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E-mail administration

In AcubizEMS there are several options to create e-mail notifications to users. The following issues might be considered:

  • ADMINISTRATOR:
    - What e-mail users should receive?
    - When reminders should be sent
    - When should the status e-mail sent out
  • EMPLOYEE:
    - Who should receive my mails
    - Which mails does the employee want to receive

The default setup is AcubizEMS:

  • The sending of status e-mail every Friday (if there are outstanding)
  • The employee will receive its own e-mails

As a concept AcubizEMS are with the following e-mails:

  • Action based emails
  • Automated e-mails

Automated e-mails:
The following automated emails are sent:

  • Status e-mail
  • Reminder e-mails

Action based e-mails:

Basically, employees receive just a status e-mail, but there is the option of a more detailed approach. AcubizEMS works with action-based e-mails, which means that the sending of an email is sent based on a specified action performed by an employee/approver/FINANCE.

The following action based e-mails is disabled by default, but can be activated and deactivated as needed.

  • Employee submits expenses for authorisation. An e-mail is sent to the authoriser.
  • Employee submits requisitions for authorisation. An e-mail is sent to the authoriser.
  • Authoriser accepts the expenses. An e-mail is sent to the employee/secretary.
  • Authoriser accepts the requisitions. An e-mail is sent to the employee/secretary.
  • Authoriser declines the expenses. An e-mail is sent to the employee.
  • Authoriser declines the requisitions. An e-mail is sent to the employee.
  • Authoriser is out of office. An e-mail is sent to verify the new authoriser.
  • Authoriser accepts the requisitions. An e-mail is sent to the travel booker.
  • Authoriser accepts the requisitions. An e-mail is sent to the employee regarding missing travel booker.
  • Finance declines expenses. An e-mail is sent to the employee or the authoriser.
  • Finance has changed the employee on expenses. An e-mail is sent to the employee.
  • Authoriser has been changed. An e-mail is sent to the new authoriser

To manage action based emails go to ADMIN --> Additional settings --> Email settings

On the right side each action based e-mail shows if it is active or not active (Yes or No). Tap Save when the changes are made.

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