Admin Setup - Email Notifications

Overview

Unanet has the ability to send out email messages for a variety of purposes. Many of these messages (but not all) can have their subject and body customized per your specific needs via "email templates". Maintenance of the various types of email templates has been sub-divided into the following three categories (each of which has its own Admin >> Setup screen for template management):

Email Messages -- These messages relate to the Unanet Financials functionality.
Email Reminders -- These messages can be either manually invoked or scheduled to be sent at certain times and remind users to perform specific Unanet tasks (ie 'Submit your timesheet' or 'Address your Approval Queue', etc).
Email Notifications -- These messages are triggered by system events such as a user submitting their timesheet (notifications lets you know that there is a new item in your approval queue to be addressed), or scheduled Project Alerts.

This page addresses the Email Notifications email templates.

There are a number of events in Unanet that may trigger the sending of an email to a user. These event triggered emails are referred to as Email Notifications.

The Setup Email Notifications screen can be used to enable or disable specific system email notifications as well as customize the content of each. You cannot currently add additional Notifications to the system.

Note that users, via their Preferences, can choose whether or not they will receive various types of system Notifications.

Roles

This screen is available to users having the Administrator, P&R Administrator or HR Administrator role.

License

This screen is available with any Unanet license.

Topics covered on this help page include:

Example screen
Field Descriptions

Include Custom Links in Email Body (to allow users to easily access your Unanet system directly from the email notification)

Include Custom Links in Email Body

Including a URL in the body of an email notification can allow your users to quickly access your Unanet system directly from the email notification. The following URL examples may be of particular interest:

http://your.unanet.domain.name/unanet/action/people/approvals (where "unanet" is your specified context) Including a link like this in the Timesheet Manager Submit notification email will allow your manager users to directly link to the People Approval Queues from the body of the email.
http://your.unanet.domain.name/unanet/action/projects/approvals (where "unanet" is your specified context) Including a link like this in the Timesheet Project Approver Submit notification email will allow your project approver users to directly link to the Project Approval Queues from the body of the email.

Many of the URLs that you could consider including in the body of an email template can be identified by simply copying and pasting the URL associated with a particular screen. Do note that these may change from time to time and you may need to update a URL should you move your Unanet system or upgrade to a newer version of Unanet.

Example Email Notifications maintenance screen:

This example screen provides a listing of the various event triggered notifications that are currently included with the product.

Field Descriptions (click on a link below for additional information):

List - Icon Controls (To edit an email notification subject and/ or message)
Name
Description
Active

When populating the Subject and Message, each Template Type also have available a number of special variable tags that can be embedded in the message to provide additional customized content. For example, if you would like to include the project code in the body of your Project Manager notification, adding $PROJECT to the message will be replace with the appropriate Project Code when the email is sent.

The following table contains a complete list of Template Types with their corresponding Descriptions and list of possible special variable tags:

