Automating HR Notifications: From Chasing Updates to Clear Communications

How to use the Updated Notification Step in Intellistack Streamline

When HR teams process employee requests for time-off approvals, expense reimbursements, or remote work arrangements, clear and timely communication is essential. However, manually sending follow-up messages can be repetitive, error-prone, and time-consuming.

The updated Notification Step in Intellistack Streamline solves this challenge by automatically sending customized email and SMS notifications to employees as part of any workflow, whether a request is approved, denied, or requires additional information. Giving every workflow a built-in way to keep stakeholders in the loop and teams focused on progress, not manual work.

What the Notification Step Does

The Notification Step enables you to configure automated messages that are sent to recipients at specific points in your workflow. Key capabilities include:

Multiple recipients: Send notifications to several people simultaneously
Full customization: Configure sender labels, reply-to addresses, subjects, and message content
Dynamic data insertion: Automatically populate messages with workflow data
File attachments: Include files from Forms, Documents, or Sign steps (email only)

‍

Real-World Example: HR Time-Off Approval Workflow

Here's how to implement an automated time-off request process using the Notification Step:

Step 1: Create the Request Form

Build a Time-Off Request form with comprehensive fields:

Employee Information
- Full Name
- Employee ID
- Department
- Direct Manager/Supervisor
- Email Address
- Phone Number
Request Details
- Time-off Type (Vacation, Sick Leave, Personal Day, Bereavement, etc.)
- Start Date
- End Date
- Total Days Requested
Additional Information
- Reason for Time Off (optional)

Share the form with employees for direct submission. When submitted, the workflow launches automatically.

Step 2: Add Manager Approval Form

Insert a second form that routes to the employee's manager with a comprehensive review form:

Manager Approval Form Fields:

Employee Request Summary (auto-populated from Step 1 using Data Mapping)
- Employee Name and ID
- Department
- Requested Time-off Type
- Start Date and End Date
- Total Days Requested
- Reason Provided
Manager Review Section
- Approval Decision (Approve/Deny/Request More Information)
- Manager Comments (required if denying or requesting info)
- Alternative Dates Suggested (if applicable)
- Conditional Approval Notes

Set up a form Assignment based on the Manager field that routes to the employee's manager. The manager reviews the request details and can approve or deny with a single click.

Pro Tip: You can use the “Use separate values” option on a dropdown field to have the user see the Manager Name but have the email set for your managers for the Notification and Assignment

Step 3: Configure Smart Notifications

Set up automated notifications using logic branching to send the appropriate message based on the approval outcome:

For Approved Requests:

Email: "Time-Off Request Approved: Your vacation request for July 15 through 20 has been approved."
SMS: "Approved: July 15 through 20. Enjoy your time off!"

For Denied Requests:

Email: "Time-Off Request Update: Your request for July 15 through 20 requires further discussion. Please contact HR."

For Request More Information

Third Form: Asking the user for additional information

The workflow automatically selects the correct notification path, ensuring employees receive only relevant messages.

‍

Step 4: Data Integration with Snowflake

Once the approval process is complete, configure a Deliver Data step to automatically send all workflow data to your Snowflake database, or to one of our other system integrations, for record-keeping and analytics.

‍

Create a smoother experience for everyone:

‍

Employee	HR Admin
Submits a request and immediately receives clear updates when it’s approved, denied, or needs more info. Dates are accurate, the next step is obvious, and there’s no waiting in the dark.	Reviews the request once, and the system handles the rest. Automated notifications go out with the correct details, eliminating manual drafting and reducing mistakes.
Gains confidence that their request won’t be lost or delayed, making it easier to plan travel or personal commitments.	Reclaims hours each week that would have been spent on repetitive emails, freeing time for higher-value HR work.
Experiences a smoother, more transparent process that builds trust in the organization.	Delivers consistent, compliant communication at lower administrative cost.

‍

Key Benefits from Using the Notification Step

Time Savings: Eliminate manual message drafting for routine outcomes while ensuring consistent communication.

Error Reduction: Data-mapped fields automatically populate accurate dates, names, and request details, reducing human error.

Enhanced Clarity: Tailored messages replace generic "status update" emails with specific, actionable information.

The Notification Step in Intellistack Streamline transforms routine HR communications from a manual burden into an automated advantage, freeing your team to focus on higher-value activities while ensuring employees stay informed throughout every process.

‍