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Time Email Alert is for when you want to set up reminders or notifications to go to users/approvers/etc.

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Alert Setup

1. Click on Admin tab at the top of the screen.
2. On the left side of the screen, click the plus sign Image Added to expand the Email Alert menu.
3. Click on Time Alert.
4. Click the Add button Image Added in the toolbar.
   1. Name*: Give the alert a name. This name will be visible to the Admin only. 
   2. Process Type*: Select one of the process types
      1. Existing timesheets: This will capture timesheets that have been opened at one point. All except missing timesheets will be included in this process type.
      2. Missing timesheet Days: This will capture timesheets that do not have time entered per day. 
      3. Missing timesheets: This will capture timesheets that have not be opened/created for the period. 
   3. Send To*: Select from the drop down who the alert will be sent to.
   4. Subject*: This subject will be the subject of the e-mail. 
   5. Header: Enter in a header message. This is an optional field. 
   6. User Message*: This user message will be the body of the e-mail. The message you put in this section will repeat as many times as there are records that fit the criteria. Example: If there are 2 missing timesheets, the message you enter in this field will repeat twice. 
      1. Click on the information Image Addedicon to view the available fields to add to the user message. 
         1. Adding a label for the field entered will show in the user message. If no label is entered, only the data will show in the message. 
            1. Example if you put {PeriodStart} - {PeriodEnd}
               1. User will see 12/01/2018 - 12/15/2018
            2. If you put Timesheet Period: {PeriodStart} - {PeriodEnd}
               1. User will see Timesheet Period: 12/01/2018 - 12/15/2018
   7. Footer: Enter in a closing message to the reminder. This is an optional field.
   8. Check Type*: Select
      1. Between Two Days: If you want to have the alert go out between two specific dates.
      2. Current: If you want to include timesheets ONLY for the current period.
      3. Previous : If you want to include previous timesheet periods. 
   9. Include Holiday: Select Yes or No to include Holidays Option Only for Missing timesheet Days
   10. Include Weekend: Select Yes or No to include Weekends Option Only for Missing timesheet Days
   11. Hours Type*: Option Only for Missing timesheet Days
       1. Hours
       2. Percentage of Standard Hours
       3. Percentage of Standard Hours with FTE
   12. Operator*: Select an operator for the hours type. Option Only for Missing timesheet Days
   13. Hour1*: Enter in the number of hours for your criteria above. Option Only for Missing timesheet Days
5. Click Next to continue.
6. On this screen, you will add query items. The query indicates what criteria must be satisfied for this alert to go out.
   1. To add a query, click the Add button Image Added in the toolbar.
   2. Query Field*: In the drop down, select a field you would like to build your query based off of for this alert.
   3. Condition*: Select a condition
      1. In and Not In will provide a list of the available option for the field.
      2. All others, you will need to be put the exact value in order for the query to work.
   4. Value*: Enter or select the value for the query.
      1. If you are selecting a value, click on OK to save your selection.
7. Click on Save to save your query.
8. Click Next to continue.
9. On this screen, you will schedule the job (Job Setup).

   1. Schedule Setup 

      1. Start Date*: Select a date you would like the alert to start
      2. End Date: Select an end date if applicable. This is an optional field and can be left blank.
      3. Interval*: Select how often you want the alert to go out. 
      4. Biweekday Frame: Select the day of the week the alert will run every other week. (Only available if you chose Biweekly as the Interval)
      5. Weekday Frame: Select the day of the week you would like this alert to go out on. You may chose more than one day. (Only available if you chose Weekly as the Interval)
      6. Month Frame: Select the month (s) you would like the alert to run on. (Only available if you chose Monthly as the Interval)
      7. Day Frame: Select the date(s) of the month you would like the alert to run on. (Only available if you chose Monthly as the Interval)
      8. Time Frame*: Select the time the alert will go out.

