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Conversation Notifications

Contents

Notifications for Anytime Conversations

Conversation Created

  • Enable/disable: Can be enabled/disabled in conversation template
  • Configuration: Admin → Program Management → Conversations → Settings → Anytime Conversations → [Conversation Template Name] → Step 4: Notifications
  • Trigger: Participant starts a conversation
  • Timeframe: ~ 5 min. after trigger
  • Recipient(s): The other participant
  • Subject line: [First Name] [Last Name] has started a conversation with you
  • Screenshot:

conversation_created.png

Take Ownership of Conversation (Manager Change)

Note: The trigger associated with this notification is only valid if the previous manager has not shared responses. 

  • Enable/disable: Can be enabled/disabled in system notifications 
  • Configuration: Admin → Program Management → Notifications → System Notifications → Conversation Manager Change
  • Trigger: Manager change occurs after conversation is started, but before due date
  • Timeframe: ~ 5 min. after trigger
  • Recipient(s): New manager
  • Subject line: Take Ownership of Conversations
  • Screenshot:

take_ownership.png

Conversation Participant Shared

  • Enable/disable: Can only be disabled by turning off all system notifications
  • Configuration: Admin → Program Management → Notifications → System Notifications → Turn Off
  • Trigger: Participant shares responses
  • Timeframe: ~ 5 min. after trigger
  • Recipient(s): The other participant
  • Subject line: [First Name] [Last Name] has shared their responses with you
  • Screenshot:

    conversation_shared.png

Notifications for Scheduled Conversations

Conversation Deployment

  • Enable/disable: Can only be disabled by turning off all system notifications
  • Configuration: Admin → Program Management → Notifications → System Notifications → Turn Off
  • Trigger: Conversation template is deployed
  • Timeframe: 8 AM - 9 AM (organization's time zone) the day before the cycle start date.
    If a conversation is deployed with the cycle start date set for the next day, Super Admins should receive the notification 5 minutes after deployment is triggered.
  • Recipient(s): All Super Admins
  • Subject line: Conversation deploying on [cycle start date]
  • Screenshot:

deployment.png

Conversation Cycle Start

  • Enable/disable: Can be enabled/disabled in conversation template
  • Configuration: Admin → Program Management → Conversations → Settings → Scheduled Conversations → [Conversation Template Name] → Step 7: Notifications
  • Trigger: Current date is equal to cycle start date
  • Timeframe: 8 AM - 9 AM (organization's time zone) on cycle start date
  • Recipient(s): All participants
  • Subject line: [Conversation Template Name] is about to begin
  • Screenshot:

start.png

Take Ownership of Conversation (Manager Change)

Note: The trigger associated with this notification is only valid if the previous manager has not shared responses. 

  • Enable/disable: Can be enabled/disabled in system notifications 
  • Configuration: Admin → Program Management → Notifications → System Notifications → Conversation Manager Change
  • Trigger: Manager change occurs between cycle start date and cycle end date cycle (does not include grace period)
  • Timeframe: ~ 5 min. after trigger
  • Recipient(s): New manager
  • Subject line: Take Ownership of Conversations
  • Screenshot:

take_ownership.png

Scheduled Conversation Mid-cycle Reminder

  • Enable/disable: Can be enabled/disabled in conversation template
  • Configuration: Admin → Program Management → Conversations → Settings → Scheduled Conversations → [Conversation Template Name] → Step 7: Notifications
  • Trigger: Current date is equal to [#] of day(s) before cycle due date
  • Timeframe: 8 AM - 9 AM (organization's time zone) [#] of day(s) before cycle due date
  • Recipient(s): Participants who have not completed 1 or more conversations
  • Subject line: [Conversation Template Name] is due in [#] of days
  • Screenshot:

mid-cycle_reminder.png

Scheduled Conversation Participant Shared

  • Enable/disable: Can only be disabled by turning off all system notifications
  • Configuration: Admin → Program Management → Notifications → System Notifications → Turn Off
  • Trigger: Participant shares responses
  • Timeframe: ~ 5 min. after trigger
  • Recipient(s): The other participant
  • Subject line: [First Name] has shared their [Conversation Template Name] responses with you
  • Screenshot:

    conversation_shared.png

Additional Contributor Invited

Note: The notification is only available when additional contributors are enabled.

