Create automatic email

To create a new automatic email:

1. From the main menu, select Administration > Overview > Email Management.

   The Email Management screen appears.

2. Click the Auto Emails button.
3. Click the New Automatic Email link.

   The Automatic Email - Insert New Email window appears.

4. Use the following descriptions to complete the required fields:

   Field	Description
   Account Issuer	If your organization has more than one account issuer, select the issuer this automatic email will apply to.
   Account Type	If required, select an account type this automatic email will apply to.
   Issuer Type	If required, select the issuer type this email will apply to.
   Frequency Type	Specify the frequency for your email. Options are: Immediate. Sent immediately. Note: This option only works with the following email components: Transaction Event - Approved Transaction Event - Declined Transaction Event - Question Posted Transaction Event - Response Made Transaction Event - Submit for Approval Expense Report Event - Approved Expense Report Event - Declined Expense Report Event - Question Posted Expense Report Event - Response Made Frequently Daily. Sent every two hours, every day of the week. Once a Day. Sent every day of the week at 9pm AEST. Day of Week. Sent the evening before the day you specify in the Frequency Value field at 10.45pm AEST. Day of Month. Sent on the day you specify in the Frequency Value field at 10.45pm AEST.
   Frequency Value	If you selected Day of Week or Day of Month as your Frequency Type, specify the day of the week or day in the month you want your email sent.
   Completed Periods	This option works with a select group of email components. Approval Action Required - Summary Transaction Action - Account Holder Coding Approval Required Action - Detail List Approval Required Action - Quick Approval Transaction Event - Submit for Approval Status - Manager Employee Spend - Summary For the above components, if you select All, the system will search for transactions in all periods (open or closed). If you select Yes, the system will search only completed (closed) periods with an end date less than or equal to today’s date. HR Manager 1 - Coding Action Required HR Manager 1 - Approval Action Required For the above components, if you select All, the system will search for transactions in all periods (open or closed) within the three months prior to today’s date. If you select All and assign a value to the component via the Administration - Email Management screen, that value represents the number of days before today’s date and acts as the end date of the three month period. If you select Yes, the system will search for transactions in the last three completed (closed) periods.
   Send to Email Address	It is possible to record two different email addresses against each employee record. This option allows you to identify which email address the email is sent to. If you are not using a secondary email address, there is no need to use this option.
   Enable Opt-Out	Select this option if you want to give recipients the ability to choose whether or not they receive this email. When this option is selected, this email notification will be listed in the user's Email Management area.
   Deactivated	This option allows you to make the email either active or inactive. If an automatic email is deactivated, it will not be sent out. You can enable it at any time.
   Email Subject	This is the subject header of the email.
   Sender Address	This is the address the email will appear to come from (ie. the address that will display to the recipient as the sender address). If there is no value specified in the Reply Address field, this is also the email address any email replies will be sent to. For information on what email addresses/formats are available for this use within your organization, contact your IT department. Note: If default email address functionality has been implemented for your company, an address will automatically appear in this field. Editing this field may be locked for your company.
   Sender Name	This is the name of the sender you want to display on the recipient's email screen.
   Reply Address	The email address that will be used if the recipient choses to reply to the automatic email. If you leave this field empty, email replies will automatically go to the address specified in the Send Address field. Note: If default email address functionality has been implemented for your company, an address will automatically appear in this field. Editing this field may be locked for your company.
   Email Message	The email message. HTML content can be used here. For help, refer to HTML formatting. This field supports up to 4,000 characters.

5. Click Save.

   The Administration - Email Management screen will now show the automatic email you have created in diagrammatic form.

   • The box on the left displays the frequency of the email.
   • The box in the centre displays the email subject.
   • The box on the right displays the name of any components attached to the email. At this stage, no components are attached.