Set Up Timesheet Email Reminders and Notifications

Email reminders may be configured to operate in conjunction with the timesheet. For example, in many organizations, managers still chase employees to fill in their timesheets. With PSA, email reminders can be set up to remind group members they must complete their timesheets.

As timesheet 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 timesheet workflow design.

Timesheet notifications are processed by PSA's automation (batch) processing options. The automation processing options are a set of commands assigned to the computer to run automatically at a given time without user interaction. To access these options, navigate to the Reminders tab of Timesheet Template Edit page (Setup > Timesheet > Timesheet Templates).

If you would like to edit the information inserted in an email reminder, you can access the predefined email templates by navigating to Setup > Notifications > System Notifications. For more information on Notifications, refer to Notifications.

This Article details how to setup and configure Timesheet Email Reminders and Notifications.

Note: If you would like to edit the information inserted in an email reminder, you can access the predefined email templates by accessing the Notifications List page. For more information on email templates, refer to Notifications List.

  1. From the Icon Bar click Setup .
  2. Click Timesheet from the Navigation Menu.
  3. Select Timesheet Templates.
  4. From the Timesheet Templates list that displays, click the Name of the Timesheet Template you wish to access.
  5. Upon the Timesheet Template Edit page displaying, by default, the General tab will display.
  6. Click the Reminders tab.
  7. Select the required option(s) as necessary:

    Edit as necessary

    1. Email Reminders start date: Determines when the system starts processing and sending email reminders. Click the Date Picker button and choose the date.
    2. Complete Timesheets X day(s) prior to the end of period: When selected, a user receives an email to complete their timesheet a few days before the period is over. You can specify how many days (before the period is over) the user receives the email.
    3. Complete Timesheets X day(s) after the end of period: When selected, a user receives an email to complete their timesheet after the period is over. You can specify how many days (after the period is over) the user should receive the reminder.
    4. Approve Timesheets X day(s) prior to the end of period: When selected, a user receives an email to approve all assigned timesheets a few days before the period is over. You can specify how many days (before the period is over) the user receives the email.
    5. Approve Timesheets X day(s) after the end of period: When selected, a user receives an email to approve all assigned timesheets after the period is over. You can specify how many days (after the period is over) the user should receive the reminder.
    6. Escalate Email Reminder to approve Timesheets X days after the end of period: When selected, you can select how many days after the period is over an email should be sent to the upper management in the organization.
    7. Send everyday until Timesheet is submitted: When selected, a user receives a reminder to complete their timesheet until it is submitted.
    8. Escalate Email Reminder to complete Timesheets X day(s) after the end of period Escalate X level(s): Upon selecting this option, Send everyday until Timesheet is submitted is enabled and can be selected.

      Note: 1st level escalation processing time: An email is sent to the approval manager of the timesheet approver. 2nd level escalation processing time: An email is sent to the approval manager of the previous approver.

    9. Escalate Email Reminder to approve Timesheets X day(s) after the end of period Escalate X level(s): Upon selecting this option, Send everyday until Timesheets are approved is enabled and can be selected. You can specify at least two levels of escalation processing time:
      • 1st level escalation processing time: An email is sent to the approval manager of the timesheet approver.
      • 2nd level escalation processing time: An email is sent to the approval manager of the previous approver.
    10. Send everyday until Timesheets are approved: When this check box is selected, the user receives an email everyday until all assigned timesheets are approved.
    11. Do not send Email Reminders to: Select Users: You can exclude resources from receiving email reminders. This option is especially useful for executives or exempt employees that only need to log in exception time, or to exclude people who are neither implicated or involved in, interested in, or particularly useful with regards to timesheet workflows
  8. Click Save to save your changes.