  • Enable/disable: Can only be disabled by turning off all system notifications
  • Configuration: Admin → Program Management → Notifications → System Notifications → Turn Off
  • Trigger: Participant (manager) invites additional contributor 
  • Timeframe: ~ 30 min. after trigger
  • Recipient(s): Additional contributor
  • Subject line: You've been invited as an additional contributor to [Conversation Template Name]
  • Screenshot:

    ac_invite.png

Additional Contributor Shared

Note: The notification is only available additional contributors are enabled.

  • Enable/disable: Can only be disabled by turning off all system notifications
  • Configuration: Admin → Program Management → Notifications → System Notifications → Turn Off
  • Trigger: Additional contributor shares responses
  • Timeframe: ~ 5 min. after trigger
  • Recipient(s): Manager participant
  • Subject line: [First Name] has shared their [Conversation Template Name] responses with you
  • Screenshot:

    ac_shared.png

Conversation Responses Not Started

Note: This notification is ad-hoc (not automated) and a copy of the notification will be sent to each participant's manager. As such, if a manager has 3 direct reports who haven't started writing their responses, the manager will receive 3 notifications. 

  • Enable/disable: Can be accessed in program emails
  • Configuration: Admin → Program Management → Notifications → Program Emails → Conversations → Hasn't started writing responses yet → [Conversation Template Name] → View and Send Email → Send
  • Trigger: Super Admin chooses to send the notification
  • Timeframe: ~ 5 min. after trigger
  • Recipient(s): All participants who have not started writing responses and those participants' managers
  • Subject line: Reminder: Complete your [Conversation Template Name] Responses
  • Screenshot:

    ad_hoc_start_share.png

Conversation Responses Started But Not Shared

Note: This notification is ad-hoc (not automated) and a copy of the notification will be sent to each participant's manager. As such, if a manager has 3 direct reports who haven't shared their responses, the manager will receive 3 notifications. 

  • Enable/disable: Can be accessed in program emails
  • Configuration: Admin → Program Management → Notifications → Program Emails → Conversations → Has started writing responses but hasn't shared → [Conversation Template Name] → View and Send Email → Send
  • Trigger: Super Admin chooses to send the notification
  • Timeframe: ~ 5 min. after trigger
  • Recipient(s): All participants who started writing responses but have not shared them and those participants' managers
  • Subject line: Reminder: Complete your [Conversation Template Name] Responses
  • Screenshot:

    ad_hoc_start_share.png

Scheduled Conversation Due

  • Enable/disable: Can be enabled/disabled in conversation template
  • Configuration: Admin → Program Management → Conversations → Settings → Scheduled Conversations → [Conversation Template Name] → Step 7: Notifications
  • Trigger: Current date is equal to cycle due date
  • Timeframe: 8 AM - 9 AM (organization's time zone) on cycle due date
  • Recipient(s): Participants who have not completed 1 or more conversations
  • Subject line: [Conversation Template Name] final responses are due today!
  • Screenshot:

due.png

Scheduled Conversation Overdue

  • Enable/disable: Can be enabled/disabled in conversation template
  • Configuration: Admin → Program Management → Conversations → Settings → Scheduled Conversations → [Conversation Template Name] → Step 7: Notifications
  • Trigger: Current date is equal to [#] of day(s) after cycle due date
  • Timeframe: 8 AM - 9 AM (organization's time zone) [#] day(s) after conversation cycle due date
  • Recipient(s): Participants who have not completed 1 or more conversations
  • Subject line: [Conversation Template Name] is overdue!
  • Screenshot:

overdue.png

Confidential Questions Available

Note: This notification is only available if confidential questions are enabled and configured to launch after the cycle ends. Confidential questions configured to launch during the cycle do not trigger a separate notification.

  • Enable/disable: Can be enabled/disabled in conversation template
  • Configuration: Admin → Program Management → Conversations → Settings → Scheduled Conversations → [Conversation Template Name] → Step 7: Notifications
  • Trigger: Current date is equal to 1 day after cycle due date
  • Timeframe: 11 AM - 12 PM (organization's time zone) 1 day after cycle due date
  • Recipient(s): Participants with confidential questions assigned
  • Subject line: Additional questions are now available for [Conversation Template Name]
  • Screenshot:

    confidential_qs_avavailable.png

Confidential Questions Due

Note: This notification is only available if confidential questions are enabled and configured to launch after the cycle ends. Confidential questions configured to launch during the cycle do not trigger a separate notification.

