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In the e-Leave module, there are some processes which can auto send acknowledge email to applicants or approvers about the process such as leave application information and approval status. Actually, user can configure the email sending behavior and those email templates with preferred wordings instead of using the standard one. The wordings can be fixed or dynamically by insert some variables just like the concept of ¡§mail merge¡¨. Please follow below steps to do the configuration.
1.
Click
the [ Web Module Setup ] button from
the main screen toolbar
2.
Select the [E-mail
Settings] tab
3.
Select an email type from the list. There are
several type of process which are related to sending email as shown below :
Process type |
Description |
Apply Leave |
When a staff submit a leave application, an
email can be sent to inform approver(s). |
Remove Leave Application |
When the leave application has not yet
approved, the staff click the [Remove] button to cancel such leave
application, an email can be sent to inform approver(s). |
Approve Leave Application |
When the leave application has been approved,
an email can be sent to applicant / preceding approver(s) to inform leave
application approved. |
Reject Leave Application |
When the leave application has been rejected,
an email can be sent to applicant / preceding approver(s) to inform leave
application rejected. |
Apply Leave Cancellation |
When a staff submit a ¡§leave cancel
application¡¨, an email can be sent to inform approver(s). |
Remove Cancel-Leave Application |
When the ¡§leave cancel application¡¨ has not yet
approved, the staff click the [Remove] button to cancel such ¡§leave cancel
application¡¨, an email can be sent to inform approver(s). |
Approve Cancel-Leave Application |
When the ¡§leave cancel application¡¨ has been
approved, an email can be sent to applicant / preceding approver(s) to inform
leave cancellation approved. |
Reject Cancel-Leave Application |
When the ¡§leave cancel application¡¨ has been
rejected, an email can be sent to applicant / preceding approver(s) to inform
leave cancellation rejected. |
Forget password |
When a user click forget password in the
Login screen, after user identification, an email with a new reset password
can be sent to the user. |
4.
For the option ¡§Send email to :¡¨, select your preferred email sending behaviour for
the selected process type. Please note that different process type has
different options. Please see below table for details :
Process type |
Send email
behaviour |
|
Apply Leave |
Not sending email |
Scenario 1 : Applicant submitted Leave application, pending at
Approver1 Scenario 2 : Applicant submitted Leave application, approved by
Approver1, pending at Approver2 |
Send email to next
approver only |
Scenario 1 : Applicant submitted Leave application, pending at
Approver1 Scenario 2 : Applicant submitted Leave application, approved by
Approver1, pending at Approver2 |
|
Remove Leave Application |
Not sending email |
Scenario 1 : Pending at Approver1, Applicant cancel leave application Scenario 2 : Approver1 approved, pending at Approver2, Applicant
cancel leave application |
Send email to next
approver only |
Scenario 1 : Pending at Approver1, Applicant cancel leave application Scenario 2 : Approver1 approved, pending at Approver2, Applicant
cancel leave application |
|
Send email to next
approver and cc ALL other preceding approver(s) |
Scenario 1 : Pending at Approver1, Applicant cancel leave application Scenario 2 : Approver1 approved, pending at Approver2, Applicant
cancel leave application |
|
Approve Leave Application |
Not sending email |
Scenario 1 : Final approved by Approver2 |
Send email to
applicant only |
Scenario 1 : Final approved by Approver2 |
|
Send email to
applicant and cc ALL preceding approver(s) |
Scenario 1 : Final approved by Approver2 |
|
Reject Leave Application |
Not sending email |
Scenario 1 : Rejected by Approver1 Scenario 2 : Approved by Approver1, Rejected by Approver2 |
Send email to
applicant only |
Scenario 1 : Rejected by Approver1 Scenario 2 : Approved by Approver1, Rejected by Approver2 |
|
Send email to
applicant and cc ALL preceding approver(s) |
Scenario 1 : Rejected by Approver1 Scenario 2 : Approved by Approver1, Rejected by Approver2 |
|
Apply Leave Cancellation |
Not sending email |
Scenario 1 : Applicant submitted Leave application, pending at
Approver1 Scenario 2 : Applicant submitted Leave application, approved by
Approver1, pending at Approver2 |
Send email to next
approver only |
Scenario 1 : Applicant submitted Leave application, pending at
Approver1 Scenario 2 : Applicant submitted Leave application, approved by
Approver1, pending at Approver2 |
|
Remove Cancel-Leave Application |
Not sending email |
Scenario 1 : Pending at Approver1, Applicant cancel leave application Scenario 2 : Approver1 approved, pending at Approver2, Applicant
cancel leave application |
Send email to next
approver only |
Scenario 1 : Pending at Approver1, Applicant cancel leave application Scenario 2 : Approver1 approved, pending at Approver2, Applicant
cancel leave application |
|
Send email to next
approver and cc ALL other preceding approver(s) |
Scenario 1 : Pending at Approver1, Applicant cancel leave application Scenario 2 : Approver1 approved, pending at Approver2, Applicant
cancel leave application |
|
Approve Cancel-Leave Application |
Not sending email |
Scenario 1 : Final approved by Approver2 |
Send email to
applicant only |
Scenario 1 : Final approved by Approver2 |
|
Send email to
applicant and cc ALL preceding approver(s) |
Scenario 1 : Final approved by Approver2 |
|
Reject Cancel-Leave Application |
Not sending email |
Scenario 1 : Rejected by Approver1 Scenario 2 : Approved by Approver1, Rejected by Approver2 |
Send email to
applicant only |
Scenario 1 : Rejected by Approver1 Scenario 2 : Approved by Approver1, Rejected by Approver2 |
|
Send email to
applicant and cc ALL preceding approver(s) |
Scenario 1 : Rejected by Approver1 Scenario 2 : Approved by Approver1, Rejected by Approver2 |
|
Forget password |
Not sending email |
|
Send email to
applicant only |
|
5.
Enter your preferred email subject for the selected
process. You may either put a fixed text or text with variables. See below
examples.
|
TIPS |
If the subject / header / footer are empty in the input box, the
system will use the default value for these items to send e-Mail. |
|
NOTE |
To find the supported variables list, please refer
to http://www.ecpayroll.com.hk/usermanual/HTML/9-Additional%20Information/ecPayrollLetterVarList.pdf |
Example |
Output |
Leave application |
Leave application |
Leave application
from !!#staffid |
Leave application
from A0001 |
Leave application
from !!#staffid - !!#name1 |
Leave application
from A0001 ¡V Chan Tai Man |
Leave application
from !!#staffid - !!#name1 (!!#dept) |
Leave application
from A0001 ¡V Chan Tai Man (IT) |
6.
Enter your preferred email Header. The header will
be shown in the top of the email content.
Example |
Output |
Please process the
leave application within 3 days. |
Please process the
leave application within 3 days. |
Please find the
leave application details below : |
Please find the
leave application details below : |
7.
Enter your preferred email Footer. The footer will
be shown at the bottom of the email content.
Example |
Output |
Please enter the
link below to make approval http://192.168.0.111/eLeave |
Please enter the
link below to make approval http://192.168.0.111/eLeave |
8.
Click the [Save]
button to save changes
9.
Repeat
steps 3 -8 for another process type.
Output Example
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