Workflow Email Placeholders

Most steps in workflows will generate emails. These emails, as well as containing generic content, can contain placeholders which the workflow will replace with the relevant system fields when it gets sent.

Placeholders work in the workflow step name and description in addition to the email subject and content.

Please Note - If the request requires action or approval, the link will automatically be included in the email. You do not need to add the link each time.
 
Quick tip

When adding system fields, if you type [ (left square bracket) followed by the field you're looking for, the system will give you a list of suggestions as you type. You can then choose the one you want from the list.

The fields that can be used are:

Employee Fields:

• [employee_system_id]
• [employee_first_name]
• [employee_sur_name]
• [employee_name]
• [employee_gender]
• [employee_known_as]
• [employee_works_id]
• [employee_address_complete]
• [employee_address]
• [employee_address2]
• [employee_town]
• [employee_county]
• [employee_postcode]
• [employee_country]
• [employee_work_email]
• [employee_work_telephone]
• [employee_work_mobile]
• [employee_home_email]
• [employee_home_telephone]
• [employee_home_mobile]
• [employee_start_date]
• [employee_anniversary_date]
• [employee_service_years]
• [employee_next_service_years]
• [employee_leave_date]
• [employee_leave_reason]
• [employee_leave_comments]
• [employee_resignation_date]
• [employee_last_working_day]
• [employee_contract_end_date]
• [employee_dob]
• [employee_birthday_date]
• [employee_age]
• [employee_next_age]
• [employee_nationality]
• [employee_birthday]
• [employee_ni]
• [employee_disabled]
• [employee_registered_disabled]
• [employee_bank]
• [employee_emergency_contact]
• [employee_probation_date]
• [employee_notice_period]
• [employee_login_name]
• [employee_new_password]
• [employee_requested_assets]
• [employee_current_assets]
• [employee_current_systems]
• [employee_custom_1]
• [employee_custom_2]
• [employee_custom_3]
• [employee_custom_4]
• [employee_custom_5]
• [employee_custom_6]
• [employee_custom_7]
• [employee_custom_8]
• [employee_custom_9]
• [employee_custom_10]
• [employee_custom_11]
• [employee_custom_12]
• [employee_custom_13]
• [employee_custom_14]
• [employee_custom_15]
• [employee_custom_16]
• [employee_custom_17]
• [employee_custom_18]
• [employee_custom_19]
• [employee_custom_20]
• [employee_custom_21]
• [employee_custom_22]
• [employee_custom_23]
• [employee_custom_24]
• [employee_custom_25]
• [employee_custom_26]
• [employee_custom_27]
• [employee_custom_28]
• [employee_custom_29]
• [employee_custom_30]
• [employee_custom_31]
• [employee_custom_32]
• [employee_custom_33]
• [employee_custom_34]
• [employee_custom_35]
• [employee_custom_36]
• [employee_custom_37]
• [employee_custom_38]
• [employee_custom_39]
• [employee_custom_40]

Recruitment - Candidate Fields:

• [candidate_first_name]
• [candidate_sur_name]
• [candidate_email]
• [candidate_telephone]
• [candidate_role_applied_for]
• [candidate_apply_date]
• [candidate_stage]
• [candidate_available_date]

Recruitment - Interview Fields:

• [interview_date]
• [interview_time]
• [interview_location]
• [interview_message_to_recipient]
• [interviewer_name]
• [interviewer_job_title]
• [interview_video_link]

Time Off Fields:

• [timeoff_type]
• [timeoff_start_date]
• [timeoff_end_date]
• [timeoff_duration]
• [timeoff_employee_comments]
• [timeoff_manager_comments]
• [timeoff_trades_date_requested]
• [timeoff_trades_duration]
• [timeoff_trades_meter]
• [timeoff_trades_action]
• [timeoff_trades_employee_comments]
• [timeoff_trades_manager_comments]

Training Fields:

• [training_name]
• [training_location]
• [training_start_date]
• [training_duration]
• [training_cost]
• [training_expiry_date]

Expenses Fields:

• [expenses_name]
• [expenses_total]
• [expenses_date]
• [expenses_approver_comments]

Mileage Fields:

• [mileage_name]
• [mileage_total]
• [mileage_date]
• [mileage_approver_comments]

Timesheets Fields:

• [timesheets_name]
• [timesheets_date]

Time tracking Fields:

• [time_tracking_date]
• [time_tracking_in]
• [time_tracking_out]

Rota Fields:

• [rota_name]
• [rota_week_beginning]
• [rota_comments]
• [rota_approver_comments]

Documents

• [document_name]
• [document_link]
• [document_location]
• [document_category_name]
• [document_expiry_date]

Recruitment - Requisition Fields:

• [requisition_reason]
• [requisition_job_title]
• [requisition_reference]
• [requisition_department]
• [requisition_job_status]
• [requisition_location]
• [requisition_salary]
• [requisition_hiring_manager]
• [requisition_hiring_manager_first_name]
• [requisition_hiring_manager_surname_name]
• [requisition_start_date]

Employee Change Fields:

• [employee_current_salary]
• [employee_current_working_days]
• [employee_current_working_hours]
• [employee_current_hours_per_week]
• [employee_current_job_title]
• [employee_current_job_status]
• [employee_current_headcount_classification]
• [employee_current_employee_status]
• [employee_current_soc_group]
• [employee_current_soc_classification]
• [employee_current_office_name]
• [employee_current_site_address]
• [employee_current_site_address2]
• [employee_current_site_town]
• [employee_current_site_county]
• [employee_current_site_postcode]
• [employee_current_site_country]
• [employee_current_region]
• [employee_current_department]
• [employee_current_sub_department]
• [employee_current_division]
• [employee_current_company]
• [employee_current_cost_centre]
• [employee_current_job_grade]
• [employee_current_finance_id]
• [employee_current_super_approver]
• [employee_current_head_of_department]
• [current_manager_first_name]
• [current_manager_sur_name]
• [current_manager_known_as]
• [current_manager_work_email]
• [current_manager_job_title]

Miscellaneous:

• [effective_date]
• [workflow_hash]
• [workflow_action_id]
• [workflow_comments]
• [previous_workflow_comments]
• [workflow_comments]
• [previous_workflow_comments]
• [json]
• [xml]
• [request_status]

Please Note -  Not all fields are available for all workflow types. For example, the fields relating to Training only apply for Training Approval Workflows. In addition, any field names containing [new or [current relate to Change Approval Workflows.