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Recipe builder

A breakdown of the options available when building a recipe in Sage HR.

Written by Oliver Cook

Name

This is what the recipe will appear as in your recipe settings.

Recipe trigger

The When this happens... section is what you want to trigger the recipe. For example, 'when an employee has a birthday'.

You can select the following options:

Employee

When you select Employee, you can then select the following options:

  • Birthday

  • Anniversary

  • Employment start date

  • Right to work expiration

  • Expired training

  • Created

  • Terminated

  • Changed position

  • Changed compensation

  • Changed team

  • Changed surname

  • Changed mobile

  • Changed address

  • Changed custom field

  • Time off

  • Returned from time off

  • Signable document with expiration

  • First Aid expiration

  • Long-term leave

For example, the trigger would be when an employee has changed their address.

📎NOTE: Options referring to changes could be either when an employee makes the changes or another user makes changes to the employee's profile.

Employee Child

When you select Employee Child, you can then select the following options:

  • Created

  • Removed

  • Birthday date changed

  • Due date changed

  • Adoption date changed

  • Date of death changed

  • Name changed

  • Relationship to parent changed

  • Special needs changed

For example, the trigger could be when an employee's child has had their due date changed.

📎NOTE: Options referring to changes could be either when an employee makes the changes or another user makes changes to the employee's profile.

Day

When you select Day you can then select 1st to 31st day of the month.

For example, the trigger could be when the day is the 3rd day of the month.

Custom field

When you select Custom field you can then select one of your existing custom fields.

Time off policy

📎NOTE: This option only appears if you have the Leave Management module.

When you select Time off policy you can then select one of your existing time off polcies, you can then select one of the following options:

  • Approved

  • Canceled

  • Declined

  • Requested

  • Changed

For example, the trigger could be when annual leave is cancelled.

Expense

📎NOTE: This option only appears if you have the Expense module.

When you select Expense, you can then select the following options:

  • Submitted

  • Approved

  • Declined

  • Paid out

For example, the trigger could be when an expense is submitted.

Applicant

📎NOTE: This option only appears if you have the Recruitment module.

When you select Applicant, you can then select the following option:

  • Receiving comment

For example, the trigger could be when an applicant is receiving comments.

Applicant requisition

📎NOTE: This option only appears if you have the Recruitment module.

When you select Applicant requisition, you can then select the following option:

  • Created

  • Approved

  • Declined

  • Triggered the hiring process

  • Hired

For example, the trigger could be when an applicant requisition is approved.

Recipe action

The Do this action... section is what you want to happen when a recipe is triggered.

Depending on the trigger, there can be an option to send an email or to create a task.

Create a task

You can then choose to send a task to:

  • Direct manager

  • Team manager

  • Employee

  • Specific employee - You must select which employee

📎NOTE: If your trigger is Day, you can only send a task to a direct manager, team manager, or specific employee

Send an email

You can then choose to send an email to:

  • Direct manager

  • Team manager

  • Employee

  • Specific employee - You must select which employee

  • An email address - You can only enter one email address

📎NOTE: If your trigger is Applicant, you can only send an email to a specific employee or a specific email address.

Task and email details

You can specify what you want the task or email to say.

Email

Enter an email subject, then the content that will appear in the body of the email. You can format text, as well as add hyperlinks. You can't add an attachment to a recipe email.

Task

  1. Enter a task name.

  2. Enter task description.

  3. You can require the person completing the task to provide an attachment.

  4. You can set a deadline for the task. For example, you require someone to complete the task 30 days after the task creation date.

Select who the recipe applies to

The final section of a recipe is the This recipe applies to... which you select who the recipe applies to.

You can select this to apply to:

  • Whole company

  • Team - Select one team

  • Location - Select one location

  • Specific employee - Select one employee

📌TIP: If you want to select multiple teams, locations or employees, you'll have to duplicate the recipe and then select another team, location or employee.

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