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Note: If an account holder has delegated their account to another employee for coding, both the account holder and the delegated employee will receive relevant email notifications. Likewise, if a manager has delegated their approval role to another employee, both the manager and the delegated approver receive relevant email notifications. The only exception to delegates receiving notifications is when notifications are configured according to company unit and the delegate is in a different company unit than the account holder/original approver. Emails for the Question Posted and Response Made events are only sent to those who have participated in the question-response conversation.
To attach an email component to an automatic email:
The Email Management screen appears.
to the right of the email you want to add a component to.The Automatic Email - Component Settings window appears.
beside the component you want to attach. A green check appears 
.Note: An email can have one or many components attached to it. There are no restrictions on the mixture of components you can add.
To display a pop-up description of the component, hold your cursor over the icon.
Transaction components
Approval Action Required - Summary. An email is sent to every approver who has approval work to perform. This email component contains a summarized list of employees that require action.
Approval Required Action - Detail List. An email is sent to every approver who has approval work to perform. This email component contains a detailed list of the approval items requiring approval, broken down by the account holder requiring approval. The body of the email will show the approval items along with the associated GL and tax coding, purpose and description details.
Approval Required Action - Quick Approval. This email component presents the same information as the Approval Required Action - Detail List but also offers the approver the ability to approve the transactions directly from the email. The approver can manage transactions on an individual basis, or use the Approve All functionality (if this option is available). Each email has an internally hidden and encrypted security token, which is revalidated when an ‘approve’ request is sent to Shared Travel Services. The ability to approve items directly from the email expires after 10 days from the date the email was created. Once expired, the approver needs to use the normal online process to approve items.
Transaction Action - Account Holder Coding. An email is sent to every account holder that has a statement containing a transaction that still requires coding work. This email identifies the statement and account issuer, and contains brief details of each transaction within that statement requiring their attention. Note: For the email to be sent, the statement must be in one of the following statuses: new, opened, updated or complete. It must not be closed.
Note: If an approval rule level has been set up for the instance that tells the system not to view auto-coded transactions as fully coded (the Transaction Status parameter is set to Strictly Coded), an email is also sent to the owners of those auto-coded transactions.
Transaction Event - Approved. On final approval of a transaction, an email is sent to the account holder advising them of the approval.
Transaction Event - Declined. If a transaction is marked for approval and an approver declines the transaction, an email is sent to the account holder. The email contains the approver's reasons for declining the transaction.
Transaction Event - Question Posted. If a transaction is marked for approval and an approver of that rule asks a question, an email is sent to the account holder. This email component contains brief transaction details and any approval questions/responses made so far.
Transaction Event - Response Made. If the account holder responds to an approver's question on a transaction, an email is sent to those approvers who have asked a question (at any stage) about the transaction. The email contains brief transaction details and any approval questions/responses made so far.
Transaction Event - Submit for Approval. This will send an automatic email to the approver advising them an account holder has submitted a transaction for approval.
Transaction Event - Approved with TAN. On approval of a requisition, an email is sent to the account holder advising them of the approval and TAN.
Statement components
Statement Action - Approval Required. This is relevant for companies who have set up approval rules based on a statement as opposed to transactions. An email is sent to every approver who has some approval work to perform. This email component contains a summarized list, broken into approval categories, of each employee that requires action.
Statement Event - Approved. On final approval of a statement, an email is sent to the account holder advising them of the approval.
Statement event - declined. This is relevant for companies that have set up approval rules based on a statement as opposed to transactions. If a statement is marked for approval and one of the approvers declines the statement, an email is sent to the account holder. The email contains the approver's reasons for declining the statement.
Statement Event - Question Posted. This is relevant for companies who have set up approval rules based on a statement as opposed to transactions. If a statement is marked for approval and one of the approvers of that rule asks a question, then an email is sent to the account holder. This email component contains brief details and any approval questions/responses made so far.
Statement Event - Response Made. This is relevant for companies who have set up approval rules based on a statement as opposed to transactions. If the account holder responds to an approver's question on a statement, an email is sent to those approvers who have asked a question (at any stage) about the statement. The email contains brief statement details and any approval questions/responses made so far.
Expense report components
Expense Report Action - Approval Required. This will send an automatic email to the approver advising them the account holder has submitted an expense report for approval.
Expense Report Event - Approved. This will send an automatic email to the account holder advising them their expense report has been approved.
Expense Report Event - Declined. This will send an automatic email to the account holder advising them their expense report has been declined.
Expense Report Event - Question Posted. This will send an automatic email to the account holder advising them their approver has asked a question about an expense report that requires approval. The text entered in the More Information field by the approver will also be displayed.
