This article refers to functionality available in Natural HR's Workflow Builder, which is available to Administrators and HR users by navigating to:

Administration > HR > Workflows

Most steps within workflows will generate emails. 

These emails, as well as containing generic content, can contain placeholders (or "Tags") which the workflow will replace with the relevant information when the email is sent.

These placeholders can be used in the workflow step name and description in addition to the email subject and content.


Quick Tip

When adding placeholders, if you type [ followed by the field you're looking for, the system will produce a list of suggestions as you type.  You can then choose the one you want from the list, like so:

The fields which can be used are:

Employee Fields:

• [employee_system_id]
• [employee_first_name]
• [employee_sur_name]
• [employee_name]
• [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_gender]
• [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]

Time off fields:

• [timeoff_type]
• [timeoff_start_date]
• [timeoff_end_date]
• [timeoff_duration]
• [timeoff_employee_comments]
• [timeoff_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]

Recruitment - Requisition fields:

• [requisition_reason]
• [requisition_job_title]
• [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_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:

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

Note that 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.