Email management > Automatic emails >

To create a new automatic email:

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

   The Notification Management screen appears.

2. Click New Automatic Email.

   The Automatic Email - Create New window appears.

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

   Field	Description
   Activated	This option allows you to make the email active or inactive. Note: You can edit an inactive email, allowing you to prepare it for re-activation.
   Account Issuer	If your organization has more than one account issuer, select the issuer for this automatic email or select All.
   Account Type	If required, select an account type for this automatic email or select All.
   Company Unit	If required, you can define the company unit for this automatic email or select All.
   Enable Opt-Out	When enabled, users can opt out of selected notifications via the Email Management tab in their personal settings.
   Only 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 Transaction Event - Submit for Approval Status - Manager Employee Spend - Summary   For the above components, this toggle option is off, meaning the system will search for transactions in all periods (open or closed). If you enable the option, the system will search only completed (closed) periods up to the current date. HR Manager 1 - Coding Action Required HR Manager 1 - Approval Action Required   For the above components, the toggle option is off, meaning the system will search for transactions in all periods (open or closed) within the three months prior to today's date. If you 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 enable this toggle option, the system will search for transactions in the last three completed (closed) periods.
   Subject	This is the subject header of the email.
   Send to	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 to be sent to. If you are not using a secondary email address, there is no need to use this option.
   Sender Address	This is the address the email will appear to come from (i.e., 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 chooses 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.
   Frequency Type	Specify the frequency for your email. Options are: Immediate - Sent immediately to the user. This option is not available by default and only works with specific email components. Frequently Daily - Sent every two hours, every day of the week.
   	Once a Day - Sent every day of the week at 11:00 am Greenwich Mean Time (GMT). Day of Week - Sent the evening before the day you specify in the Frequency Value field at 11:00 am Greenwich Mean Time (GMT). Day of Month - Sent on the day you specify in the Frequency Value field at 11:00 am Greenwich Mean Time (GMT).
   Frequency Value (dynamic option)	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. Note: this option is hidden unless these frequencies are chosen.
   Send Message Body	This option allows you to remove the HTML formatting from the automatic email message, therefore sending only plain text. This is useful when emails are being sent to portable email devices, such as mobile phones. When sending to normal email addresses, the option should be enabled.
   Message	The email message. HTML content can be used here. For help, refer to HTML formatting. This field supports up to 4,000 characters.
   Include Footer	Enable or disable the inclusion of the default footer in the email. If a footer has not been configured, this option will not show.

4. Click Save.

   The Administration - Email Management screen shows the automatic email you have created in tabulated form.

   • The first column displays the email subject as a link. This link can be used to edit the automatic email. Below the subject is either the chosen frequency or a Deactivated label.
   • The centre column displays the name of any components attached to the email. At this stage, no components are attached.
   • The last column shows a cog icon . Clicking this opens the Component settings screen.