Alerts

This functionality lets you send automated email reminders to ensure that company policies are followed, time is entered and submitted on time, and approvals are completed. Multiple alerts of each type can be set up to meet varying business needs. Refer to the following types of alerts.

• Timesheet alerts — can be configured by administrators to alert employees about late timesheets, overdue approvals or unsaved time entries.

• Late timesheet alerts — are used to notify employees when timesheets meeting certain criteria are late. To ensure accuracy and timeliness in billing, most companies find it critical to get timesheets in on time. Late timesheet alerts are the most commonly used alerts.

• Overdue approval alerts — are useful for managers who must approve time, but who may not be regular employees of OpenAir. An overdue approval alert can remind those employees who do not log in regularly that there are timesheets in OpenAir waiting on them for approval.

• Unsaved time entry alerts — are most often used in companies where time must be entered on a daily basis. These alerts can be used to remind employees on a periodic basis that time entry is due.

To create a timesheet alert:

1. Go to Administration > Application Settings > Timesheets > Alerts.

2. Select the type of alert you want to create from Create Button. The corresponding alert form will open.

3. Name the alert.

4. Under Alert runs on, select the day and time when the Alert should run.

5. Under Rule, define the appropriate selection rules for why the employees would receive an alert and which employees will receive alerts.

6. Use Email notification, define the email sender, subject and text, and decide whether to copy other employees on the alert email.

   Note:

   Depending on the configuration of your OpenAir account, sending system-generated email from a custom address may not be permitted. When this is the case, a note under the text box advises you so, and email is sent from [e-mail]. See also Email Settings.

7. Add notes, as desired. These notes do not appear anywhere in the alert; they are for informational purposes, such as remembering why the alert was created.

8. Select Active alert to make this alert active.

9. Click Save.