Notifications
Template Name	Description	Available Variables

Project Alert Notifications
Alert Project Billable Amount Percent of Budget	Triggered when the Billable Amount of a project (or task) exceeds the specified alert percentage of the budget of the project (or task). Uses project for a Project Alert and task for a Task Alert.	$TEMPLATE_NAME $PROJECT $PROJ_ORG_CODE $PROJ_ORG_NAME $PROJ_TITLE $FUNDED_VALUE (comes from either the project or task level depending on which type of alert is defined) $TASK (will be blank if this is a project level alert - shows Task name) $TASK_WBS (will be blank if this is a project level alert - shows Task WBS Number followed by Task name) $ALERT_PERCENTAGE (will print as a percentage with a percent sign -- this is the threshold amount entered) $TIMESTAMP (the time that the alert was created and sent)
Alert Project Billable Amount Percent of Est Total	Triggered when the Billable Amount of a project (or task) exceeds the specified alert percentage of the estimated total of the project (or task). Uses project for a Project Alert and task for a Task Alert.	Same as above
Alert Project Expense Cost Percent of Budget	Triggered when the Expense Cost of a project (or task) exceeds the specified alert percentage of the budget of the project (or task). Uses project for a Project Alert and task for a Task Alert.	Same as above
Alert Project Expense Cost Percent of Est Total	Triggered when the Expense Cost of a project (or task) exceeds the specified alert percentage of the estimated total of the project (or task). Uses project for a Project Alert and task for a Task Alert.	Same as above
Alert Project Gross Revenue	Triggered when the Gross Revenue of a project (or task) exceeds the specified alert percentage of the funded value of the project (or task). Uses project for a Project Alert and task for a Task Alert.	Same as above
Alert Project Hours Percent of Budget	Triggered when the Hours of a project (or task) exceed the specified alert percentage of the budget of the project (or task). Uses project for a Project Alert and task for a Task Alert.	Same as above
Alert Project Hours Percent of Est Total	Triggered when the Hours of a project (or task) exceed the specified alert percentage of the estimated total of the project (or task). Uses project for a Project Alert and task for a Task Alert.	Same as above
Alert Project Labor Cost Percent of Budget	Triggered when the Labor Cost of a project (or task) exceeds the specified alert percentage of the budget of the project (or task). Uses project for a Project Alert and task for a Task Alert.	Same as above
Alert Project Labor Cost Percent of Est Total	Triggered when the Labor Cost of a project (or task) exceeds the specified alert percentage of the estimated total of the project (or task). Uses project for a Project Alert and task for a Task Alert.	Same as above
Alert Project Time Elapsed	Triggered when the Time Elapsed of a project (or task) exceeds the specified alert percentage the date range of the project (or task). Uses project for a Project Alert and task for a Task Alert.	Same as above
Alert Project Total Cost Percent of Budget	Triggered when the Total Cost of a project (or task) exceeds the specified alert percentage of the budget of the project (or task). Uses project for a Project Alert and task for a Task Alert.	Same as above
Alert Project Total Cost Percent of Est Total	Triggered when the Total Cost of a project (or task) exceeds the specified alert percentage of the estimated total of the project (or task). Uses project for a Project Alert and task for a Task Alert.	Same as above
Expense Notifications
Expense Budget Added	Triggered when a new expense project or task budget is added. Sent to the Project Manager.	$PROJECT $PROJ_TITLE $FOR_EACH $TASK $EXPENSE_TYPE_NAME $PERIOD_ST_DATE $PERIOD_END_DATE $DESCRIPTION $AMOUNT
Expense Budget Modified	Triggered when one or more expense project or task budgets are modified. Sent to the Project Manager.	$PROJECT $PROJ_TITLE $FOR_EACH $TASK $EXPENSE_TYPE_NAME $PERIOD_ST_DATE $PERIOD_END_DATE $DESCRIPTION $AMOUNT
Expense Completed	Triggered when an Expense is set to COMPLETED. Sent to the owner of the Expense.	$VOUCHER $OWNER $TIMESTAMP
Expense Customer Approved	Triggered when an Expense is APPROVED by a Customer. Sent to the owner of the Expense.	$COMMENTS $VOUCHER $MODIFIER $OWNER $PROJECT $TIMESTAMP $PURPOSE $LOCATION $REIMBURSABLE_AMOUNT
