How to Create Automated Announcement Mailing in Horilla HRMS

Automating email announcements in Horilla HRMS helps streamline communication by sending announcements to employees based on predefined triggers.

This guide will walk you through setting up automated announcement emails in Horilla HRMS.

Step 1: Navigate to Mail Automations

1. Log in to your Horilla account.
2. On the left sidebar, go to Configuration(Marked 1).
3. Click on Mail Automations(Marked 2).
4. Click on the + Create button at the top right(Marked 3).

Step 2: Configure the Mail Automation

A pop-up form will appear where you need to configure the automation settings:

1. Is Active: Toggle the Is Active switch to enable the automation.
2. Title: Enter a meaningful title for your automation, or you can use dynamic template tags(template tag keys depend on the model you chose; you have to know the table structure to use them independently).
3. Model: Select Announcement from the dropdown. This ensures that the automation is linked to announcements.
4. Mail to: Choose the Filtered employees mail field to send the announcement to the relevant employees
   1. Here you can choose filtered employees in this case
   2. The filtered employee field is an automated field that will include all the employees if they are permitted to view the announcements.
5. Mail details: Select Description (As a mail template), as Horilla HRMS will send the announcement’s description instead of a separate email template.
   1. Here in this use case, the template will be an announcement description.
6. Trigger: Set the trigger condition to On Create, ensuring the email is sent when a new announcement is created.
7. Mail template: This field is not required since the email will use the announcement description.
8. Also Sent To (Optional): If you need to send the announcement to additional recipients, specify their employee records.
9. Template Attachments (Optional): Attach any relevant files to be included in the email.
10. Conditions: Where you can put dynamic criteria while triggering the automation.

Step 3: Set Conditions (Optional)

If you want to send emails based on specific conditions, configure them in the Condition section:

Code: Assign a unique identifier (e.g., C1).

Field: Choose Is Active to ensure only active announcements trigger emails.

Condition: Set the condition operator (e.g., ==).

Value: Enable the toggle to indicate that only active announcements will be considered.

Logic: Define how multiple conditions should be evaluated (e.g., And).

Action: Where you can duplicate the condition or delete it

Step 4: Save and Activate the Automation

Once all the configurations are set, click the Save button.

Your automation will now be active and will automatically send announcement descriptions to the specified recipients when a new announcement is created.

Let’s Announce and See

Navigate to the Dashboard:

Click on the Dashboard from the left navigation menu and locate the Announcements section.

Click on the + button to create a new announcement (Marked as 2).

Fill in Announcement Details

• Enter a Title for the announcement.
• In the Description field, add the announcement details, including text formatting and images if needed.
• Attach files (if required).

Note: For images sent through email, you have to attach the image using the image URL option in the widgets/toolbar

Click the image tool/widget. Then, a popup will come. Add the URL of the image.  Then click the insert image button

• Set an Expire Date to define how long the announcement should be visible in the dashboard.
• Select Departments, Employees, or Job Positions to target specific recipients.

• Click Save to publish the announcement.

The email will be send to all the employees filtered in the department, job position or employees mentioned in the announcement form.

Conclusion

Horilla HRMS’s mail automation simplifies the process of sending announcements, ensuring employees receive important updates without manual intervention. By following this guide, you can efficiently set up an automated mailing system for announcements in your organization.