Performance activity notifications
  • 29 Jun 2022
  • 5 Minutes to read

Performance activity notifications


When editing a performance activity you can configure which notifications are sent to participants by going to the Notifications tab.

You can toggle each notification type on, and expand each section to determine which participants will receive the notification. Even once an activity has been activated you can still change the notification settings.

When choosing who will receive a notification you might want to consider the needs of each relationship. For example any relationship set to be a view-only participant may not want to be notified when instances are created, but may want to be notified when they are completed so they can go and view the responses. Another example is that it may be the case that only managers and subjects want to receive notifications about the Completion of subject instance. It is advisable to consider relationships when configuring notifications to avoid sending unnecessary or unwanted notifications. 

Example of performance activity notification page.

You can configure the following notifications:

Notification
Description
Message text for Subject
Message text for other relationships

Participant selection

This notification is sent to the selected recipients when an activity is activated so that the recipients are notified to select participants as defined in the Selection of participants section on the General tab.

The recipient selection for the following notification recipients is dependant on the responding and view-only participants enabled via the Content tab.

Hi {$a->recipient_fullname}, You need to select who you want to participate in your {$a->activity_name} {$a->activity_type}. Please complete this as soon as possible, to give participants time to provide their input. {$a->conditional_duedate} You can select participants through this link: {$a->participant_selection_link}

Hi {$a->recipient_fullname}, As {$a->subject_fullname}’s {$a->participant_relationship}, you need to select who should participate in the following activity: {$a->activity_name} {$a->activity_type} Please complete this as soon as possible, to give participants time to provide their input. {$a->conditional_duedate} You can select participants through this link: {$a->participant_selection_link}

Participant instance creation

When a participant instance is created, this notification is sent to the selected recipients.

Hi {$a->recipient_fullname}, Your {$a->activity_name} {$a->activity_type} is ready for you to complete. {$a->conditional_duedate} You can access the activity through this link: {$a->activity_link}

Hi {$a->recipient_fullname}, As {$a->subject_fullname}’s {$a->participant_relationship}, you have been selected to participate in the following activity: {$a->activity_name} {$a->activity_type} {$a->conditional_duedate} You can access the activity through this link: {$a->activity_link}

Participant instance creation reminder

This notification is sent to the selected recipients to remind them that a participant instance has been created based on the trigger events enabled.

Hi {$a->recipient_fullname}, {$a->instance_days_active} days ago you were sent your {$a->activity_name} {$a->activity_type} to complete. {$a->conditional_duedate} You can access the activity through this link: {$a->activity_link}

Hi {$a->recipient_fullname}, {$a->instance_days_active} days ago you were selected to participate in the following activity as {$a->subject_fullname}’s {$a->participant_relationship}: {$a->activity_name} {$a->activity_type} {$a->conditional_duedate} You can access the activity through this link: {$a->activity_link}

Due date approaching reminder

This notification is sent to the selected recipients to remind them that a due date is approaching for an activity, based on the trigger events enabled.

Hi {$a->recipient_fullname}, Your {$a->activity_name} {$a->activity_type} is due to be completed in {$a->instance_days_remaining} days. Please ensure you complete it by {$a->instance_duedate}. You can access the activity through this link: {$a->activity_link}

Hi {$a->recipient_fullname}, The following activity is due to be completed in {$a->instance_days_remaining} days: {$a->activity_name} {$a->activity_type} You were selected to participate in this activity as {$a->subject_fullname}’s {$a->participant_relationship}. Please ensure you complete it by {$a->instance_duedate}. You can access the activity through this link: {$a->activity_link}

On due date reminder

This notification is sent to the selected recipients to remind them that the activity due date has been reached.

Hi {$a->recipient_fullname}, Your {$a->activity_name} {$a->activity_type} is due to be completed today. Please ensure you complete it by the end of the day. You can access the activity through this link: {$a->activity_link}

Hi {$a->recipient_fullname}, The following activity is due to be completed today : {$a->activity_name} {$a->activity_type} You were selected to participate in this activity as {$a->subject_fullname}’s {$a->participant_relationship}. Please ensure you complete it by the end of the day. You can access the activity through this link: {$a->activity_link}

Overdue reminder

This notification is sent to the selected recipients to remind them that the activity is overdue, based on the trigger events enabled.

Hi {$a->recipient_fullname}, Your {$a->activity_name} {$a->activity_type} was due to be completed on {$a->instance_duedate} and is now overdue. Please ensure you complete it as soon as possible. You can access the activity through this link: {$a->activity_link}

Hi {$a->recipient_fullname}, The following activity was due to be completed on {$a->instance_duedate} and is now overdue: {$a->activity_name} {$a->activity_type} You were selected to participate in this activity as {$a->subject_fullname}’s {$a->participant_relationship}. Please ensure you complete it as soon as possible. You can access the activity through this link: {$a->activity_link}

Completion of subject instance

This notification is sent to the selected recipients to let them know the subject instance has been completed.

Hi {$a->recipient_fullname}, Your {$a->activity_name} {$a->activity_type} has been completed by all participants. You can review the completed activity through this link: {$a->activity_link}

Hi {$a->recipient_fullname}, The following activity has been completed by all participants: {$a->activity_name} {$a->activity_type}: {$a->subject_fullname} Thank you for your participation. You can review the completed activity through this link: {$a->activity_link}

Reopened activity

This notification is sent to the selected recipients to let them know the subject instance has been reopened.

Hi {$a->recipient_fullname}, Your {$a->activity_name} {$a->activity_type} has been reopened and requires further action from you to complete it. You can access the activity through this link: {$a->activity_link}

Hi {$a->recipient_fullname}, The following activity has been reopened: {$a->activity_name} {$a->activity_type}: {$a->subject_fullname} As {$a->subject_fullname}’s {$a->participant_relationship}, it requires further action from you to complete it. You can access the activity through this link: {$a->activity_link}

Reminder notifications

For the reminder types of notification (e.g. Participant instance creation, Due date approaching, and Overdue reminders) you can set triggers.

Triggers are a set number of days either before or after an event that a notification will be sent. You can set multiple triggers for a single reminder. For example you might set the Due date approaching reminder to be sent at 14 days, 7 days and 1 day before due date. 

Only users who have not completed their participant instances will receive any enabled reminders.


Example of adding triggers to performance activity notification.

Below you can see more details of the available triggers.

Reminder
Trigger
Participant instance creation reminder
X day(s) after instance creation.
Due date approaching reminderX day(s) before due date.
Overdue reminderX day(s) after due date.

You cannot set a trigger for the On due date reminder as this is sent on the performance activity's due date. Please look at the Due date approaching reminder to set a reminder before the due date or the Overdue reminder to set a reminder after the due date. 

Get involved in the conversation about Performance management in the Totara Community.

The Totara Academy also has courses dedicated to Totara Perform, including check-ins, appraisals, 360 feedback and competencies.

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