Expense Customer Denied	Triggered when an Expense is DENIED by a Customer. Sent to the owner of the Expense.	$COMMENTS $VOUCHER $MODIFIER $OWNER $PROJECT $TIMESTAMP
Expense Customer Disapproved	Triggered when an Expense is DISAPPROVED by a Customer. Sent to the owner of the Expense.	$COMMENTS $VOUCHER $MODIFIER $OWNER $PROJECT $TIMESTAMP
Expense Customer Preapproved	Triggered when an Expense is PREAPPROVED by a Customer. Sent to the owner of the Expense.	$COMMENTS $VOUCHER $MODIFIER $OWNER $PROJECT $TIMESTAMP
Expense Customer Submit	Triggered when an Expense is SUBMITTED for Customer Approval (only to customers that are assigned to the projects on that Expense). Sent to all customers for an Expense.	$COMMENTS $VOUCHER $MODIFIER $OWNER $PROJECT $TIMESTAMP
Expense Inuse	Triggered when an Expense is set to INUSE. Sent to the owner of the Expense.	$VOUCHER $MODIFIER $OWNER $TIMESTAMP
Expense Manager Approved	Triggered when an Expense is APPROVED by a Manager. Sends to the next manager in the approval group and is copied to the owner of the Expense.	$COMMENTS $VOUCHER $MODIFIER $NEXT_APPROVER $OWNER $TIMESTAMP $PURPOSE $LOCATION $REIMBURSABLE_AMOUNT
Expense Manager Denied	Triggered when an Expense is DENIED by a Manager. Sent to the owner of the Expense.	$COMMENTS $VOUCHER $MODIFIER $OWNER $TIMESTAMP
Expense Manager Disapproved	Triggered when an Expense Report is DISAPPROVED by a Manager. Sent to the owner of the Expense Report.	$COMMENTS $VOUCHER $MODIFIER $OWNER $TIMESTAMP
Expense Manager Preapproved	Triggered when an Expense is PREAPPROVED by a Manager. Sent to the owner of the Expense.	$COMMENTS $VOUCHER $MODIFIER $NEXT_APPROVER $OWNER $TIMESTAMP
Expense Manager Submit	Triggered when an Expense Report is SUBMITTED for Manager Approval. Sent to the first manager in the owners expense approval group.	$COMMENTS $VOUCHER $MODIFIER $NEXT_APPROVER $OWNER $TIMESTAMP
Expense Project Approver Approved	Triggered when an Expense is APPROVED by a Project Approver . Sent to the owner of the Expense.	$COMMENTS $VOUCHER $MODIFIER $OWNER $PROJECT $TIMESTAMP $PURPOSE $LOCATION $REIMBURSABLE_AMOUNT
Expense Project Approver Denied	Triggered when an Expense is DENIED by a Project Approver . Sent to the owner of the Expense.	$COMMENTS $VOUCHER $MODIFIER $OWNER $PROJECT $TIMESTAMP
Expense Project Approver Disapproved	Triggered when an Expense is DISAPPROVED by a Project Approver . Sent to the owner of the Expense.	$COMMENTS $VOUCHER $MODIFIER $OWNER $PROJECT $TIMESTAMP
Expense Project Approver Preapproved	Triggered when an Expense is PREAPPROVED by a Project Approver . Sent to the owner of the Expense.	$COMMENTS $VOUCHER $MODIFIER $OWNER $PROJECT $TIMESTAMP
Expense Project Approver Submit	Triggered when an Expense is SUBMITTED for Project Approver Approval. Sent to all the Project Managers for an Expense.	$COMMENTS $VOUCHER $MODIFIER $OWNER $TIMESTAMP
Expense Request Customer Submitted	Triggered when an Expense Request is Submitted. Sent to any Customer Approvers for the Expense Request.	$COMMENTS $VOUCHER $MODIFIER $OWNER $TIMESTAMP
Expense Request Manager Submitted	Triggered when an Expense Request is Submitted. Sent to any Manager Approvers for the Expense Request.	$COMMENTS $VOUCHER $MODIFIER $OWNER $TIMESTAMP
Expense Request Project Approver Submitted	Triggered when an Expense Request is Submitted. Sent to any Project Approver Approvers for the Expense Request.	$COMMENTS $VOUCHER $MODIFIER $OWNER $TIMESTAMP
Leave Request Notifications
Leave Request Completed	Triggered when a leave request is set to COMPLETED. Sent to the owner of the leave request.	$OWNER $TIMESTAMP
Leave Request Inuse	Triggered when a leave request is set to INUSE by anyone other than the owner. Sent to the owner of the leave request.	$OWNER $TIMESTAMP
Leave Request Locked	Triggered when a leave request is set to LOCKED. Sent to the owner of the leave request.	$OWNER $TIMESTAMP
Leave Request Manager Approved	Triggered when a leave request is APPROVED by a manager. Sent to the owner of the leave request.	$OWNER $TIMESTAMP $MODIFIER $COMMENTS
Leave Request Manager Cancelled	Triggered when a leave request is set to CANCELLED. Sent to all managers in the leave request approval group.	$OWNER $TIMESTAMP
Leave Request Manager Disapproved	Triggered when a leave request is DISAPPROVED by a manager. Sent to the owner of the leave request.	$OWNER $TIMESTAMP $MODIFIER $COMMENTS
Leave Request Manager Submit	Triggered when a leave request is SUBMITTED for manager approval. Sent to the first manager in the leave request approval group.	$OWNER $TIMESTAMP $MODIFIER $COMMENTS $NEXT_APPROVER $PERIOD_ST_DATE $PERIOD_END_DATE $HOURS
