Email Settings

Email Settings contains options related to the handling of email within OpenAir. Each is explained as follows.

• Forward undeliverable email to this email address: Each employee must have an email address entered on their account, however the email address may be invalid. Any email such as notification or approval requests sent to an invalid email address are forwarded to the email address identified in this field. The account administrator or a distribution list of account administrators should be designated here to handle invalid email addresses encountered by OpenAir email. If a value is not entered, then undeliverable email are ignored by OpenAir.

• Set up email return path: By default, the Return-Path header (sometimes referred to as "envelope address") is set to [e-mail] by the OpenAir email relay server for all email messages originating from OpenAir. If you have a DMARC policy for your domain, this results in failing SPF alignment when the OpenAir application sends an email message with a user email address in the From header. You can set up OpenAir to change the Return-Path to a custom value when appropriate, depending on the scenario. If a custom return path is specified for your account and the custom return path domain matches the email header in the From domain, the OpenAir application sets the Return-Path header to this custom return path and tells the OpenAir email relay not to modify the Return-Path header.

  For more information, see Custom Email Return Path.

• Do not set the From: address to the current employee's email address: Email generated by an employee's account such as a timesheet approval request, displays the employee's return email address by default unless you have selected this option. If you do not want the employee's return email address to show up in email generated by OpenAir, the return email address reads: [e-mail]. A reason you may want to consider doing this is that some of the less configurable email servers reject email coming from the OpenAir domain with your company's email address, incorrectly thinking it is spam email.

  Some features in OpenAir, such as scheduled reports and alerts, let users specify a custom sender email address for system-generated email. When the Do not set the From: address to the current employee's email address box is checked, the custom sender email is ignored and all email is sent from [e-mail].

• Text for time off requests submitted for approval email: The content of the time off request submitted email can be defined here using key field names that can be substituted with field values within OpenAir. The allowed fields are:

  • SUBMITTERNAME

  • TIMETYPENAME

  • STARTDATE

  • ENDDATE

  • DAILYDETAIL

  • TOTALHOURS

  • URL

  • SCHEDULEREQUESTNAME

  • DESCRIPTION

  • CATEGORYNAME

  • CUSTOMERNAME

  • PROJECTNAME

  • PROJECTTASKNAME

• Text for booking requests submitted for approval email: Similar to the time off request email, the content of booking request email can also be defined here. To enter the content, type in the desired text and add in the available OpenAir fields as appropriate (typed in all caps bracketed by “%”). This enables OpenAir to substitute the field value for each of these field names.