question Re: Notification email in ITSM forum

Notification email

Raji15 — Thu, 03 Oct 2024 13:08:04 GMT

Hi,

I have a requirement to send notification email to the employees manager of XYZ company. It is a pre-hire notification email which includes Employee name, email and hire date. It should run on a daily basis in sys_user table. First we have to check if the user is XYZ company employee and the employee's manager should receive an email with all the details. I want to achieved this with Flow designer, Can anyone pls help.

Re: Notification email

Eshwar Reddy — Thu, 03 Oct 2024 12:03:35 GMT

Hi @Raji15
Navigate to the Flow Designer tool in your system
Click on “New” to create a new flow
Choose a trigger for the flow. This could be when a new employee record is created or updated, depending on how your system is structured
Check if the employee belongs to XYZ company.
If the employee is confirmed as part of XYZ company
Use Send Email action to trigger notification.

Please mark this response as Correct and Helpful if it helps you can mark more that one reply as accepted solution

Thanks
Eshwar

Re: Notification email

Rajesh Chopade1 — Thu, 03 Oct 2024 12:09:10 GMT

hi @Raji15

You can follow bellow steps to achieve this:

Create a New Flow.

Add a trigger for the flow. For this scenario, you can use the "Record created" trigger. Select the appropriate table (e.g., User [sys_user] or the custom table where employee records are created).

After the trigger, add a Condition to check if the employee is from XYZ company. This ensures that the flow proceeds only if the employee belongs to XYZ company.

Get the Employee's Manager - You can do this by using a Lookup Record action:

Table: User (sys_user)

Condition: sys_id IS current.manager

This will allow you to retrieve the manager's details.

Compose the email - Add an Email action to send the notification.

In the Email configuration:

To: Use the email of the manager retrieved from the previous step.
Subject: Something like "Pre-Hire Notification for {Employee Name}"
Message: Compose the email body, including placeholders for Employee Name, Email, and Hire Date.

Save and test the flow.

I hope my answer helps you to resolve your issue, if yes please mark my answer helpful and correct.

thank you

Rajesh

Re: Notification email

Raji15 — Thu, 03 Oct 2024 12:10:59 GMT

Confused with adding conditions as I can't see fields to check if the user is from XYZ company. Please assist!

Re: Notification email

Raji15 — Thu, 03 Oct 2024 12:19:28 GMT

Hi, I am unable to set the condition to check if the user is from XYZ compnay. Please review the screenshot attahced. Please can you assist.

Re: Notification email

Rajesh Chopade1 — Thu, 03 Oct 2024 12:47:57 GMT

Hi @Raji15

In trigger you can able to see the condition as bellow

Re: Notification email

Raji15 — Thu, 03 Oct 2024 13:09:45 GMT

Hi @Rajesh Chopade1 , This should run on daily basis on sys_user table. So I have given that condition in trigger.

Re: Notification email

Rajesh Chopade1 — Thu, 03 Oct 2024 13:12:40 GMT

Are you facing any further issue?

Re: Notification email

Raji15 — Thu, 03 Oct 2024 13:17:30 GMT

Can I still add them in trigger? As I mentioned above I have added "This should run on daily basis on sys_user table." this condition on trigger. Still unable to understand how can I filter the user from XYZ company....

Re: Notification email

Rajesh Chopade1 — Thu, 03 Oct 2024 13:28:18 GMT

hi @Raji15

Ok, got it.

First you add scheduled 'daily' (you already added)

Click on the "+" icon to add an action. Choose "Lookup Records" from the list of actions.

Select table = sys_user, here you can add condition 'company IS xyz company'

have a look bellow image for reference:

Re: Notification email

Raji15 — Thu, 03 Oct 2024 14:37:46 GMT

Hi @Rajesh Chopade1

Thank you so much!