Employee Incomplete Timesheet Notifications

The Job Scheduler's Employee Incomplete Timesheet Notification feature provides the ability to send e-mails to users when their timesheets are incomplete.
 

Sample e-mail sent to employees

To create an employee incomplete timesheet notification:

1. Click the Job Scheduler button located in the Tools section of the side navigation bar.

2. Select Notification from the drop-down list at the top left corner of the screen. If Notification was previously selected, then click the New button on the toolbar.
   
   
   The Job Scheduler window opens.
   
   On the Data (Step 1) tab

3. Enter a name for this job (up to 100 characters).

4. (Optional) Enter a description (up to 250 characters).

5. Select Employee Incomplete Timesheet Notification from the Notification Type drop-down list.

6. In the Warn if time is below field, enter the number of hours (for the range to be specified below) that will trigger an Employee Incomplete Timesheet notification. Example; 37.5 hours.

7. Using the Range of Days drop-down list, select the period against which the Job Scheduler will search for incomplete timesheets to be included in the notification.

   Note: The date and time in which this scheduled job will be run (see "Schedule - Step 4" below) should be considered when selecting the date range option, as this range will automatically advance for jobs scheduled to be run daily, weekly or monthly. For example, if you want notices to be sent every Monday to employees whose timesheets for the previous week are incomplete, you would select the Last Week date range option.

• Today

• Yesterday

• Current Week

• Last Week

• Current Two Weeks (This week and last week)

• Last Two Weeks

• Current Bi-Monthly

• Last Bi-Monthly

• Current Month

• Last Month

• Custom Range
   

Custom Range Options:

• Report for a total of days - The notification will include information for 7 consecutive days.

• Start days before scheduled time - The notification’s starting date is set to 10 days prior to the report’s scheduled time (as set in the Schedule tab).
   

Result: Under these settings, if the job is set to run on June 20, the notification will include 7 days of data beginning on June 10. That is, an e-mail will be sent to employees whose timesheets between June 10 and June 16 contain less than the number of hours set in the "Warn if time is below" field.

8. (Optional) Modify the text shown in the e-mail by clicking on the Change Notification Text... link.

On the Recipients (Step 2) tab

9. From the Employees available list box, select the employees that are to be notified and move them to the Employees selected list using the Move button .

On the SMTP (Step 3) tab

10. Verify (or enter) the SMTP server, the SMTP port and Reply address information. Optionally check the Use SMTP Authentication box for secure SMTP communications. The default information displayed is established in the Database Options view's Notifications tab.
    
    
    On the Schedule (Step 4) tab

11. Set the Run schedule properties. This establishes when the Job Scheduler runs the job.

• 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
   

12. Click Done. The notification job is now displayed in the Job Scheduler's list of jobs.