Privilege Needed: Administrator
The Unanet email engine is a powerful tool that can be configured by the Administrator to automatically send out emails as certain events occur. These can be enabled and disabled according to your organizations desires. Further, the templates sent with each message can be customized to further meet your needs.
In addition to the automated event messages, the system also has an email Reminder option that allows for an Administrator to manually initiate additional messages.
For more information, check out the links below:
Important!! In order for the E-mail option to work, the Unanet System parameters must be set. Click here for more information about the E-mail setup.
Location: Administrator - E-mails - Templates
Each action of a timesheet or expense approval is associated with an event. Each event is named exactly what the event is and a description of that event is shown when you edit the template. Below are the events that cause an E-mail to be sent. E-mails are only sent if the status of that event is Enabled.
Note: When testing the e-mail functionality, do not let the sender and the receiver of the e-mail have the same e-mail address. Then the system attempts to mail out a notice or reminder, it checks to see if the e-mail it is sending to is equal to the e-mail address of the user that it sending. If they match, no message is sent.
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Edit the format of the template reminder that will be sent out. |
Location: Administrator - E-mails - Templates - Edit
When editing a Template Event from the list above, there is a good description of that event and who the e-mail messages actually goes to. A standard subject and message can be entered, that get appended to the generated e-mail message before it goes out. Also, when a timesheet or expense report is submitted, approved, or disapproved; the person has the opportunity to enter comments. Those comments are also appended to the end of the e-mail message. Below is an example of editing the TIMESHEET MANAGER SUBMIT template:
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Save the changes that were made to the template. |
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Clear the template. |
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Back to the previous screen. |
Location: Administrator - E-mail - Reminders
The e-mail reminders are used by the Administrator to send email reminders to users that have not yet submitted their timesheet, or to customers, managers or project managers that have timesheets awaiting their approval. The reminders are currently only used with UnaTime.
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Shows the time period that has been selected, how many timesheets were processed, and how many emails will be sent out and to who. |
Select Reminder Type - There are four types of reminders that can be sent by the Administrator:
Select Time Period - Select the time period you want to send out submit reminders for. By default, the list only shows the last three (3) current time periods. To change this default, have your system administrator edit the unanet.properties file located on the web server, and add or change this parameter to the file: unanet.reminder.list=3. Change to the number of time periods you want displayed in the list box.
Location: Administrator - E-mail - Reminders - Preview
When the Preview button is pressed in the image above, no e-mails are sent
directly. The following page, of everyone
using the selected time period with the current status of each timesheet,
will be displayed. If the user does not have an e-mail address, the 
icon will be displayed and no reminder will be sent.
By default, all users listed (that contain an email address) will have the "Send" checkbox checked. The Administrator can uncheck individuals that they do not wish to send the email reminder to.
Note: The list will return any active users that have an effective date less than or equal to the entered "Select Time Period" date range. That is, it will not attempt to send out a reminder for a previous time period to a user that you just added to the system.
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Anyone with a checkbox marked in the send column will get an e-mail reminder message. |
Location: Administrator - E-mail - Reminders - Preview - Submit
Once the page is submitted, it will be displayed a summary of everyone that was sent an e-mail message and if that message was sent successfully to the mail server.
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