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Recording Email addresses on all Employees/TPP's is crucial for Actions and Alerts/Reminders to function in ionMy. Email addresses are stored on Emp and TPP Contact Details screens. We will run through Reminders first as these need to be set up for your Action Alerts to work.
REMINDERS SETUP
Reminders are a 'template' of what gets sent to employees and TPP's (Third Party People) on many aspects in the system.
Alert Groups
First we will look at Alert Groups, as you may want 'Groups' of people to receive certain alerts. Your 'Group' could even be one specific Position within the Organisation. For example you may want the HR Manager to receive all Alerts relating to Staff.
Go to My Reminders > Setup > Alert Groups Click on whether the Alert Group is based on Positions or Employees. 'Positions' is the preferred option, as if an employee is transferred or resigns the Alerts need to be revisited.
Enter in the Alert Group 'Name' and then click on the pencil icon at "Assign To" Slide your position/s across to the right hand side box and click 'Select'
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This takes you back to the Alert Group where you just need to press 'Save' The Alert Group can now be attached to your Reminders, which I will show you shortly.
Reminders on Event
My Reminders > Setup - A long list of Reminders will display. Some of these are 'standard' and others will be ones your Organisation has previously set up. We will concentrate on Employee Actions today.
Click on the Reminder that has the 'Event' set to "On Staff Action Created"
Scroll to bottom of the screen and you will see the current template for this Alert
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If this was a NEW Reminder, you would:
-select an 'Event' from the drop down box
-select who it is sent 'From', which it can be from who Entered the Action, the System or HR Manager
-and who it is sent 'To'. Here is where you can select the Alert Group you created, or you can send it to HR Manager or who Entered the Action
-you then tailor your template message to what you require, with the capability of 'merging' in specific 'Arguments', such as 'Action Title', 'Who to Action' and 'Follow Up Date'.
-You can then tick if this Alert is to 'Generate Email', 'Generate SMS' (mobile numbers must be stored on Contact Details for this function to work) and 'Generate Internal Reminders'.
-and of course, press 'Save' to retain your changes/additions.
Timed Reminders
Some reminders are 'Timed Reminders', such as a Staff Action Follow Up. If you have recorded that you would like to Follow Up an Action in, for example 7 days, you can set up your Timed Reminder to be sent to 'whoever' is to follow up the Action a certain number of minutes PRIOR to this F/U date... for instance 1440 is 1 day prior
Go to My Reminders > Setup > Setup Reminders and find your Reminder
If it needs updating, click on the 'Edit' icon, change the minutes and then 'Update'
timing is in minutes, so 1440 is one day, 10080 is one week etc. The minutes fields can be changed to suit your needs
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You then still need to set your 'template' of what you would like on this Reminder back in Reminders > Setup, but ensure that you select the 'Event' of, for example, "On Staff Action Follow Up"
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ACTIONS
ionMy is designed as an auditable and legal trail of recording Actions. You will see the Actions List and Action Detail tabs across most '2nd tier' menu's in ionMy, and each different area's Actions function exactly the same. For this example we are looking at Employees Personal Details.
CREATING ACTIONS
Go to My Workforce > Personal Details and click on an Employee. This will take you to their Personal Details screen.
Click on the Action List tab and click on 'New' button
This takes you to Action Detail screen.
Fill in all details; Subject, Date, Who to Action (or a number of people).
Enter in Action Required/Message which is the details that are sent on the automatic email generated by ionMy
Select 'Yes' if the Action is closed once a Reply is received (this can be either by email from replying to the automatic email received OR by entering a reply in this Action).
If you want to set a Follow Up Date enter in the f/u date and, if you want, how many more days AFTER this date you want to follow up again (this is not mandatory). This will continue sending Follow Up messages until the Action is closed.
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'Save' the entry.
Once saved, you can go back into the action and Upload any documentation.
The Reminder is also sent that we set up for the Event of "Staff Action Created"
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RESPONDING TO ACTIONS
You will receive an email, SMS or by looking at your Open Actions list in ionMy. Emails are the most common way of using Actions within ionMy.
Once the email arrives, you can click on the URL link included in the message, if your reminder was set up containing this Link. This will take you into the specific Action.
If you do not need to log into ionMy to view what you are Actioning, you can simply reply to this email and the details are automatically taken through to ionMy. If the action is set to 'Close' on Reply, replying via email will also close the Action
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Reply to Action via ionMy if you are in the database. Type in response, attach any documents you want, click save and then you are done.
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You will be able to then see the action and all of its Replies and attachments on the Action. Its your online filing cabinet.
If you had ticked Action to be closed on Reply, then the Action would now be closed.
CLOSING ACTIONS
If the Action is set up to Close on Reply, then there is no need to go through these steps. You can 'Sign Off' on the Action. Simply click on the 'Sign Off' icon at the top of the page right hand side
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and a pop up box will appear. Fill in the sign off date and select the 'Sign Off and Close' button. This records WHO closed the action and the date it was completed.
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If you want to 'close' the Action manually, enter into the Action and change the Status to 'Closed', then press 'Save'. Note that Closing an action this way does not record Who closed the Action or When it was closed.
Click here to download a copy the guide:
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