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.