Message Center

When you are viewing any of your employee pages, click (the Message Center icon) in the title bar to open the Message Center.

Reading notifications

The Message Center displays the first line of each notification in a table.

If there are more lines in the notification, click more at the end of the line to view the full message in a window. You then click OK to close the window.

To clear notifications from the table:

1. If a notification does not require approval, select the Read check box to indicate that you read the message—or click Mark all as Read (above the table) to indicate that you read all of the messages.

   Note: If the Read check box is grayed out, it means a manager or the administrator still needs to take action on it. You can mark it as Read only after it has been approved or rejected.

2. Click the Delete or Archive button (at the top of the message section) to clear the read messages from the Message Center.

Approving requests

If a message requires your approval:

1. Select the appropriate status (Pending, Approved, Rejected).
2. If you want to enter a note regarding the request, click (the Note icon) and enter the text of the note.
3. Click the Send button (at the top of the message section) to send the approved/rejected request to HRMS Employee Self Service and clear the message from the Message Center.

If you already approved a request and sent it, but the employee then modified the request, the system instructs you to override and resend the data to HRMS Employee Self Service.

1. Select the O/R (override) check box.
2. Change the status to Approved.
3. Click the Send button to resend the modified data to HRMS Employee Self Service and clear the message from the Message Center.

Mailboxes

Each person using HRMS Employee Self Service has one or more mailboxes in which their messages are collected. When they log on to the system, the Message Center automatically displays all unread messages in their mailboxes.

Types of mailboxes:

• Employee mailbox: Collects messages for an employee who was given access to view their mailbox.
• Manager or Supervisor mailbox: Collects messages for employees who have direct reports. Each manager or supervisor is given access to view their mailbox. Note that an employee who is selected as a temporary approver has temporary access to the approval requests in the mailboxes of the manager or supervisor who assigned them as their temporary approver.
• Administrator mailbox: Collects messages for each administrator role that was set up for specific employers. All those assigned to the administrator role receive the messages. For example, if Susan Jones and Doug Daltry are both set up as payroll administrators for ZSI Company, they both receive approvals and notifications designated for the mailbox of the ZSI payroll administrator.

Messages

A message is system-generated text that is posted to a mailbox for viewing by an employee, manager, supervisor, or a person assigned to an administrative role. A message is either a Notification or Approval.

• Notification:  A system-generated message that can be viewed by a specific individual or by any individuals in a specific role.

  Example 1: Diane Wilson can view an event change entered by one of her direct reports (because she is their manager).

  Example 2: Patty Williams and Larry Barlow can both view an employees' emergency contact change because they are both assigned the role of HR administrators.

• Approval:  A system-generated message that requires action on the part of a specific individual or by an individual in a specific role.

  Example: Diane Wilson must approve a time off request from her direct reports.

Notifications and approval requests

Messages are grouped in categories that are dependent on who you are and what your role is. Notifications and approval requests are dependent on how pages were set up by the system administrator. For example, if you are an Employee (not a Manager or Administrator), you see notifications for changes you made to your data or approval requests that you submitted.

If you are a Manager, Supervisor ,or Temporary Approver, you see your own notifications and approval requests, and you also see requests from the employees who are waiting for your approval. If a message is sent to a manager or supervisor and there is no person assigned to that position, the message is sent to the HR Administrator with the following addendum: *This message has been redirected because there is no Manager (or Supervisor) assigned to {Employee Name}.*

If you are an Administrator, you see your own notifications and approval requests, and you also see any notifications or approvals that are directed to your administrator role.

Archived messages

Messages can be archived (saved) to be reviewed at a later date. When a message has been read (marked as "Read" and sent) and when an approval was approved or rejected (marked as Approve or Reject and sent), it is archived.

To see the archived messages, a manager, supervisor, or administrator can select the View Archived Messages link in the Instructions. Each message is appended with the action that was taken on it and the person who took the action.

The system administrator determines whether or not messages are archived.