Email notices – Help Center

Question

How do Pacific Timesheet email notices work?

Answer

Pacific Timesheet includes various email notices that can be automatically sent to employees for various events that occur in the application.

There are two types of email notices:

Periodic Notices. Timed notices that are periodic that go out on a scheduled basis, e.g. timesheet submission reminders, late notices, etc.
Event Notices. Event notices are real time notices that notify a user of a particular event, e.g. timesheet rejection, request submitted, request approved, crew timesheet rejection, etc.

Editing Notice Settings

By clicking on the name of any notice you can edit them as follows:

Make Active. Make a notice "Active" by clicking the Active checkbox. Once made active, the system will automatically generate an email notice according to its settings.
Modify the subject and body of the notices. The subject is plain text, but the body can be either be in plain text or HTML. If using HTML then the body must be enclosed by <html> and </html> tags. The body text can be up to 4000 characters.
Notice Schedule/Timings. you can set a schedule for when they go out. These are usually set against the last day of the timesheet time period. These settings are self-explanatory, e.g. Send 1 day after last day of period at 9:00 AM. Timed notices are sent according to the employee's time zone.

System Terminology Notes

Notice names are affected by system terminology settings. Here are common terminology settings to consider:

Employee is variable term. Common settings are: Employee, Associate, Resource, etc. The term Resource is common for construction and field services systems that track employees and equipment as resources.
Crew is a variable term. Common settings are: Crew, Job Crew, etc. Crew applies only to systems that enable crew timesheet features
Asset and Log is a variable term. Common settings are: Expense for expense tracking systems. Only asset and logs enabled with the Sheets feature will have the ability to use the Sheets email notices.
Project is variable term. Common settings are: Project, Job, etc.
Requests is not a variable term. However, requests will usually be requests for leave and other exception time, e.g. vacation, travel time, overtime, etc.

Email Notices List

Name	Active	Description
Employee Late		This notice is emailed to approvers when an employee punches in after their scheduled start time.
Timesheet Due		This notice is emailed to employees with unsubmitted timesheets before the end of the timesheet period.
Timesheet Late		This notice is emailed to employees with unsubmitted timesheets after the end of the timesheet period.
Timesheet rejected		This notice is emailed to employees if their timesheet is rejected.
Timesheet submitted		This notice is emailed to approvers when employees submit their timesheet.
Timesheet approval due		This notice is emailed to approvers who have timesheets waiting their approval.
Timesheet approval late		This notice is emailed to approvers who are late approving timesheets.
Request approved		This notice is emailed to employees if their request is approved.
Request rejected		This notice is emailed to employees if their request is rejected.
Request submitted		This notice is emailed to approvers when employees submit new requests.
Request approval due		This notice is emailed to approvers who have requests waiting their approval.
Request approval late		This notice is emailed to approvers who are late approving requests.
Crew timesheet rejected		This notice is emailed to managers if the crew timesheet they submitted is rejected.
Asset and Log Sheet Approved		This notice is emailed to employees when their asset and log sheet is approved.
Asset and Log Sheet Rejected		This notice is emailed to employees if their asset and log sheet is rejected.
Asset and Log Sheet Submitted		This notice is emailed to approvers when employees submit asset and log sheets.
Asset and Log Sheet Approval Due		This notice is emailed to approvers who have asset and log sheets waiting their approval.
Asset and Log Sheet Approval Late		This notice is emailed to approvers who are late approving asset and log sheets.
Job Time Approval Due		This notice is emailed to approvers who have project time waiting their approval.
Job Time Approval Late		This notice is emailed to approvers who are late approving job time.

Both the title and body can contain the following substitution variables:

Substitution Variable Table
Substitution Variable	Description	Notes
${Crew.name}	The name of the crew or group.	For Crew notices only.
${Crew.url}	A system-generated URL that will redirect a user to the specific crew timesheet being rejected.	For Crew notices only.
${Request.approve.url}	Request owner's full name.	For Request notices only.
${Request.date}	Request date range, as entered by user.	For Request notices only.
${Request.description}	Request description, as entered by the employee.	For Request notices only.
${Request.rejecter}	The manager who rejected the request.	For Request Rejected notice only.
${Request.rejectMessage}	Request rejection message, in request is rejected.	For Request Rejected notice only.
${Request.type}	Request type, for example "Vacation".	For Request notices only.
${Request.user.fullName}	Request owner's full name.	For Request notices only.
${System.applicationName}	Application Name, as specified in the Branding page.	For all notices.
${System.companyName}	Company Name, as specified in Branding page.	For all notices.
${System.currentDate}	Current date	For all notices.
${System.currentDateTime}	Current date and time	For all notices.
${System.currentTime}	Current time	For all notices.
${System.url}	Address of login page. This value is based on the Application URL system property	For all notices.
${TimeSheet.approve.url}	Address of the timesheet approval page. This value is based on the Application URL system property	For Timesheet notices only.
${TimeSheet.period}	Timesheet period	For Timesheet notices only.
${TimeSheet.rejecter}	The manager who rejected the timesheet.	For Timesheet Rejected and Crew Timesheet Rejected notices only.
${TimeSheet.rejectMessage}	The timesheet rejection reason.	For Timesheet Rejected notice only.
${TimeSheet.url}	Address of 'My Timesheet' page. This value is based on the Application URL system property	For Timesheet notices only.
${TimeSheet.user.fullName}	Timesheet owner's full name.	For Timesheet notices only.
${User.fullName}	Employee full name, in FIRSTNAME LASTNAME format.	For all applicable notices.
${User.list}	A list of employees. The list will depend on the type of notice. For instance, in the Timesheet Approver Due and Timesheet Approver Late notices this value will resolve to the list of employees with timesheets that need approving.	For all applicable notices.
${User.login}	Employee login name	For all applicable notices.
${User.scheduledIn}	Employee's scheduled start time.	For Employee Late notice only.
${User.actualIn}	Employee's actual start time.	For Employee Late notice only.
${Sheet.approve.url}	Address of the Expense Sheet approval page.	For Expense Sheet notices only.
${Sheet.date}	Expense Sheet date/date range, as entered by the employee.	For Expense Sheet notices only.
${Sheet.description}	Expense Sheet description, as entered by the employee.	For Expense Sheet notices only.
${Sheet.rejecter}	The manager who rejected the Expense Sheet.	For Expense Sheet Rejected notice only.
${Sheet.rejectMessage}	Expense Sheet rejection message, if any.	For Expense Sheet Rejected notice only.
${Sheet.type}	Expense Sheet type, e.g. "Expense".	For Expense Sheet notices only.
${Sheet.user.fullName}	Expense Sheet owner's full name.	For Expense Sheet notices only.