2. Create Contract, Workflow Notifications and save as Draft
Role: Admin
Navigate to the Organisation detail page and select the Ballot Contracts tab.
Click on the tool icon. To initiate a new contract, select the +New button.
Enter the ballot contract details in the Balloting contract Edit form.
Balloting Contract Edit form fields and workflow notification setup are as below.
(Note: Users have the option to create their own email subject and email body for all types of notifications) :
a. Ballot Contract Details
Content item status
There are four content item statuses: 'Draft', 'Published', 'Unpublished', and 'Published - unlisted'. Only when the status changes to 'Published' will Client HR be able to view the ballot contract details in their B2B portal and create ballot event(s). All other statuses will not show the ballot contract in the B2B portal.
Balloting Contract SKU*
Mandatory free-text field (Contract SKU)
Contract Validity Start Date*
Mandatory select date (Contract start date)
Contract validity end date*
Mandatory select date (Contract end date)
Account manager name
Free-text field - Account Manager or Business Unit staff's name
Account manager email address
Email address field - Account Manager or Business Unit staff's email address >> recipient of Winner Notification Email
Number of wins allowed per employee*
Mandatory numeric input field - this indicates the maximum number of times an employee can win per ballot contract, regardless of the number of bids they participate in. Example: Organisation XYZ has two Ballot Contracts, 'A' and 'B'. The number of wins permitted for 'A' is two, while for 'B', it is three. As a result, an employee can win bids twice for Contract 'A' and three times for Contract 'B'. This field will be locked and not editable when the contract status is 'Published.'
HR Approval Needed for Winner?
Check-box. If checked, Client HR must approve the selected winners on the Ballot Details page of the B2B portal. If unchecked, the system auto-approves the winner.
Days customer restricted from bidding after a win
Optional numeric input field - this field allows organizations to restrict employees from bidding on another ballot within the same contract for a certain number of days. The winner can immediately bid on another ballot within the same contract if left blank. If several days are set up for restriction, the winner can only bid on another ballot within the same contract after the restriction period has ended. For example, Organization XYZ has two Ballot Contracts, 'A' and 'B'. The restriction period for 'A' is 5 days, whereas 'B' is 2 days. Contract 'A' has three ballots (A1, A2, and A3), while contract 'B' has two (B1 and B2). The winner (E1) of ballot A1 can only bid on ballot A2 after 5 days from winning. However, the winner (E1) can bid on ballot B1 immediately because it is from a different contract. This field will be locked and not editable when the contract status is 'Published.'
Description
Optional rich-text field – can enter free text or use HTML formatting to describe the contract (Optional free-text/HTML input field)
Client HR Name
Free-text field - Client HR's name
Client HR Email
Email address field - Client HR's email address >> recipient of multiple email notifications, such as New Contract Available and Approval Required of Winners Email
b. New Contract Available Notification - notifies Client HR
New Contract Available Email Subject
Email subject field - this is an optional field. Users can leave it blank along with the email body if they choose to use the default setup for the Ballot Contract Available notification—for example, email communication ID 185441.
New Contract Available Notification CC list
Email address field for CC list
New Contract Available Email Body
Email Body - Optional rich-text field – can enter free text or use HTML formatting to create the email body (optional free-text/HTML input field). - This is an optional field. Users can leave it blank along with the email subject if they choose to use the default setup for the Ballot Contract Available notification—for example, email communication ID 185441.
c. Bid Submission Email Notification - notifies the employee who submitted the bid.
Bid Submission Email Subject
Email subject field: This is an optional field. Users can leave it blank along with the email body if they want to use the default setup for the 'bid submission' notification—for example, email communication ID 185442.
Bid Submission Notification CC list
Email address field for CC list
Bid Submission Email Body
Email Body—Optional rich-text field—Users can create the email body (optional free-text/HTML input field) by entering free text or using HTML formatting. This is an optional field. If they choose to use the default setup for the 'bid submission' notification—for example, email communication ID 185442—they can leave this field blank along with the email subject.
d. Approval Required of Winners Email Notification - notifies the Client HR to approve winners.