Person Assignment Notifications
Person Assignment Added	Triggered when a new person project or task assignment is added. Sent to the assigned user.	$OWNER – assigned user $PROJECT $PROJ_TITLE $TASK $LABOR_CATEGORY $PERIOD_ST_DATE $PERIOD_END_DATE $BUDGET_HOURS $FOR_EACH – loop control variable
Person Assignment Modified	Triggered when one or more person project or task assignments are modified. Sent to the assigned user.	$OWNER – assigned user $PROJECT $PROJ_TITLE $TASK $LABOR_CATEGORY $PERIOD_ST_DATE $PERIOD_END_DATE $BUDGET_HOURS $FOR_EACH – loop control variable
Person Assignment Added/Modified from Plans	Triggered when new person project or task assignments are added to replace existing ones from plans. Sent to the assigned user.	$OWNER – assigned user $PROJECT $PROJ_TITLE $TASK $LABOR_CATEGORY $PERIOD_ST_DATE $PERIOD_END_DATE $BUDGET_HOURS $FOR_EACH – loop control variable
Resource Request Notifications
Resource Request Modified	Triggered when a resource request is modified.	$TIMESTAMP $ID $PROJECT $TASK $REQ_TITLE $REQUESTOR $PLANNER $MODIFIER $PERIOD_ST_DATE $PERIOD_END_DATE
Timesheet Notifications
Timesheet Adjusted	Triggered when a Timesheet is adjusted. Sent to the owner of the Timesheet.	$MODIFIER $OWNER $PERIOD_END_DATE $PERIOD_ST_DATE $TIMESTAMP
Timesheet Completed	Triggered when a Timesheet is set to COMPLETED. Sent to the owner of the Timesheet.	$MODIFIER $OWNER $PERIOD_END_DATE $PERIOD_ST_DATE $TIMESTAMP
Timesheet Customer Approved	Triggered when a Timesheet is APPROVED by a Customer. Sent to the owner of the Timesheet.	$COMMENTS $MODIFIER $OWNER $PERIOD_END_DATE $PERIOD_ST_DATE $PROJECT $TIMESTAMP
Timesheet Customer Disapproved	Triggered when a Timesheet is DISAPPROVED by a Customer. Sent to the owner of the Timesheet.	$COMMENTS $MODIFIER $NEXT_APPROVER $OWNER $PERIOD_END_DATE $PERIOD_ST_DATE $PROJECT $TIMESTAMP
Timesheet Customer Submit	Triggered when a Timesheet is SUBMITTED for Customer Approval (only to customers that are assigned to the projects for that Timesheet). Sent to all customers for a Timesheet.	$COMMENTS $MODIFIER $OWNER $PERIOD_END_DATE $PERIOD_ST_DATE $TIMESTAMP
Timesheet Inuse	Triggered when a Timesheet is set to INUSE by anyone other than the owner. Sent to the owner of the Timesheet.	$MODIFIER $OWNER $PERIOD_END_DATE $PERIOD_ST_DATE $TIMESTAMP
Timesheet Locked	Triggered when a Timesheet is set to LOCKED. Sent to the owner of the timesheet.	$OWNER $PERIOD_END_DATE $PERIOD_ST_DATE $TIMESTAMP
Timesheet Manager Approved	Triggered when a Timesheet is APPROVED by a Manager. Sent to the next manager in the approval group (if any) and is copied to the owner of the Timesheet.	$COMMENTS $MODIFIER $NEXT_APPROVER $OWNER $PERIOD_END_DATE $PERIOD_ST_DATE $TIMESTAMP
Timesheet Manager Disapproved	Triggered when a Timesheet is DISAPPROVED by a Manager. Sent to the owner of the Timesheet.	$COMMENTS $MODIFIER $OWNER $PERIOD_END_DATE $PERIOD_ST_DATE $TIMESTAMP
Timesheet Manager Submit	Triggered when a Timesheet is SUBMITTED for Manager Approval. Sent to the first manager in the Timesheet owners approval group.	$COMMENTS $MODIFIER $NEXT_APPROVER $OWNER $PERIOD_END_DATE $PERIOD_ST_DATE $PROJECT $TIMESTAMP
Timesheet Minimum Hour Summary	Triggered when timesheet minimum hour reminder is run. Sent to the manager.	$DATE $FOR_EACH $OWNER
Timesheet Project Approver Approved	Triggered when a Timesheet is APPROVED by a Project Approver . Sent to the owner of the Timesheet.	$COMMENTS $MODIFIER $OWNER $PERIOD_END_DATE $PERIOD_ST_DATE $PROJECT $TIMESTAMP
Timesheet Project Approver Disapproved	Triggered when a Timesheet is DISAPPROVED by a Project Approver . Sent to the owner of the Timesheet.	$COMMENTS $MODIFIER $OWNER $PERIOD_END_DATE $PERIOD_ST_DATE $PROJECT $TIMESTAMP
Timesheet Project Approver Submit	Triggered when a Timesheet is SUBMITTED for Project Manager Approval (only projects that require Project Manager Approval). Sent to all Project Approver for a Timesheet.	$COMMENTS $MODIFIER $OWNER $PERIOD_END_DATE $PERIOD_ST_DATE $TIMESTAMP
Timesheet Submission Due	Triggered when timesheet submit reminder is run. Sent to the manager.	$DATE $FOR_EACH $OWNER

Note: Most timesheet notification email templates also have a corresponding "Adjustment" version (see the list of examples above). These are not listed in the table above, however, they follow the same rules as their non-adjustment counterpart.