   2. Additional Settings

      1. Data Keep Days: The number of days the system will store the instances of when the alerts were ran. 
      2. Self Clean: If you want the system to automatically clean up the instances based on the number of days entered above.
      3. Notifyee: Email address of an admin to receive notification based on the events chosen Notify Events.
      4. With Attachments: Check this box if you would like an attachment of the log when a notification is sent.
      5. Notify Events: Notification will only be sent in the case where any of the boxes are checked in this field.
      6. Thred ID*: leave as default or contact support if needed.
      7. Time Zone*: Select a specific timezone you would like the alert to run.
      8. Number Format: Select a number format.
      9. Date Format: Select a date format. 
      10. Time Format: Select a time format.
      11. language*: Select a language.
      12. Skip Job Schedule: Choose a Skip Job option if set up under Job Schedule.
10. Click Save to save this alert.

Here are some examples of Time Email Alerts and how they would be set up:

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This example will set up on an alert on a weekly basis for timesheets that are on hold or missing. It will be set to exclude sales and development groups.

1. Click on Admin tab at the top of the screen.Click to expand Job Schedule on
2. On the left hand side of the screen, click the plus sign Image Added to expand the Email Alert menu.
3. Click on Time Email Alert.
4. Click on Add (this bring up the New Time Email Alert Wizard).Give the alert a name and enter it in the Email Alert Name field. This one will be called the Add button Image Added in the toolbar.
   1. Name*: Missing Timesheet (Weekly)
   .
   Select a
   1. Process Type
   . This one will be Missing timesheets.
5. Select a Send To. This one will be Employee.
6. Give the alert a Subject. This subject will be the subject of the e-mail. This one will be Please submit your timesheet.
7. Enter a User Message. This user message will be the body of the e-mail. This one will say Please submit your weekly timesheet.
8. Select a Check Type. This will tell the system to check either the previous timesheet, current, or between two dates. This one will say Previous.
   1. *:Select Missing timesheets: This will capture timesheets that have not be opened/created for the period. 
   2. Send To*: Select Employee
   3. Subject*: Please Submit your timesheet 
   4. Header: The following timesheet(s) are currently missing. Please log into Databasics and complete your timesheet(s).
   5. User Message*: Timesheet Period: {PeriodStart} -  {PeriodEnd}
      1. Click on the information Image Addedicon to view the available fields to add to the user message. 
      2. For Missing Timesheets these are the available fields:
         {PeriodStart}
         {PeriodEnd}
         {FullName}
         {StandardHours}
         1. Adding a label for the field entered will show in the user message. If no label is entered, only the data will show in the message. 
            1. Example if you put {PeriodStart} - {PeriodEnd}
               1. User will see 12/01/2018 - 12/15/2018
            2. If you put Timesheet Period: {PeriodStart} - {PeriodEnd}
               1. User will see Timesheet Period: 12/01/2018 - 12/15/2018
   6. Footer: Thank you
   7. Check Type*: Select Previous 
9. Click Next to continue.
10. On this screen, you will add query items. The query indicates what criteria must be satisfied for this alert to go out. This one will have Query Field set to
    
    1. To add a query, click the Add button Image Added in the toolbar.
    2. In the drop down, select Employee.
    3. After the Query Field is set, the wizard will let you pick a a Condition. This one will have Condition set to In because we want the following employees to be included.
    4. In the
    Query
    1. Value
    field
    1. List field, we select the employees that are to be included in this alert.
    2. Click on OK to save your select.
11. Click on Save to save your query.
12. Click Next to continue.
13. On this screen, you will schedule the job (Job Schedule). The Interval will be set to Daily, the Start date will be as of next week, the Weekday will be Monday, and set the Notifiee to be someone with authority. On Event will be On Error.Setup).

    1. Schedule Setup 

       1. Start Date*: Select a date you would like the alert to start
       2. End Date: Select an end date if applicable. This is an optional field and can be left blank.
       3. Interval*: Select Daily.
       4. Weekday Frame: Select Monday
       5. Time Frame*: Select the time the alert will go out.

    2. Additional Settings

       1. Notifyee: Email address of an admin to receive notification based on the events chosen Notify Events.
       2. With Attachments: Check this box if you would like an attachment of the log when a notification is sent.
       3. Notify Events: OnError (Notification will only send when there is an error that occurs with this alert)
14. Click Save to save this alert.

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This example will set up a reminder on a weekly basis for managers to approve timesheets.

