Email Missing Timesheets
Navigation: |
Timesheet Control > Schedule Email button |
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Access Rights: |
Timesheet Functions > Timesheet Control > Email Timesheet Reminders
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Purpose:
The Email Missing Timesheets function allows you to schedule emails so that they can be sent to users at a specified date and time.
A common use for this is would be to schedule a weekly email to be sent to all staff members who have not completed their timesheets.
Additional Information
The following options are available;-
Option |
Description |
|---|---|
1) Missing timesheets/timecards |
An email will be sent to all staff members who have a missing timesheet in the week. |
2) In-progress timesheets/timecards requiring completion |
An email will be sent to all staff members whose timesheet status is still in progress. |
3) Completed timesheets/timecards require approval |
An email will be sent to all approvers where their staff member's timesheets are awaiting approval. |
4) Custom message |
An email will be sent to all staff members currently visible in the timesheet control grid. |
Each of these options can be enabled or disabled to suit via the tick box located at the top of each option.
They can all be scheduled to be activated on a specific day of the week and at a specific time.
You can select which Timesheets you want to check i.e. This Week (default) or Previous Week. Generally speaking it would make sense to set a schedule to be run over the weekend (or Monday morning) to prompt staff members to complete their previous weeks timesheet. Or, set a reminder for staff to complete this weeks timesheet on a Friday afternoon.
The Now frequency option over-rides the time and can be used to send the email immediately.
Both the email Subject and email Message* texts are automatically saved in the database. This enables them to be readily available the next time a schedule is set.
*If you have the flexi-time functionality registered you will be shown two separate message boxes. One for the Timesheet and one of the Time Card.
If the flexi-time functionality is not installed you will only be shown the Timesheet message box.
Email Options |
This additional option works in conjunction with the options 1, 2 & 3 above. It is used to send a separate email to the line managers of the staff who will receive the email. This contains a list of the staff who have been emailed and is used as a mechanism for the line manager to chase the staff to action the email request. Alternatively, the staff member's colleagues in their Resource Group can also be emailed with the list of names. |
Email type |
The email type applies to the addition email notification: ▪Normal – all email address details are visible ▪Carbon Copy(CC) – all email address details are visible ▪Blind Carbon Copy (BCC) - email address details are hidden from the distribution list |
Test Scheduler |
This is only needed to test the emailing configuration on your server is functioning correctly. It enabled the user to send a test email instantly via the Test button. |
Operation
Once configured on your server, scheduling an email is very simple.
1.Ensure the 'Enable Email....' check box is ticked on the email option you want to schedule.
2.Select the frequency, time and which timesheets to check for (This Week or Previous Week).
3.Enter an email Subject and Message.
4.Click the Send button.
The system will then create a schedule for this email and process it on the day and time specified.