Expense Workflow Notification Setup

Reminders may be configured to operate in conjunction with the Expense. For example, in many organizations, managers still chase employees to fill in their expense reports. With PSA, email reminders can be set up to remind group members they must submit their expense reports.

As expense report approval is routed via a workflow, email reminders for any change of state may be configured to alert users as well. These types of notifications are configured as part of the Expense workflow design.

This Article details how to setup and configure Expense Workflow Notifications.

From the Icon Bar click Setup .
Click Expense from the Navigation Menu.
From the available options click Workflows.
Upon the Expense Workflows list page displaying, click the name of the required workflow.
Double-click a workflow State in the designer area to open the State Edit dialog box.
Tip: From the States tab, all the states added to a workflow are listed by name and type in the left pane, as well as graphically represented in the design area.
Navigate to the Notifications tab and then the New button to open the Notification Edit dialog box.
Enter a Name and a Title of the Notification.
If required select the Send Notification to Email and Notification Center selection box.
Select the Language for the Notification.
Note: Currently French and English messages are supported; the users receive notifications in the language specified in their User Preferences.
Enter the required message within the Message box.
You can customize the message body using the Rich Text Editor. For formatting options and features, see Rich Text Editor.
To insert parameters, simply type the percentage sign (%) which triggers a suggested list of available Parameter(s). As you type, the list is filtered to narrow down the options, allowing you to pick and insert the required Parameter into your Message body. For a complete list of available parameters refer to Workforce Planning Notification Parameters.
Note: When applying formatting to Parameters, the entire parameter name including percentage signs (%) must be formatted.
Click Save to apply your changes.
Note: Upon saving, the Recipients, Criteria and Escalation tabs will then be available to you.
Navigate to the Recipients tab and click New.
1. Select a Message Type to specify how the email is sent to recipients. You can choose from the following options:
  1. To – Sends the email directly to the user.
  2. Cc (carbon copy) – Sends a copy of the email to additional recipients. Their email addresses are visible to all recipients.
  3. Bcc (blind carbon copy) – Sends a copy of the email to recipients whose email addresses are hidden from other recipients.
2. Select the recipients to be notified from the Notify list. You can choose from the following options:
  1. Assigned User – The user assigned to the Workflow State for which the notification is created.
  2. Assigned User’s Approval Manager – The approval manager of the assigned user.
  3. Assigned User’s Functional Manager – The functional manager of the assigned user.
  4. Creator – The user who created the Expense Report.
  5. Creator’s Approval Manager – The approval manager of the creator.
  6. Creator’s Functional Manager – The functional manager of the creator.
  7. Creator’s Manager – The manager of the creator.
  8. Originator – The user who originated the Expense Report.
  9. Originator’s Approval Manager – The approval manager of the originator.
  10. Originator’s Functional Manager – The functional manager of the originator.
  11. Originator’s Manager – The manager of the originator.
  12. Originator’s Site Administrator – The site administrator of the originator’s site.
  13. Portfolio Manager – The manager of the portfolio associated with the project linked to tasks in the Expense Report.
  14. Project Manager – The project managers of the tasks included in the Expense Report.
  15. User – A specific user identified by title, name, or workflow role.
3. Click either Save or Save & New.
Navigate to the Criteria tab to configure detailed conditions that define if and when a Notification should be sent.
1. For Priority, select one of the following conditions: Less than or equal to, Equal to, or Greater than or equal to. Then choose a priority level: 1 – Low, 2 – Medium, 3 – High, 4 – Important, or 5 – Urgent.
2. Click the ellipsis button next to Client, and select the required client from the Client List.
  Tip: By default all Suspended Clients are hidden from view initially, which helps maintain a streamlined interface. You can easily reveal Suspended Users by selecting Show All Clients.
3. Click the ellipsis button next to Portfolio, and select the required client from the Portfolio List.
4. Click the ellipsis button next to Created by, and select the required client from the Users List.
  Tip: By default all Suspended Users are hidden from view initially, which helps maintain a streamlined interface. You can easily reveal Suspended Users by selecting Show Inactive Users.
Note: Before a Notification can be sent to a user, the conditions specified must be met.
Navigate to the Escalation tab to define the criteria for the escalation (aging) notifications. The following escalations can be specified:
1. No State Change: selecting this option disables the Service Level Agreement options:
  1. Has been in current State for <x> <Minute(s)/Hour(s)/Day(s)/Week(s)/Month(s)>: defines the length of time that an Expense Report must be in the current State before the notifications are sent.
  2. Repeat every <x> <Minute(s)/Hour(s)/Day(s)/Week(s)/Month(s)> for <x> time(s): defines the frequency that the notifications are sent.
2. Service Level Agreement: selecting this option disable the No State Change options:
  1. Has not reached this State from: <all state names except current state> within <x> <Minute(s)/Hour(s)/Day(s)/Week(s)/Month(s)>: defines the length of time that the project must have reached the State before the notifications are sent.
  2. Repeat every <x> <Minute(s)/Hour(s)/Day(s)/Week(s)/Month(s)> for <x> time(s): defines the frequency that the notifications are sent.
Note: The notification conditions are set at the State level; therefore, a notification can be triggered based on an Entry in a state or inactive for a given amount of time; or alternately, for not reaching a State.
Click Save to apply your changes.
Click the Close button to exit the dialog box.
Click Save and then Back to save your changes and return to the previous page.