  • Enable/disable: Can be enabled/disabled in conversation template
  • Configuration: Admin → Program Management → Conversations → Settings → Scheduled Conversations → [Conversation Template Name] → Step 7: Notifications
  • Trigger: Current date equals confidential questions end date
  • Timeframe: 8 AM - 9 AM (organization's time zone) on confidential questions' end date
  • Recipient(s): Participants with confidential questions assigned, but who have not responded
  • Subject line: Have you answered the additional questions for [Conversation Template Name} yet?
  • Screenshot:

    confidential_qs_due.png

Note: There are some conversation notifications that belong to the admin review period and cannot be toggled on/off regardless if everything in Step 7 is unticked. In other words, if you have everything unticked (see below) and an admin review period, users will still get a notification. 



Answers were changed

Note: This notification activates solely if an Admin Review period has been set, and the conversation accommodates one or more of the roles Super Admin/HR Admin/Skip Level Manager with "can edit" permissions. Ensure that the Admin Review period coincides with the cycle..

  • Enable/disable: Can only be disabled by turning off all system notifications
  • Configuration: Admin → Program Management → Notifications → System Notifications → Turn Off
  • Trigger: When any of the roles Super Admin/HR Admin/Skip Level Manager (with "can edit" responses) modifies a conversation response after its submission but within the Admin Review period.
  • Timeframe: 8 AM - 9 AM (organization's time zone) on Admin Review end date
  • Recipient(s): Any participant whose answer was altered during the Admin Review period.
  • Subject line: Your answers to [Conversation Template Name] with [First name] were changed.
  • Screenshot:

    Screenshot 2024-05-08 at 1.36.59 PM.png

Notifications for Anytime & Scheduled Conversations

Request to Edit (Single Request)

Note: This notification is ad-hoc (not automated). 

  • Enable/disable: Enabled by default, can only be disabled by turning off Conversation Edit Requests setting in Admin → System Notifications
  • Configuration: Conversations → Select individual conversation → Click the settings (gear) icon → Request to edit
  • Trigger: Participant submits an edit request
  • Timeframe: 4 PM - 5 PM (organization's time zone) after trigger
  • Recipient(s): All administrators
  • Subject line: You've received a request to edit a conversation

edit_request_single.png

Request to Edit (Multiple Requests)

Note: This notification is ad-hoc (not automated). The email notification will enumerate users belonging to a particular group or department. It's important to note that a user may belong to multiple groups or departments, which means you might observe a higher count of groups/departments than the actual requests for editing.

  • Enable/disable: Enabled by default, can only be disabled by turning off Conversation Edit Requests setting in Admin → System Notifications
  • Configuration: Conversations → Select individual conversation → Click the settings (gear) icon → Request to edit
  • Trigger: Multiple participants submit an edit request
  • Timeframe: 4 PM - 5 PM (organization's time zone) after trigger
  • Recipient(s): All administrators
  • Subject line: You've received requests to edit conversations

edit_request_multi.png

Request to Edit Approved

Note: While this is the notification for a request that has been approved, there is no notification for a request that has been denied. It is expected that an administrator will communicate that decision and their reasoning to the participant outside of Betterworks. 

  • Enable/disable: Can only be disabled by turning off all system notifications
  • Configuration: Admin → Program Management → Notifications → System Notifications → Conversation Edit Requests
  • Trigger: Participant submits an edit request
  • Timeframe: ~ 15 min. after trigger
  • Recipient(s): Participant that submitted edit request, once approved
  • Subject line: You've been granted permission to edit [Conversation Template Name]

edit_request_approved.png

FAQs

When do email notifications for Scheduled Feedback go out?

  • Using the above as an example, the selection phase ends on 09.18.2023 at 11:59 PM (organization time zone), and the collection phase starts on 09.19.23 at 12:00 AM (organization time zone).
  • Email notifications are sent to feedback providers at the start of the collection phase at 8:30 AM organization local time.