Configuring a direct deposit notification 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.

Learning how

To learn how to create a direct deposit notification in ClientSpace:

Watch this step-by-step video.

Has Direct Deposit Changed condition

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 Field Source is PrismHR Event, and the Trigger Field is set to Additional Information (xmlAdditionalInformation) Has Direct Deposit Changed?:

Review the following procedure to learn how to add this condition.

Configuring

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:

Go to System Admin > Email Templates.
The Email Templates list displays.
Click Add.
The Email Template wizard opens at Step 1 Initial.
Complete Step 1 Initial.

Table Name	Select PrismHR Event.
Template Code	Add a short descriptive code to identify this template, such as DDNotice.
Template Name	Add a descriptive name (this is displayed in the application list), such as Direct Deposit Activity Notice.
Description	Include a brief description, 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. The peo_directdeposit_emailtemplate_merge_proc option adds additional merge replacement information for this email template in Step 1.
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.

Click Next and complete Step 2 Content.

Subject	The subject line of the email that will be generated. The email recipients will see this subject.
Body	The body of the email that will be generated. This field supports rich text, so the email may be branded and include links. This will be seen by the recipient(s) of the email.
Trigger Field	Leave as blank for this email template.

Click Next and complete Step 3 Addresses.

Address Stored Procedure

Select peo_directdeposit_emailtemplate_recipient_proc for this email template.

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

Select the From address for the email. This can be selected from a distinct set of options.

Selecting Ad Hoc Address allows you to enter something more customized (for example, support@metrohr.com). This should be an active mailbox address so the employee can reply directly to the email if they need to contact you immediately.

To add the Employee as a recipient, click Add.
A row opens. This is where you specify the Employee's work or personal email address.

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. Adhoc Email Address as the Source allows you to 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.

Click Next and complete Step 4 Conditions.

No Primary Trigger

Enable this option.

Primary Trigger Field

Not used.

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 HOL1, HOL2, and HOL3.

Condition Expressions use AND/OR/NOT across tabbed dataform conditions. For a detailed explanation about conditions, see Condition Expressions.

To configure any conditions, click Add.
A row opens for adding conditions to include Field Source, Trigger Field, Operator, Trigger Value, and Label. You can add multiple conditions.

Field Source	Indicates the dataform or stored procedure that provides the triggering condition. Select PrismHR Event.
Trigger Field	This is the field that is evaluated for the conditions. Select Class Name. To add the condition Has Direct Deposit Changed: • Select Additional Information (xmlAdditionalInformation) Has Direct Deposit Changed?.[DH1]
Operator	The type of comparison between Trigger Field and Trigger Value. Select Equals. For the condition Has Direct Deposit Changed: • Select Equals.[DH2]
Trigger Value	The criteria against which the Trigger Field is compared. Select Direct Deposit. For the condition Has Direct Deposit Changed: • Select True.[DH3]
Label	The label to be used when constructing Condition Expressions for triggering. Make this label short and representative of the Trigger Field. Labels are used in the Condition Expression field.

Click Next.
Skip Step 5 Attachments.
Click Finish to save your work.

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

If you are ready to publish immediately:

Select the row for DDNotice.
Click Publish.

If you would like to publish later:

Navigate to the Email Template list again.
Remove the Published filter by clicking the X next to Status | Published.
Select the row for your DDNotice.

The email template is published.