Approval Required of Winners Email Subject
Email subject field: This is an optional field. Users can leave it blank along with the email body if they want to use the default setup for the 'approval required of winners' notification—for example, email communication v2 ID 4.
Approval Required of Winners Email CC List
Email address field for CC list
Approval Required of Winners Email Body
Email Body—Optional rich-text field—Users can create the email body (optional free-text/HTML input field) by entering free text or using HTML formatting. This is an optional field. If they choose to use the default setup for the 'approval required of winners' notification—for example, email communication v2 ID 4—they can leave this field blank along with the email subject.
e. Winner Notification Email - notifies the Winner
Winner Notification Email Subject
Email subject field: This is an optional field. Users can leave it blank along with the email body if they want to use the default setup for the 'winner' notification—for example, email communication ID 185445.
Winner Notification CC list
Email address field for CC list
Winner Notification BCC list
Email address field for BCC list
Winner Notification Email Body
Email Body—Optional rich-text field—Users can create the email body (optional free-text/HTML input field) by entering free text or using HTML formatting. This is an optional field. If they choose to use the default setup for the 'approval required of winners' notification—for example, email communication ID 185445—they can leave this field blank along with the email subject.
f. Winners list Summary Email - notifies the Account Manager (refers to Account Manager's email address field) >> Summary Report of Ballot Winners and Participants
Winners List Summary - Email Subject
Email subject field: This is an optional field. Users can leave it blank along with the email body if they want to use the default setup for the 'summary report of ballot winners and participants' notification—for example, email communication v2 ID 3.
Winners List Summary - CC List
Email address field for CC list. The CC list can be the Client HR email address (example)
Winners list Summary - Email Body
Email Body—Optional rich-text field—Users can create the email body (optional free-text/HTML input field) by entering free text or using HTML formatting. This is an optional field. If they choose to use the default setup for the 'summary report of ballot winners and participants' notification—for example, email communication v2 ID 3—they can leave this field blank along with the email subject.
g. Unclaimed Win Reminder Email - notifies the winner who has not yet claimed the prize.
Unclaimed Win Reminder Email Subject
Email subject field: This is an optional field. Users can leave it blank along with the email body if they want to use the default setup for the 'unclaimed win reminder' notification—for example, email communication ID 185454.
Unclaimed Win Reminder CC List
Email address field for CC list. The CC list can be the Client HR email address (example)
Unclaimed Win Reminder Email Body
Email Body—Optional rich-text field—Users can create the email body (optional free-text/HTML input field) by entering free text or using HTML formatting. This is an optional field. If they choose to use the default setup for the 'unclaimed win reminder' notification—for example, email communication ID 185454—they can leave this field blank along with the email subject.
h. Non-winner Email - notifies the ballot participants who did not win the bid.
Send email to Non-Winners
Checkbox. If checked, the ballot participants will receive an email informing them that they did not win the bid.
Non-Winner Email Subject
Email subject field: This is an optional field. Users can leave it blank along with the email body if they want to use the default setup for the 'non-winner' notification—for example, email communication ID 185443.
Non-winner email body
Email Body—Optional rich-text field—Users can create the email body (optional free-text/HTML input field) by entering free text or using HTML formatting. This is an optional field. If they choose to use the default setup for the 'non-winner' notification—for example, email communication ID 185443—they can leave this field blank along with the email subject.
In the Content Item Status field, choose 'Draft' to save the contract as a draft.
Content item status = Draft, Contract Status = Not Started
Content item status = Published, Contract Status = Not Started >> if the contract start date is a future date
Content item status = Published, Contract Status = In Progress >> if the contract has started, i.e., the start date is the current date.
Note:
Ideally, save the contract as a Draft, then update Reward Service Types before changing the content item status to 'Published.'
'Published' means the ballot contract will be available and visible in the Client B2B portal.
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