Timesheet Portal provide email and text message (SMS) notifications to aid with the workflow. Emails are always sent using the sender address [email protected], however it is general practise that mail servers allow you to specify the mail from address and name (which is the actual address and name that will appear in the email client software). Both of these and all other notification settings can be configured from the Settings->Notifications page.
Editing Notification Templates
Each email or text message on the system has an associated template. All templates can be edited by clicking on the Edit email text link next to the notification name. This will result in a popup window opening. Message templates contain message tags, which are words encapsulated by % symbols. These tags are substituted dynamically when the message is sent by the system. For example, the tag %EMPLOYEENAME% on the timesheet submitted template will be substituted with the timesheet submitter’s name when the message is constructed. So if your template reads “%EMPLOYEENAME% submitted a timesheet”, then when Joe Blogs submits a timesheet, the email will read “Joe Blogs submitted a timesheet”.
Timesheet Actions Notifications
The following notifications are available for timesheet actions:
Timesheet submitted (email sent to approver)
Timesheet submitted confirmation (email sent to submitter)
Timesheet rejected (email sent to submitter)
Timesheet approved (email sent to submitter)
Timesheet approved confirmation (email sent to approver)
Expense Form Actions Notifications
The following notifications are available expense form actions:
Expense form submitted (email sent to approver)
Expense form rejected (email sent to submitter)
Expense form approved (email sent to submitter)
General Notifications
New Employee Account
This template is sent when a new employee account is created and you have ticked the option to have their password sent. It is also the template used when you choose the option on the Employees page to Reset Password and send welcome email
Timesheet Reminder Notifications
Reminders can be sent to timesheet submitters and approvers to remind them in advance or after the deadline of pending actions. We refer to the ones sent before the deadline as Early Reminders (usually sent before the end of the timesheet week) and the Deadline Reminder (sent just before or after the deadline for submission or approval).
To configure the reminder templates and times, go to Settings->Notifications and then click on Scheduled Timesheet Reminders in the left hand toolbar. To configure the timesheet submission deadline time , go to Settings->Timesheets and look for this setting right at the top of the page. To configure all the other reminder times, look at the drop-down lists next to the reminder names on the Scheduled Timesheet Reminders page.
The following timesheet reminder notifications can be configured:
Early reminder for submission of timesheets (email/text sent to the submitter)
Deadline passed for submission notification (email/text sent to the submitter)
Early reminder to approve a timesheet (email sent to the approver)
Deadline passed for approval notification (email sent to the approver)
The above emails/sms messages are sent to remind the user to perform an action. In addition, there are 3 reminders which are sent to submitters to notify them if their approver has not yet approved their timesheets. These are useful if you want to put the responsibility of chasing up approvers on to your timesheet submitters. The reminders available for this purpose are:
Notify submitter that their timesheet has not yet been approved (1st notice)
Notify submitter that their timesheet has not yet been approved (2nd notice)
Notify submitter that their timesheet has not yet been approved (3rd notice)