System Administrators can create response templates, so that users can quickly draft standard appointment invites and emails. The following Standard Responses can be used for your HR application. 

• If your application is version 8.4 and beyond, you can download this standard response configuration from the following link: Standard Response Configuration. Refer to the Configuration Export and Import article to learn how to import this configuration into your application.
• If your application is version 8.3 and below, follow the steps in Standard Responses to add response templates. You can modify these responses to ensure they meet the needs of your organization.

Acknowledge Receipt of Complaint

Scenario: acknowledging the receipt of the complaint.

Response Name: Complaint Acknowledgement Response

Response Distribution:

Hello,

Please be advised that your grievance has been received and is being reviewed by our team. We will provide a preliminary answer or update to you within 72 hours.

If you have any questions, please let us know.

Thank you,

Case Management Team

Request Additional Information

Scenario: requesting additional information from the reporting party, complainant, or witness about the incident.

Response Name: Request for Additional Information

Response Distribution:

Hello,

We require some additional information from you:

1. A detailed explanation of the problem. 

2. The date, time and location of the incident 

3. Any evidence/proof of the incident (receipts, emails, pictures etc.)

Sincerely,

Case Management Team

Interview Request

Scenario: requesting an interview with parties involved in a case, such as, witness, complainant, respondent, and reporting party, etc.

Response Name: Interview Requested

Response Distribution:

Hello,

Please be advised that we are required to schedule an interview with you in regards to an ongoing investigation.

You will receive an email request in the coming days with the details of the interview including the date, time, location, and the individuals who will be present.

If you are unable to make the interview, you are required to provide us with at least 24 hours’ notice.

Thank you in advance for your cooperation.

Yours truly,

HR Investigation Team

Share Files

Scenario: sharing a confidential file via Case > File > Share File Feature with the parties involved on a case. See a A File's Page: Share a File for details.

Response Name: File Share

Response Distribution:

Hello,

Important documents are being shared with you via the Investigation Team's secure document sharing portal. Please note that these documents may contain confidential information and should not be shared or disseminated without permission.

Do not hesitate to reach out if you have any questions.

Thank you,

Investigative Team

Notify Investigation Started

Scenario: an investigation has been filed and the respondent needs to be informed about it that they will be required to cooperate and provide any information required from them.

Response Name: Investigation Commenced

Response Distribution:

Hello,

Please be advised that an investigation has been commenced against you.

An investigator will be assigned to your file and will reach out to you within 2 business days. They will provide you with a list of information that is required from you.

Your case reference number is: {caseNumber}

Your cooperation is greatly appreciated.

Case Management Team

Case Closure

Scenario: an investigation has been closed, but no details of the outcome can be provided to the reporting party or complainant. This acknowledgement is sent to ensure that the party is informed of the case closure.

Response Name: Investigation Closure

Response Distribution: 

Hello,

This email is to advise you that we have concluded our investigation of the concern you submitted to us.

Due to confidentiality reasons, we cannot provide you an update on the outcome or any corrective actions taken, if any, but we want to assure you that we took your concerns seriously, followed our internal procedures, and consulted with our team to ensure the outcome was appropriate.

If you have any concerns in the future, please don't hesitate to reach out.

Thank you,

Investigative Team