Notices
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Notices


Notices are emails that can be sent to employees for various events that occur in the application.


Note: You must configure the SMTP settings before being able to send email notices. The System Settings topic has more information.


The following notices can be sent:


Employee Late Notice


The Employee Late notice is sent to an employee's primary approver if the employee punches in after their scheduled start time (see the Managing Employees topic for more information about the scheduled start time). For this notice to be sent make sure the employee's "Scheduled Start" and "Approver" properties are specified, and that their approver has a valid email address in approver's employee profile.


Timesheet Due Notice


The Timesheet Due notice is sent to employees who have not submitted their timesheet by a certain date. The date is relative to the end of the timesheet period, either before or after it. By default, this notice is not sent to employees using leave-only timesheets, but you can override this setting.


Timesheet Late Notice


Like the Timesheet Due Notice, the Timesheet Late notice is sent to employees who have not submitted their timesheet by a certain date. The date is relative to the end of the timesheet period, either before or after it. By default, this notice is not sent to employees using leave-only timesheets, but you can override this setting. You can optionally CC the employee's approver(s) using the CC property.


Timesheet Rejected Notice


The Timesheet Rejected notice is sent to employees immediately upon their timesheet being rejected.


Timesheet Submitted Notice


The Timesheet Submitted notice is sent to the employee's primary approver immediately upon submission of their timesheet.


Timesheet Approval Due Notice


The Timesheet Approval Due notice is sent to primary approvers who have timesheets waiting their approval. This is sent at a date relative to the end of the timesheet period, either before or after it. You can optionally CC the employee's backup approver(s) using the CC property.


Timesheet Approval Late Notice


Like the Timesheet Approval Due notice, the Timesheet Approval Late notice is sent to primary approvers who have timesheets waiting their approval. This is sent at a date relative to the end of the timesheet period, either before or after it. You can optionally CC the employee's backup approver(s) using the CC property.


Request Approved Notice


The Request Approved notice is sent to request owners immediately upon their leave request being approved.


Request Rejected Notice


The Request Rejected notice is sent to request owners immediately upon their leave request being rejected.


Request Submitted Notice


The Request Submitted notice is sent to the employee's primary approver immediately upon submission of a leave request.


Request Approval Due Notice


The Request Approval Due notice is sent to primary approvers who have leave requests waiting their approval. This is sent at a date relative to either the date of submission or the start date of the requested leave. You can optionally CC the employee's backup approver(s) using the CC property.


Request Approval Late Notice


Like the Request Approval Due notice, the Request Approval Late notice is sent to primary approvers who have leave requests waiting their approval. This is sent at a date relative to either the date of submission or the start date of the requested leave.


You can optionally CC the employee's backup approver(s) using the CC property.


The Request Approval Due notice can optionally keep resending the notice if warranted. Checking this option will cause the notice to be resent each day (for up to 14 days) until any requests that are late for approval have been approved or rejected.


Crew Timesheet Rejected Notice


The Crew Timesheet Rejected notice is sent to managers if the crew timesheet they submitted is later rejected. This notice is only available if the Crew Timesheet option is enabled (from the System > Timesheet Options page).


Editing Notices


Administrators can edit the subject and body of the notices. The subject is plain text, but the body can be either plain text or HTML. The body text can be up to 4000 characters. Both the title and body can contain the following substitution variables:


Substitution Variables

Variable

Description

${System.applicationName}

Application Name, as specified in the Branding page.

${System.companyName}

Company Name, as specified in the Branding page.

${System.url}

Address of login page. This value is based on the Application URL system property, which can be modified on the System Settings page.

${System.currentDate}

Current date

${System.currentDateTime}

Current date and time

${System.currentTime}

Current time

${TimeSheet.approve.url}

Address of the timesheet approval page. This value is based on the Application URL system property, which can be modified on the System Settings page.

${TimeSheet.period}

Timesheet period

${TimeSheet.rejectMessage}

The timesheet rejection reason. This is only valid for the Timesheet Rejected notice.

${TimeSheet.url}

Address of 'My Timesheet' page. This value is based on the Application URL system property, which can be modified on the System Settings page.

${TimeSheet.user.fullName}

Timesheet owner's full name.

${User.fullName}

Employee full name, which is the first name followed by the last name.

${User.list}

A list of employees. The list will depend on the type of notice. For instance, in the Timesheet Approver Due and Timesheet Approver Late notices this value will resolve to the list of employees with timesheets that need approving.

${User.login}

Employee login name

${Request.approve.url}

Address of the request approval page. This value is based on the Application URL system property, which can be modified on the System Settings page.

${Request.user.fullName}

Request owner's full name. This is valid only for Request notices.

${Request.type}

Request type, for example "Vacation". This is valid only for Request notices.

${Request.date}

Request date range. This is valid only for Request notices.

${Request.finish}

Request finish date and time (if specified). This is valid only for Request notices.

${Request.rejectMessage}

Request rejection message, in any. This is valid only for Request notices.

${Crew.name}

The name of the crew or group.

${Crew.url}

The address of the Crew Timesheet page. This value is based on the Application URL system property, which can be modified on the System Settings page.