The Job Scheduler's Time & Expenses Awaiting Approval Notification feature provides the ability to schedule an e-mail notifying approving managers that they have time or expense sheets requiring their approval.
At the scheduled time, each approving manager receives an e-mail summarizing the time/expense sheets awaiting their approval. Managers can also receive an e-mail immediately after each employee submits a time/expense sheet. This Instant Notification option can be configured from the manager's employee profile.
Sample e-mail sent to approving managers
Select Job Scheduler from the menu (Menu > Setup tab > Job Scheduler).
Select Notification from the drop-down list at the top left corner of the screen.
The Job Scheduler window opens.
On the Data (Step 1) tab
Enter a name for this job (up to 100 characters).
(Optional) Enter a description (up to 250 characters).
Select Time & Expenses Awaiting Approval from the Notification Type drop-down list.
Check the boxes to notify the approving managers (selected in step 8) when they have either timesheets and/or expense sheets to approve.
(Optional) Modify the text shown in the e-mail by clicking on the Change Notification Text... link.
On the Recipients (Step 2) tab
From the Managers available list box, select the managers that are to be notified and move them to the Managers selected list box using the Move button 
. Managers selected will only receive e-mail notices if they have sheets requiring their specific approval. The Managers available list box includes all employees with valid e-mail addresses and with access to administrative views (assigned to "All" in the employee properties Software access field).
SKIP THE SMTP (Step 3) TAB. Do Not Edit the information displayed in this tab.
On the Schedule (Step 4) tab
Set the Run schedule properties.
Once: run once at a specified date and time
Daily: run once per day at a specified time
Weekly: run on one or more days of the week, at a specified time. Note: You may select more than one day from this drop-down list. Use this option to run jobs on weekdays only (e.g. run on Mon, Tue, Wed, Thu and Fri but exclude Sat and Sun).
Monthly: run once per month at a specified day and time
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Note: If your local time is different than the time on the hosted server, then the server time is displayed in parentheses to the right of the time field. |
Click Done. The notification job is now displayed in the Job Scheduler's list of jobs.
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Note: All time fields in the Job Scheduler must use the 24 hour format; 23:00 instead of 11:00 PM. |
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Tip: It’s a good practice to set automated job run times when the system demands are low (evenings, overnight or other non-peak times). |
