Configuring Direct Deposit Notifications in ClientSpace

This topic provides ClientSpace System Administrators with step-by-step instructions for configuring a customized direct deposit email notification. The notification helps worksite employees and service providers to be more proactive in detecting and preventing fraud attempts.

When a worksite employee’s direct deposit account number or transit number is added or changed, a notification is sent to the employee. If the employee did not add, edit, or authorize a change to their direct deposit information, the employee can contact their service provider.

To learn more about configuring an Email Template for missing Employee records, see Configuring Direct Deposit notifications for missing Employees.

To watch a video on how to create a direct deposit notification, see Learning how: Creating direct deposit notifications.

Condition for: Has Direct Deposit Changed?

System administrators want to ensure that the Direct Deposit notifications are only sent when a true Direct Deposit change occurs. The objective is to avoid alerting users when changes are applied to an HSA account or during a pre-notification process.

On the email template, in the Conditions step, you can add a condition that is configured for Direct Deposit notification. In the Add section, the selected Source is PrismHR Event, and the Field is set to Additional Information (xmlAdditionalInformation) Has Direct Deposit Changed?:

Review the following procedure (see To configure conditions, click Add.) to learn how to add this condition.

Condition for: Who made the change to data in Prism?

System administrators want to identify the source of who made the change to data in Prism. This information aids in configuring workflows based on if an internal or external user changed data.

On the email template, in the Conditions step, you can add a condition to identify the source of the change. In the Add section, the selected Source is PrismHR Event, and the Field is set to Additional Information (xmlAdditionalInformation) and then User Type or Username.

Review the following procedure (see To configure conditions, click Add.) to learn how to add this condition.

Configuring the Direct Deposit Notification

The following procedure guides you through the steps to configure a direct deposit notification using email templates.

To configure a direct deposit notification in ClientSpace:

1.

Go to System Admin > Email Templates.

The Email Templates dashboard opens.

2.

Click Add.

The Email Template wizard opens at Step 1 Initial.

3.

Complete Step 1 Initial.

Triggering Form	Select PrismHR Event.
Template Code	Add a short descriptive code to identify this template, such as DDNotice.
Template Name	Add a brief, but descriptive name to display in any list in ClientSpace where you may be able to select an Email Template. EX:  Direct Deposit Activity Notice
Description	Include a brief description of the template, such as Employee Direct Deposit Notification.
Execute On	Select Insert or Update.
Merge Procedure	Select an optional Merge Procedure to provide additional system information for Field Replacement. For instance, if you want to merge information such as the employee's name at the top of the body of the email, you can select the peo_directdeposit_emailtemplate_merge_proc option. This adds additional merge replacement information for this email template in Step 2 Content. Alternatively, you can select peo_directdeposit_emailtemplate_recipient_v2_proc which contains similar fields but also includes the following additional fields:  Previous Personal Email and Previous Work Email.
Execution Pipeline	Indicates how the data enters ClientSpace. Remove the option for Default and select PrismHR Event.
Workspace Templates	Select the Workspace Templates that will receive this email. Default is All Templates.

4.

Click Next and complete Step 2 Content.

Subject

The subject line of the email that is generated. The email recipients see this subject. EX: Direct Deposit Change Notification.

Body

The body of the email that is generated. This is seen by the email recipients. This field supports rich text. Therefore, you can customize fonts, add a logo, add a signature block, include links, and more. You can use replacement fields to customize the message.   To use replacement fields, click See Replace Fields. For details about using replacement fields, see Replacement Fields. Note: Ensure that you have selected a Merge Procedure on the Step 1 Initial tab as outlined in the preceding step so that you can access the replacement fields.

5.

Click Next and complete Step 3 Addresses.

