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Configuring reminder e-mails

As part of AcubizEMS an automated reminder service towards employees and approvers are offered. Based on an individual policy employees and approvers gets reminded of unprocessed expenses in AcubizEMS. As ADMIN the company can configure the correct policies for reminders.

There are two main areas to be considered:

  • How often should AcubizEMS check users' unprocessed expenses?
  • Specify criterias for a reminder to be triggered.

How often should AcubizEMS check?
AcubizEMS can check within different schedules. Depending on the company's demands for a tighter reminder policy, it can be differentiated on the employees and approvers, so they are reminded by their respectively timing and requirements.

  • Daily
    The schedule is on a daily basis
  • Weekly:
    The schedule is made on specific days of the week
  • Monthly:
    The schedule is made on specific dates in a month
  • Start / end og month:
    The schedule is made either on the first day of the month, or the last day of the month.

The configured schedule applies respectively to all employees and all approvers.

Requirements for reminders
The requirements for reminders can be different for employees and approvers, and is defined in three levels. How many days should an expense be unprocessed before it triggers a reminder:

  • How many days must elapse before the first reminder is triggered?
  • How many days must elapse before the second reminder is triggered?
  • How many days must elapse before the third reminder is triggered?

Below shows some configuration options:

Employees - daily:

In the above example the schedule is running on a daily basis, checking and sends reminders within the following policy:

  • 1. reminder is sent if the employee has unprocessed transactions that are is seven days old (or more)
  • 2. reminder is sent if the employee has unprocessed transactions that are an additional 7 days (or more) old - ie. unprocessed for a total of 14 days.
  • 3. reminder is sent if the employee has unprocessed transactions that are an additional 2 days (or more) old - ie. unprocessed for a total of 16 days.

Employees weekly:

 

In the above example the schedule is running monday, wednesday and friday, checking and sends reminders within the following policy:

  • 1. reminder is sent if the employee has unprocessed transactions that are is seven days old (or more)
  • 2. reminder is sent if the employee has unprocessed transactions that are an additional 7 days (or more) old - ie. unprocessed for a total of 14 days.
  • 3. reminder is sent if the employee has unprocessed transactions that are an additional 2 days (or more) old - ie. unprocessed for a total of 16 days.

Godkendere dagligt:

 

In the above example the schedule is running on a daily basis, checking and sends reminders within the following policy:

  • 1. reminder is sent if the approver has uapproved transactions that are four days old (or more)
  • 2. reminder is sent if the employee has uapproved transactions that are an additional two days (or more) old - ie. unprocessed for a total of 6 days.
  • 3. reminder is sent if the employee has uapproved transactions that are an additional 2 days (or more) old - ie. unprocessed for a total of 7 days.

Additional recipients of reminder e-mails:
For additional control reminders can be forwarded to additional users on each reminder level:

  • Employee secretaries
  • The employees approver
  • Approver's secretaries
  • The approvers own approver

Additional receivers are applied as CC in the reminder e-mails that are sent.

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