Setting up automated mobile and email notifications

If the Administration > Notifications menu shows Notifications rather than Email Notifications, refer to Setting up automated notifications.

Notifications are automated messages that remind users to complete Replicon tasks. For example, you can enable messages that automatically notify users when their timesheet is due or approvers when an item is awaiting their approval. Reminder messages can help keep item submissions and approvals on schedule.

Users are assigned all notifications by default. You can change which notifications are assigned to a user on the Notifications tab of user profiles.

Most notifications are disabled by default at the system level – you’ll need to enable the ones you want to use. You can also edit the notifications to meet your needs.

Notifications will be sent as push notifications to those using Replicon Mobile.

Editing and enabling email notifications

To edit or enable an email notification:

  1. Go to Administration > Notifications > Email Notifications.
  2. Click the name of the notification you want to edit.
  3. Select the Enabled check box to make the notification active.

  1. Edit the notification fields, if desired.

You can update the text and tags included in the Subject, or Body fields.

For notifications that relate to an item with a due date, you can customize when the message will be sent, from six days before to six days after the due date.

  1. Click Save.

Using tags in email notifications

You can customize any email notification by modifying the text and tags that display in its Subject and Body fields. A tag is a placeholder for variable information. For example, if the $NAME tag is included in a notification, it will be replaced with the name of the specific user receiving the message when the notification is sent.

Different email templates support different tags. You can use any tags listed in the Available Tags table on each notification’s edit page.

If a tag is not listed for a given notification type, you can't copy it from another template. It will not display the desired data.

Example of using tags

In the Timesheet is due notification type, four tags are included in the default body text, $PERIOD, $LASTSAVED, $TOTALHOURS, and $URL. When this message is sent to its specified recipients, this portion of the message body:

Your timesheet for the period $PERIOD is due. The last time you saved your timesheet was on $LASTSAVED.

Your timesheet currently contains the following information:

Total hours: $TOTALHOURS

Would look like this when the recipient views it:

Your timesheet for the period February 22, 2015 - February 28, 2015 is due. The last time you saved your timesheet was on February 25, 2015.

Your timesheet currently contains the following information:

Total hours: 25

When and to whom is each notification sent?

Refer to the tables below for information on when each type of notification will be sent, and to whom.

Welcome notification

Notification type

When it’s sent

To whom it’s sent

Welcome message

When a new user is added to the system

All new users – one time only

Timesheet notifications

Notification type

When it’s sent

To whom it’s sent

Timesheet is due

On the timesheet due date set by the system administrator

Timesheet users

Timesheet is overdue

The specified number of days after the timesheet due date

Timesheet users whose timesheets are not submitted on the due date

Timesheet is waiting for approval

Whenever timesheets are submitted for approval

Approvers

Timesheets are overdue (Batch)

The specified number of days after the timesheet due date

Supervisors of timesheet users – lists users who have overdue timesheets

Timesheets are waiting for approval (Batch)

The specified time on the day the timesheets are waiting for approval

Timesheet approvers – lists users whose timesheets need to be approved (by that approver)

Timesheet approvals are due (Batch)

On the timesheet approval due date set up by the system administrator

Timesheet approvers – lists users whose timesheets need to be approved (by that approver)

Timesheet approvals are overdue (Batch)

The specified number of days after the approval due date

Timesheet approvers – lists users whose timesheets were not approved on the due date

Timesheet is approved

Whenever a submitted timesheet is approved

Timesheet users

Timesheet is rejected

Whenever a submitted timesheet is rejected

Timesheet users

Timesheet modified

When an approver or administrator modifies a user's timesheet

Timesheet users

Daily reminder - Fill in timesheet

On users' work days, at the hour specified

Timesheet users

New timesheet period has started

When a new timesheet period begins

Timesheet users

Expense notifications

Notification type

When it’s sent

To whom it’s sent

Expense is waiting for approval

Whenever an expense is submitted for approval

Expense approvers

Expense approvals are due

On the expense approval due date set up by the system administrator

Expense approvers

Expense approvals are overdue

The specified number of days after the expense approval due date

Expense approvers

Expense is approved

Whenever a submitted expense is approved

Expense users

Expense is rejected

Whenever a submitted expense is rejected

Expense users

Expense Modified

When an approver modifies a user's expense sheet

Expense users

Time off notifications

Notification type

When it’s sent

To whom it’s sent

Time off booking is waiting for approval

Whenever a time off booking is submitted for approval

Time off approvers

Time off booking is approved

Whenever a submitted booking is approved

Time off users

Time off booking is rejected

Whenever a submitted booking is rejected

Time off users

Time off booking is deleted

Whenever a submitted booking is deleted

Time off manager

Time off booking is modified

Whenever a submitted booking is modified

Time off users

FAQs

I’m using a trial version of Replicon, and notifications don’t seem to be working

Email notifications aren’t enabled by default in trial versions. If you’d like to evaluate the email notifications feature, please contact Replicon Support.

What are batch notifications?

Batch notifications are email notifications that notify the appropriate supervisors, project leaders, or clients when timesheets are overdue or waiting for approval, and when approvals are due or overdue.  Each batch email contains a list of users.

For example, the Timesheets are overdue (Batch) notification would be sent to a supervisor and would contain a list of users reporting to that supervisor whose timesheets are overdue.

When is the Welcome notification sent? Can we re-send it?

If it is enabled in your system, the Welcome message email notification is sent to each new user added to Replicon. This notification is sent to each user only once, when their user profile is first created.

There is currently no direct way to re-send this notification. You could instead send individual messages to users. If you need to re-send the login name and password to many users, you could send that information in a table via a broadcast message.

Can we allow employees to switch notifications on or off?

No. Only administrators can assign notifications. Be sure employees are only assigned the notifications they need.