether you need to send a reminder a certain number of days (specified in the Number of Days field) prior to or after the date defined by the notification type respectively.
   • Number of Days - enter how many days prior to or after the event, depending on the Rule field value,  the reminder should be sent.
   • Recipients - select the roles of recipients to whom the reminder will be sent.
   • Additional Recipients - optionally, specify e-mail addresses of additional recipients, which will  be delimited by a semicolon.

It is possible to create several reminders for each event. For example, the first reminder can be sent 5 days before a certificate expires and the second one a day after that.