Address Stored Procedure	Select peo_directdeposit_emailtemplate_recipient_proc for this email template. The peo_directdeposit_emailtemplate_recipient_v2_proc includes the Previous Personal Email and Previous Work Email.
Include Dataform Subscribers as 'CC' Recipients	Adds anyone who has subscribed to the dataform as CC recipients when this notification is sent in addition to any other recipients you configure here. When enabled (selected), this option presents a list to notify internal, external, or both recipient types: • Internal: When the email template is triggered, only internal dataform subscribers are notified. • External: When the email template is triggered, only external dataform subscribers are notified. • Both: If you select Both or leave the field blank, all dataform subscribers are notified.
From Address	This field defaults to Admin Email Address (the application administrator's email address). This is the default admin email set in System Admin > Advanced > App Settings. To change this setting: Click the link (Admin Email Address). The From Address Options dialog box opens. Select one of the following options: Admin Email: Uses the default admin email set in App Settings. For assistance with App Settings, please log a case in the Extranet. AdHoc: Allows you to manually add to the From list by simply typing it in. This should be an active mailbox address so the employee can reply directly to the email if they need to contact you immediately. Additionally, you can specify a friendly name to accompany the email address. For more details about using AdHoc, see Specifying a friendly name as From Address. User: Select a specific user of the system. Procedure: Select an address stored procedure and pick the From address. Field on a Form: Select a dataform from a list of forms in the system that have relevant email fields. You can set user fields to values that exist on dataforms across a tabbed set. If the selected user fields are empty, the default value is the system admin. For more details, see From a Field on a Form. When done, click Ok.

6.

To add the Employee as a recipient, click Add.

A row opens. This is where you specify the Employee's work or personal email addresses.

Source	For this email template, select Address Source Procedure. This selection makes the Employee's email address available in the Address column. To include additional team members as recipients, you can select Client Team or Adhoc Email Address. When you select Adhoc Email Address as the Source, you type a specific email address in Address.
Type	Type can be To or CC.
Address	You can select the employee's personal or work email address. This address triggers the employee notification when their direct deposit information changes.

7.

Click Next and complete Step 4 Conditions.

No Primary Trigger	Enable this option. (Select the option.)
Primary Trigger Field	Not used.
Only Trigger Once	Not used. This setting triggers the email template the first time the conditions are met. This setting is not for use with an ongoing notification email template such as the Direct Deposit Notifications email template.
Condition Expression	Allows for AND, OR, and NOT conditions using the display conditions (Label) from the Add section. Using the Label field that corresponds to the entries in the Add section, you can combine the conditions into more complex expressions. The Condition Expression field could state, for example (Condition1 AND Condition2) OR (Condition3 AND Condition4) OR Condition5. In the example, the Condition Expression uses the display condition labels 1, 2, 3 and 4. Condition Expressions use AND/OR/NOT across tabbed dataform conditions. For a detailed explanation about conditions, see Condition expressions.

8.

To configure conditions, click Add.

A row opens for adding conditions to include Source, Field, Operator, Value, and Label. You can add multiple conditions.

Source	Indicates the dataform or stored procedure that provides the triggering condition. Select PrismHR Event.
Field	This is the field that is evaluated for the conditions. Select Class Name. This field captures the classification of event records that come through the API. To add the condition Has Direct Deposit Changed: Select Additional Information (xmlAdditionalInformation) Has Direct Deposit Changed? To add the condition for who made the change: Select Additional Information (xmlAdditionalInformation) Username or User Type.
Operator	The type of comparison between Field and Value. For the condition Has Direct Deposit Changed? or who made the change (i.e., Username or User Type), select Equals.
Value	The criteria against which Field is compared. For the condition Has Direct Deposit Changed, select True. For the condition who made the change (i.e., Username or User Type, enter a value such as Internal, External, or a username.
Label	The label to be used when constructing Condition Expressions for triggering. Make this label short and representative of the selection in Field. Labels are used in the Condition Expression field. You can also choose to use the default labels of C1, C2, C3, etc or shorten them to 1, 2, 3, and 4 as we've done in our example.

9.

Click Next.

10.

Skip Step 5 Attachments.

11.

Click Finish to save your work.

After you click Finish, you are returned to the Email Template list. This email template does not work just yet because it is unpublished (inactive). You must publish the new email template to make it active.

If you are ready to publish immediately:

1. Select the row for DDNotice (or the Template Name you entered on the Step 1 Notice tab.)
2. Click Publish.
   The entry is now published.

If you would like to publish later:

1. Navigate to the Email Template list.
2. Clear the Published option.
   The entry is now unpublished.