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:
    1. Email Reminders start date – Defines the date when the system begins processing and sending reminders. Select a date using the Date Picker.
    2. Complete Timesheets X day(s) prior to end of period – Sends a reminder to complete timesheets a specified number of days before the period ends. For further details refer to Set Prior to/After End of Period Reminder Options and Validate Dependency Sort Order
    3. Complete Timesheets X day(s) after end of period – Sends a reminder to complete timesheets a specified number of days after the period ends. For further details refer to Send Complete Timesheet Reminder Notification at the End of the Timesheet Period
    4. Approve Timesheets X day(s) prior to end of period – Sends a reminder to approvers to review and approve timesheets a set number of days before the period ends. For further details refer to Set Prior to/After End of Period Reminder Options and Validate Dependency Sort Order
    5. Approve Timesheets X day(s) after end of period – Sends a reminder to approvers a set number of days after the period ends.For further details refer to Set Prior to/After End of Period Reminder Options and Validate Dependency Sort Order
    6. Escalate reminder to complete timesheets X day(s) after end of period, escalate X level(s) – Sends escalation reminders if timesheets remain unsubmitted after the end of the period. Selecting this option also enables Send everyday until timesheet is submitted. For further details refer to Set Prior to/After End of Period Reminder Options and Validate Dependency Sort Order.
      1. Level 1: Email goes to the approval manager of the timesheet owner.
      2. Level 2: Email goes to the approval manager of the previous approver.

        Note: Note: Up to 10 escalation levels are available.

    7. Escalate reminder to approve timesheets X day(s) after end of period, escalate X level(s) – Sends escalation reminders if timesheets remain unapproved after the period ends. Selecting this option also enables Send everyday until timesheets are approved. For further details refer to Set Prior to/After End of Period Reminder Options and Validate Dependency Sort Order.
      1. Level 1: Email goes to the approval manager of the timesheet approver.
      2. Level 2: Email goes to the approval manager of the previous approver.

        Note: Note: Up to 10 escalation levels are available.

    8. Send everyday until timesheet is submitted – Sends daily reminders until the user submits the timesheet.
    9. Send everyday until timesheets are approved – Sends daily reminders until all assigned timesheets are approved.
    10. Do not send reminders to: [Select Users] – Excludes specific users from receiving reminders. Commonly used for executives, exempt employees, or individuals not directly involved in the timesheet workflow. For further details refer to:Exclude Users from Receiving Timesheet-Related Reminders
  8. Click Save to save your changes.