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

The following process types are available:

  • Missing timesheet days
  • Existing timesheets
  • Missing timesheets

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

Examples

Missing Timesheet (Weekly)

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 at the top of the screen.
  2. Click to expand Job Schedule on the left hand side of the screen.
  3. Click on Time Email Alert.
  4. Click on Add (this bring up the New Time Email Alert Wizard).
  5. Give the alert a name and enter it in the Email Alert Name field. This one will be called Missing Timesheet (Weekly).
  6. Select a Process Type. This one will be Missing timesheets.
  7. Select a Send To. This one will be Employee.
  8. Give the alert a Subject. This subject will be the subject of the e-mail. This one will be Please submit your timesheet.
  9. Enter a User Message. This user message will be the body of the e-mail. This one will say Please submit your weekly timesheet.
  10. 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.
  11. Click Next to continue.
  12. 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 Employee.
  13. 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.
  14. In the Query Value field, we select the employees that are to be included in this alert.
  15. Click Next to continue.
  16. 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.
  17. Click Save to save this alert.

E-Mail Reminder to Managers to Approve Timesheets (Weekly)

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

  1. Click on Admin at the top of the screen.
  2. Click to expand Job Schedule on the left hand side of the screen.
  3. Click on Time Email Alert.
  4. Click on Add (this bring up the New Time Email Alert Wizard).
  5. Give the alert a name and enter it in the Email Alert Name field. This one will be called Reminder to Managers to Approve Timesheets.
  6. Select a Process Type. This one will be Existing timesheets.
  7. Select a Send To. This one will be Ready to Approve.
  8. Give the alert a Subject. This subject will be the subject of the e-mail. This one will be Reminder to Approve Timesheets.
  9. Enter a User Message. This user message will be the body of the e-mail. This one will say This is a reminder that there are timesheets that need to be approved.
  10. 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.
  11. Click Next to continue.
  12. 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 Employee.
  13. 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.
  14. In the Query Value field, we select the employees that are to be included in this alert.
  15. Click Next to continue.
  16. 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.
  17. Click Save to save this alert.

 

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

 

 

 

 

 

Only Ready for Approval (Subject) – 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.

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

  1. {Total} -  indicated total number of timesheets in an approver’s queue
  2. {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 Ready for Approval (Header): - 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): - 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

 

 

EXAMPLE:

 

The following setup in the admin:

 

 

 

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

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