1. Click on Admin tab at the top of the screen.Click to expand Job Schedule on
2. On the left hand side of the screen, click the plus sign Image Added to expand the Email Alert menu.
3. Click on Time Email Alert.
4. Click on Add (this bring up the New Time Email Alert Wizard).Give the alert a name and enter it in the Email Alert Name field. This one will be called the Add button Image Added in the toolbar.
   1. Name*: Reminder to Managers to Approve Timesheets
   .
   Select a Enter a User Message. This user message will be the body of the e-mail. This one will say This
   1. Process Type
   . This one will be Existing timesheets.
5. Select a Send To. This one will be Ready to Approve.
6. Give the alert a Subject. This subject will be the subject of the e-mail. This one will be Reminder to Approve Timesheets.
7. 1. *: Select Existing timesheets: This will capture timesheets that have been opened at one point. All except missing timesheets will be included in this process type. 
   2. Send To*: Select Ready to approve
   3. Subject*: Reminder to Approve Timesheets 
   4. Header: Enter in a header message. This is an optional field. 
   5. User Message*: This is a reminder that there are timesheets that need to be approved.
   Select a Check Type. This will tell the system to check either the previous timesheet, current, or between two dates. This one will say Previous.
   1. Footer: Enter in a closing message to the reminder. This is an optional field.
   2. Check Type*: Select Previous 
8. Click Next to continue.
9. On this screen, you will add query items. The query indicates what criteria must be satisfied for this alert to go out. This one will have Query Field set to
   1. To add a query, click the Add button Image Added in the toolbar.
   2. In the drop down, select Employee.
   3. After the Query Field is set, the wizard will let you pick a a Condition. This one will have Condition set to In because we want the following employees to be included.
   4. In the
   Query
   1. Value
   field
   1. List field, we select the employees that are to be included in this alert.
   2. Click on OK to save your selection.
10. Click on Save to save your query.
11. Click Next to continue.
12. On this screen, you will schedule the job (Job Schedule). The Interval will be set to Daily, the Start date will be as of next week, the Weekday will be Monday, and set the Notifiee to be someone with authority. On Event will be On Error.Setup).

    1. Schedule Setup 

       1. Start Date*: Select a date you would like the alert to start
       2. End Date: Select an end date if applicable. This is an optional field and can be left blank.
       3. Interval*: Select Daily.
       4. Weekday Frame: Select Monday
       5. Time Frame*: Select the time the alert will go out.

    2. Additional Settings

       1. Notifyee: Email address of an admin to receive notification based on the events chosen Notify Events.
       2. With Attachments: Check this box if you would like an attachment of the log when a notification is sent.
       3. Notify Events: OnError (Notification will only send when there is an error that occurs with this alert)
13. Click Save to save this alert.

E-mail Reminder to Managers to Approve Overdue Timesheets – with a Reference to Number of Days

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Ready for Approval (: Subject ) – Only – means that the reference text underneath this section can be included in the “Subject” of the reminder 

1. {DaysOverdue=7}* -  this would be the number of days after a timesheet was submitted to approver after which a timesheet would be considered overdue. In this example the timesheets would be overdue approval after 7 days of their submission. 7 can be replaced with a different value.

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1. .
2. {Total} -  indicated total number of timesheets in an approver’s queue
3. {Overdue} -  total number of overdue timesheets in an approver’s queue. In this example those timesheets that have been sitting in the approver’s queue more than 7 days.

 Only *This is a required field and must be included in order for the rest of the reference fields to work properly.

Ready for Approval (: Header ): Only - means that the reference text underneath this section can be included in the “Header” portion of a reminder 

1. {Overdue} – Total number of overdue timesheets in an approver’s queue (same definition as above)
2. {Total} – Total number of all timesheets in an approver’s queue

Only Ready for Approval (User : Message ): Only - means that the reference text underneath this section can be included in the “User Message” portion of the email. 

1. {DaysOverdue} – The number of days a timesheet has been sitting in an approver’s queue
2. {ReadyOn}  -Date when a timesheet was released

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EXAMPLE:

The following setup in the admin:

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Would produce the following e-mail output sent to an approver:

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