Expense Report Event - Response Made. This will send an automatic email to the approver advising them the account holder has responded and showing the text they entered.
Status components
Status - Manager Employee Spend - Summary. A general status email sent to each direct manager providing a high-level summary of the spend of their employees covering the latest period of activity.
Status - Manager Employee Spend - 1 Month. A general status email sent to each direct manager detailing the spend of their employees covering the last month of activity.
Status - Manager Employee Spend - 7 Days. A general status email sent to each direct manager detailing the spend of their employees covering the last 7 days of activity.
Status - Unmapped Accounts. A general status email sent to all administrators with account management rights, showing a summary of any unmapped accounts currently in the system.
Status - Taxation Unchecked Transactions. A general status email to alert the account holder to the fact a transaction older than 30 days (but not older than 90 days) remains unchecked by an administrator/finance staff member. The email lists the statement period in which the transaction falls.
Status - No Image Uploaded - Transactions. A general status email for those instances using the Image Module. This option allows administrators to email users a list of transactions that do not have images associated with them.
Trigger components
Note: To enable a trigger component (excluding Trigger - Statement Ready or Period Complete), please contact your helpdesk and notify them of the administrator(s) who should be receiving these email(s).
Trigger - Statement Ready or Period Complete. When a statement period is deemed closed by the card issuer (all transactions have been processed for that month) or a statement record is received, an email is sent to all account holders with a statement in this period informing them of this. Note: This functionality is only available for customers with card issuers that can inform Shared Travel Services when a statement is complete.
Trigger - Transaction Amount - Cash Withdrawal. An email is sent to administrators with the User Right - Receive Email Trigger Alert when cash withdrawal transactions have been loaded into Shared Travel Services that reach or exceed the specified amount. Click here for how to specify the amount.
Trigger - Transaction Amount - Personal Payment. An email is sent to administrators with the User Right - Receive Email Trigger Alert when personal payment transactions have been loaded into Shared Travel Services that reach or exceed the specified amount. Click here for how to specify the amount.
Trigger - Transaction Amount - Purchase. An email is sent to administrators with the User Right - Receive Email Trigger Alert when purchase transactions have been loaded into Shared Travel Services that reach or exceed the specified amount. Click here for how to specify the amount.
Trigger - Extract. On extracting transactions, an email is sent to each account holder with transactions in the extract.
Instance management components
Employee - Employee Created. An email containing the employee’s details is sent to all administrators.
Employee - Login Created. An email is sent to a new user with their login username and password. Note: If the correct implementation option has been enabled for your company, you can email a new user's login username and password in two separate email messages. Instead of seeing the Employee - Login Created component, you will see two separate components (Employee - Send Password Email and Employee - Send Username Email), which you can link to two separate automatic emails.
Report scheduler components
Report Scheduler Event - Report Delivered. When a scheduled report has been generated and placed in the Report Outbox of the user's Reports menu, the user receives an email notifying them of this. Note: The email is not triggered for customized data analysis reports which are placed in the Outbox of the Vault (or the user's personal vault if personal vaults are enabled).
Escalation email components
HR Manager 1 - Approval Action Required. An email is sent to every level 1 manager with a list of approvers they manage and the number of approval actions they have to perform.
HR Manager 1 - Coding Action Required. An email is sent to every level 1 manager notifying them of employees with transactions that have been in an uncoded state for more than a certain number of days. Click here for how to specify the number of days.
Access right components
Access Rights - Access Right Added to Admin. If any administration access right is added to an administrator, an email is sent to all administrators advising them of the change.
Access Rights - Access Right Removed from Admin. If any administration access right assigned to an administrator is removed, an email is sent to all administrators advising them of the change.
Access Rights - Administration Access Granted. If a user is assigned administrator rights, an email is sent to all administrators advising them of the change.
Access Rights - Administration Access Revoked. If an administrator has their administrator rights revoked, an email is sent to all administrators advising them of the change.
Access Rights - Access Rights Added to User. If a user right is added to a user, an email is sent to all administrators advising them of the change.
Admin Rights - Access Right Removed from User. If a user right is removed from a user, an email is sent to all administrators advising them of the change.
Voucher management components
Voucher Notification - Management Right Assigned. When a book/pack is assigned to another manager to manage, this will send an automatic email to the manager advising them of the assignment and the ID of book/pack.
Voucher Notification - Voucher Assigned. When a voucher/eTICKET is assigned to a user, this will send an automatic email to the user advising them of the assignment and the ID of voucher/eTICKET.
Voucher Notification - Voucher Group Assigned. When a book/pack is assigned to a voucher manager, this will send an automatic email to the voucher manager advising them of the assignment and the ID of the book/pack and the IDs of the vouchers/eTICKETS belonging to the book/pack.