Transmission Text

You can use the Transmission Text functionality in [email protected] or [email protected] to send emails to employees advising them of the status of their documents (Expense Forms or Timesheets) or alerting them that they have an action to perform.

The sender of the email is the System Administrator. This user is defined on the Main Tab of the System Parameters screen in the Maintenance Application.

The content of the email is set in the Transmission Text section of the Maintenance Application.

The subject and text of these E-mails can be specified for each Company, Transaction Type or Document Type at each routing stage.

In both the Subject and Message Text, variable fields can be used which will then be substituted with the relevant data.

Transmission Text is specific to each Company and you can use the Copy button to copy text to all Companies.



Transmission Text

To setup Transmission Text you should complete the following fields:

Company – Choose one of the companies set up in your system. Note that once you have created text for one Company you may use the Copy button to copy the same text to all others.

Action – Choose the Generation or Routing action for which you need an email to be triggered. See below.

Subject – Enter the text you wish to appear in the subject line of the e-mails. You can use System Variables in the subject line, see below.

Message Text – Enter the text of the message you wish to appear in the body of the e-mails. You can use System Variables in the message body see below.

Actions

Transmission Text can be created for different ‘Routing’ actions for Timesheets and Expense Forms. Some examples are:

Timesheets

  • Generation
  • Timesheet Authorisation (primary or additional steps)
  • Timesheet Notification to Employee of Authorisation
  • Timesheet Returned to Employee from Authorisation
  • Timesheet submitted for Posting

  • Expense Forms & Forms

  • Expense Confirmation
  • Expense Notification to Employee of Authorisation
  • Expense Notification to Employee of Review
  • Expense Notification to Employee of Return
  • Expense Notification to Employee of Return to Proxy by Authoriser
  • Expense Notification to Employee of Return to Proxy by Reviewer
  • Expense Authorisation (primary or additional steps)
  • Expense Notification to Authoriser of Review
  • Expense Notification to Authoriser of Return
  • Notification to Authoriser of Return to Employee
  • Expense Review (primary or additional steps)
  • Expense Form submitted for Posting

  • Variables

    In both the Subject and Message Text fields variable terms can be used which will be substituted in the email depending on the context.

  • Calendar – The Calendar being used for this Employee
  • Creation Employee – The Employee who created this Timesheet or Expense Form (can be an Employee’s Proxy)
  • Creation Employee Name – The name of the Employee who created this Timesheet or Expense Form (can be an Employee’s Proxy)
  • Employee – The Employee to whom this Timsheet or Expense Form belongs
  • Employee Company – The Employee’s Company
  • Employee Company Name – The name of the Employee’s Company
  • Employee Name – The Employee’s Name
  • Expenses Authorising Employee – The Employee nominated to authorise this Employee’s Expense Form
  • Expenses Authorising Employee Name – The name of the Employee nominated to authorise this Employee’s Expense Form
  • Expenses Reviewing Employee – The Employee nominated to review this Employee’s Expense Form
  • Expenses Reviewing Employee Name – The name of the Employee nominated to review this Employee’s Expense Form
  • Last Action Employee – The Employee whose action preceded the current Routing event (null for Generation)
  • Last Action Employee Name – The name of the Employee whose action preceded the current Routing event (null for Generation)
  • News – News assigned to dates falling within the Timesheet Period
  • Return E-mail Address – The e-mail address to which Timesheets and Expense Forms will be automatically returned
  • System Administrator – The Employee defined as System Administrator on the System Parameters record
  • Timesheet Authorising Employee – The Employee nominated to authorise this Employee’s Timesheet
  • Timesheet Authorising Employee Name – The name of the Employee nominated to authorise this Employee’s Timesheet
  • Timesheet Period From Date – The first date of the Timesheet Period
  • Timesheet Period To Date – The last date of the Timesheet Period
  • Timesheet Period Name – Timesheet Period
  • Timesheet Type – Timesheet Type
  • Timesheet Unit – The time unit in which the Employee must record time (for example, Whole Days, Hours, Half Hours, etc.)
  • User Name for Web – The User Name of the Employee to whom the Timesheet or Expense Form belongs
  • User Password for Web – The password of the Employee to whom the Timesheet or Expense Form belongs