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Specifying the Email Notification Settings

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7. Click on the Email Notifications button to view the Email Notifications panel.

   

   In the Email Notifications panel you can specify whether the employee and/or group manager(s) need to be notified when this step is applied during the approval process. You can also type the contents of the email that will be sent.

   The following table describes the various items in the Email Notifications panel—

   Item	How to use the Item	Default Value (if any)
   Employee Notifications panel	Use the contents of this panel to specify whether a notification has to be sent to the employee and to type the contents of the notification.
   Notify Employee when step is applied	Check the Notify Employee when step is applied check box if you want a notification to be sent to the employee when this step is applied. For example, if the step you are defining is for managers, when this step is applied by a manager, a notification could be sent to the employee, so that the employee gets to know about the status of the timesheet.
   Token	While preparing the notification message, select a token from the Token drop-down list to insert it into the subject or body of the message. The Token drop-down list contains the following tokens— Token... Appears on the screen as... What happens to it when the message is sent... Employee Name [Employee Name] Will get replaced with the employee’s name. Manager Name [Manager Name] Will get replaced with the manager’s name. Start Date [Start Date] Will get replaced with the starting date of the Reporting Period. End Date [End Date] Will get replaced with the ending date of the Reporting Period. Type [Type] Will get replaced with the type of sheet (i.e. Time or Expense).   Note: A Token is a special code that you can insert into the subject and body of the message. Tokens are similar to Merge Fields or Merge Codes used in your Word Processing software’s Mail Merge feature. When Office Timesheets sends the message, it replaces the token with the value of the token. For example, if you type “Dear ” and insert the Employee Name token, you will see “Dear [Employee Name]” on your screen. However, when this message is sent to an employee (say, Chris), in the message it will appear as “Dear Chris”.
   Email Subject	Type the subject of the notification message.
   The Add Subject Token button	Select a token from the Token drop-down list and click the Add Subject Token button, to add the selected token to the Email Subject at the current cursor location.
   The Email body text box	Type the text of the notification message.
   The Add Message Token button	While typing the body matter of the notification message, select a token from the Token drop-down list and click the Add Message Token button, to add the selected token to the body of the message at the current cursor location.
   Group Manager Notifications panel	Use the contents of this panel to specify whether a notification has to be sent to the group manager and to type the contents of the notification.
   Notify group manager(s) when step is applied	Check the Notify group manager(s) when step is applied check box if you want a notification to be sent to the group manager(s) when this step is applied. For example, if the step you are defining is for employees, when this step is applied by an employee, a notification could be sent to the group manager, so that the manager gets to know about the status of the timesheet.
   Token	While preparing the notification message, select a token from the Token drop-down list to insert it into the subject or body of the message. The Token drop-down list contains the following tokens— Token... Appears on the screen as... What happens to it when the message is sent... Employee Name [Employee Name] Will get replaced with the employee’s name. Manager Name [Manager Name] Will get replaced with the manager’s name. Start Date [Start Date] Will get replaced with the starting date of the Reporting Period. End Date [End Date] Will get replaced with the ending date of the Reporting Period. Type [Type] Will get replaced with the type of sheet (i.e. Time or Expense).   Note: A Token is a special code that you can insert into the subject and body of the message. Tokens are similar to Merge Fields or Merge Codes used in your Word Processing software’s Mail Merge feature. When Office Timesheets sends the message, it replaces the token with the value of the token. For example, if you type “Dear ” and insert the Manager Name token, you will see “Dear [Manager Name]” on your screen. However, when this message is sent to a manager (say, Chris), in the message it will appear as “Dear Chris”.
   Email Subject	Type the subject of the notification message.
   The Add Subject Token button	Select a token from the Token drop-down list and click the Add Subject Token button, to add the selected token to the Email Subject at the current cursor location.
   The Email body text box	Type the text of the notification message.
   The Add Message Token button	While typing the body matter of the notification message, select a token from the Token drop-down list and click the Add Message Token button, to add the selected token to the body of the message at the current cursor location.

   
   
   

   The following is an example of the e-mail message that Office Timesheets will send to the employee.

   

Next: Setting the Time Entry Status Fields

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