Configure alerts based on responsibility

If certain tasks and responsibilities are in the middle management of your organisation, then alerts relating to an employee must be sent to the employee's manager. Use a responsibility as the destination for these alerts. This is not necessary if the alert is intended for the management executive specified in the organisation chart.

Example: 

In the case of an employee's work anniversary their line manager is responsible for activities relating to the anniversary. The line manager must therefore receive an alert.

In this case, the alert for the anniversary of employee A should go to manager X and that for employee B to manager Y. This cannot be resolved using authorisation groups. After all, if you put all managers in an authorisation group, the alert for all those celebrating anniversaries will always be received by all managers.

To resolve this correctly, link the alert to a responsibility and not directly to an authorisation group. In the organisation chart, link the responsibility to a specific organisational unit. Alerts are then sent to the person who has responsibility in the organisational unit.

• Add an authorisation group per department: 'Manager department A', 'Manager department B', and so on.
• Place the department managers concerned in these authorisation groups. There is therefore one employee in each authorisation group.
• Add the 'Department manager' responsibility. There is no need to create a responsibility per department.
• You can use the organisation chart to link the alert for work anniversaries to the 'Department manager' responsibility and to the 'Manager department A', 'Manager department B', etc. authorisation groups. Create a link for each organisational unit.

1. Preparations

Preparations:

• Link a user to an employee
• Add an authorisation group

  Add an authorisation group for each manager of a department.

• Add a manager (user) to the user group

  Put the manager of the department in one group and the employees of the department in the other group.

2. Add responsibility

Profit uses the responsibilities in combination with Alerts and with the Organisation chart to specify which employees are informed of specific information by this means.

Add responsibility:

1. Go to: General / Management / Authorisation settings / Responsibilities.

   Profit displays the view showing all responsibilities.

2. Click on: New. 
3. Enter the description.

   It is often sufficient to create two responsibilities. One for all alerts for the manager and one for all alerts for the department's employees. Call these responsibilities 'Department manager' and 'Department employee', for example.

4. Click on: Finish. 

3. Link alert to responsibility

To link an alert to a responsibility:

1. Go to: General / Management / Alert / Definition.
2. Open the properties of the alert.
3. Go to the tab: Destination.
4. Click on: New. 
5. Select Responsibility in Destination type.
6. Select the responsibility to be linked in Responsibility.
7. In Field, select the field from the data collection that contains the employee code.
8. In Backup destination, select the user group that receives a warning if the responsibility selected in Responsibility does not select any users.

   Select an authorisation group where the members manage the alerts. If they receive a warning alert, they need to change the configuration of the alert concerned.

9. Click on: Finish. 

   Profit generates the alert for users who have the selected responsibility.

4. Add responsibility to an organisation chart

Add responsibility to an organisation chart:

The responsibility is created and the alert linked to the responsibility. The last step is to add the responsibility to all departments (Organisational Units) in the organisation chart.

1. Go to: HR / Organisation / Organisation chart.
2. Open the properties of the organisation chart.
3. Right-click on an organisational unit and click on Properties.

   

4. Go to the tab: Responsibilities.
5. Click on: New. 

   Profit launches the wizard for adding a new responsibility.

6. Select the required responsibility in the Responsibility field.
7. In the Group field, select the authorisation group containing the users who are to receive the alert for all employees in the organisational unit.
8. Click on: Finish. 

Also see

• Automatically fill authorisation groups based on HR organisation chart